Kim W Beauty Privacy Notice & Terms of Use

1. Contact Details & Venue

- Business Name: Kim W Beauty

- Address: Room 10, The Coach House, 25 Bolton Road, Salford, M6 7HL

- Telephone: 07576572825

- Email: [email protected]

Thank you for choosing Kim W Beauty. These Terms of Use and Privacy Notice govern your interaction with our website, booking applications, and professional hands-on treatments (including facials, advanced skincare, and massage therapies). By booking an appointment or accessing our services, you agree to comply with and be bound by these terms. These Terms are governed by and construed in accordance with the laws of England and Wales.

2. Core Treatment Policies & Client Responsibilities

2.1. Consultation Forms & Full Disclosure

Before any treatment, you are strictly required to complete a comprehensive consultation form. You must provide fully accurate, truthful, and up-to-date information regarding your medical history, current medications (specifically topical or oral retinoids, steroids, or antibiotics), allergies, skin conditions, recent surgeries, and pregnancy status. By signing the consultation form, you confirm that the information provided is complete and accurate. Kim W Beauty disclaims all liability for any adverse reactions, complications, or suboptimal results arising from non-disclosure, misrepresentation, or omission of relevant health or medical information.

2.2. Mandatory Patch Testing

For specific advanced skincare treatments (including but not limited to chemical peels and active resurfacing procedures), a patch test is strictly required 24 to 48 hours before your first scheduled treatment. If you fail to attend your mandatory patch test, Kim W Beauty reserves the right to cancel your main treatment appointment to protect your safety, and standard late cancellation fees (as outlined in section 3.2) will apply.

2.3. Pre and Post-Treatment Care Compliance

Certain treatments require strict adherence to pre-care and post-care instructions (e.g., avoiding sun exposure, saunas, retinoids, or specific active ingredients for a designated period). These instructions are provided to you for your own safety and to guarantee optimal results. Kim W Beauty is not responsible for any adverse side effects, complications, or suboptimal results if the client fails to strictly follow the provided pre and post-treatment guidance.

2.4. Late Arrivals Policy

We operate on a strict schedule to ensure every client receives their full dedicated session. If you arrive late, your treatment time will be shortened accordingly to avoid delaying the next scheduled client. The full price of the scheduled service will still be charged.

2.5. Aesthetic and Treatment Outcomes

While we