Salon terms and conditions: a template plus clauses for hair, nails and clinics

A client turns up 25 minutes late; another cancels an hour before and asks for her deposit back. Salon terms won’t settle every dispute, but they make the rules known in advance and the same for everyone. Below you will find a terms and conditions template for a beauty salon (in Poland, a regulamin salonu) and alternative clauses for hair salons, nail and lash studios and beauty clinics.

What salon terms and conditions should cover

• bookings, cancellations, lateness and no-shows;
• deposits — when they are kept and when they are returned;
• the service itself — consultation, treatment consent, refusing a treatment because of contraindications;
• complaints and gift vouchers;
• personal data — the controller, why data is processed and the client’s rights.

Under Polish law, salon terms bind a consumer if she received them before booking (art. 384 § 1 of the Polish Civil Code); for online booking, a link to text she can save and open is enough (art. 384 § 4). A printout at reception is not enough for a client who booked online — give a link at online booking and a page on your website, and keep the printout for clients who book in person.

Beauty salon terms and conditions template

Polish-speaking clients need the Polish version — it is in the Polish version of this article. The English text below is for your English-speaking clients or for working on the content.

Copy it and adapt it to your salon:

TERMS AND CONDITIONS OF [salon name]

§ 1. General provisions

1. 1.These Terms set out the rules for using the services of [salon name], run by [full name / company name], [address], NIP [tax ID] (the Salon).
2. 2.Contact: phone [phone], email [email].
3. 3.These Terms are made available to the Client before booking [on the website / via a link when booking online / at reception] in a form that can be saved.

§ 2. Booking

1. 1.Appointments can be booked by phone, in person or via [online booking system / website].
2. 2.When booking, the Client gives their full name and phone number.
3. 3.The Salon confirms the booking [by text / by email / with an app notification].
4. 4.Prices and approximate durations are listed in the price list. If the scope of the service turns out to differ from the booking, the Salon informs the Client of the price change before the service starts.

§ 3. Deposit (if the Salon takes one)

1. 1.When booking [selected services], the Salon takes a deposit of [amount] zł, which is counted towards the price.
2. 2.If the Client cancels later than [X hours] before the appointment or does not attend, the deposit is retained by the Salon.
3. 3.If the Client cancels at least [X hours] before the appointment, the deposit is refunded or — at the Client’s request — moved to a new date.
4. 4.If the appointment does not take place for reasons on the Salon’s side, the Client may demand twice the amount of the deposit or book a new date to which the deposit is moved.

§ 4. Cancelling and rescheduling

1. 1.The Client may cancel or reschedule free of charge no later than [X hours] before the appointment — [by phone / by text / in the booking system].
2. 2.The Salon may cancel an appointment for important reasons (e.g. the specialist’s illness, equipment failure). It informs the Client without delay and offers a new date. Any deposit paid is refunded or — at the Client’s request — moved to the new date.

§ 5. Lateness

1. 1.The Client lets the Salon know by phone if they are running late.
2. 2.If the Client is more than [X minutes] late, the Salon may shorten the service or reschedule if it cannot be completed in the remaining time without delaying other appointments.

§ 6. No-shows

1. 1.Not attending without cancelling means losing the deposit, if one was paid.
2. 2.After [X] no-shows, the Salon may accept bookings from the Client only [with a deposit / by phone].

§ 7. The service and contraindications

1. 1.Before the first treatment, the Client completes a consultation form and, for selected treatments, signs a treatment consent.
2. 2.The Client informs the Salon of their health, medication, allergies and pregnancy, and of any changes before later visits.
3. 3.The Salon may decline to perform a service if it finds contraindications. In that case the deposit is refunded or moved to a new date.
4. 4.Clients under 18 use the services with the consent of a parent or legal guardian.

§ 8. Complaints

1. 1.Complaints can be made in person or by email to [email], ideally as soon as the problem is noticed — with a description and, if possible, a photo.
2. 2.The Salon replies within 14 days of receiving the complaint.
3. 3.If the complaint is accepted, the Salon offers to correct the service or refund part or all of the price.

§ 9. Gift vouchers

1. 1.A gift voucher can be used for the Salon’s services until [date / X months from purchase].
2. 2.Appointments paid with a voucher are booked under § 2–6.
3. 3.[Rules for any unused part of the voucher].

§ 10. Personal data

1. 1.The controller of Clients’ personal data is [company name], [address], NIP [tax ID], contact: [email].
2. 2.Data is processed to book and provide services (art. 6(1)(b) GDPR), to meet legal obligations such as tax (art. 6(1)(c) GDPR), and to establish or defend claims (art. 6(1)(f) GDPR). Health data is processed on the basis of explicit consent (art. 9(2)(a) GDPR) and, to the extent needed to establish, exercise or defend legal claims, under art. 9(2)(f) GDPR. Marketing is based on separate consent.
3. 3.Data is kept for [period].
4. 4.The Client has the right to access, rectify and erase their data, restrict processing, data portability, to object, to withdraw consent at any time and to lodge a complaint with the President of the Personal Data Protection Office (Prezes UODO).

§ 11. Final provisions

1. 1.These Terms apply from [date]. Changes do not affect appointments booked before they take effect.
2. 2.Matters not covered here are governed by Polish law, in particular the Civil Code and the Consumer Rights Act.
3. 3.These Terms do not limit the statutory rights of a Client who is a consumer.

Alternative clauses: hair salon, nails and lashes, beauty clinic

Open the version that fits your business and add its points to the sections shown.

How to do it in Terminka

You can’t upload your terms to Terminka or collect acceptance of them in the app, but three sections lean on things the app already does:

1. § 4–6, cancellations and no-shows. Automatic appointment reminders send a confirmation after booking and a reminder before the visit — by SMS, email or push. Add the key rule, such as “Appointments can be cancelled free of charge up to [X hours] before”, to the salon description clients see when booking.
2. § 7, consultation and treatment consent. You choose a treatment record in Client card settings → Card templates and attach it to services (Auto-suggest on booking); in the visit, the Documents and care block shows what is missing. For the wording, see Treatment consent form: a template and Beauty client record card: a template.
3. § 10, personal data. Ready-made consents sit in the Consents tab of the electronic client records: personal data, explicit consent to health data, email marketing, storing photos and, separately, publishing them. Before signing, the client sees who the controller of her data is.
4. The client’s rights under § 10. In the record’s Privacy menu — visible only to the salon owner — you can export a client’s data to PDF or ZIP and handle an erasure request.

Frequently asked questions about salon terms

Deposit or advance payment?

Polish law distinguishes a zadatek (deposit) from a zaliczka (advance payment). A zadatek (art. 394 of the Polish Civil Code) counts towards the price. If the client doesn’t turn up, the salon may keep it; if the salon fails to provide the service, the client may claim double the amount; if neither side is at fault, it is returned. A zaliczka is a simple prepayment and, as a rule, is always returned. If you want to keep the payment after a no-show, call it a deposit (zadatek) in your terms.

Can a client withdraw from an online booking?

A booking made online or by phone may count as a distance contract, and for those the Polish Consumer Rights Act sets information duties and — as a rule — a right of withdrawal, with exceptions. There is no settled answer on how this applies to an appointment with a deposit, so describe your refund rules very clearly and check them with a lawyer.

What should I leave out?

Clauses that grossly violate a consumer’s interests, such as “the salon is not liable for any damage” — they don’t bind her anyway (art. 385¹ of the Polish Civil Code). And you have 14 days to reply to a consumer’s complaint (art. 7a of the Consumer Rights Act) — hence that period in § 8.

The GDPR consents from § 10 are ready in Terminka, and you can build the treatment record and consultation from § 7 on a ready-made template — the client signs them on a phone or via a link, and the documents go into her online client record. Client records come with the Solo plan, and after signing up you get 14 days of all features for free.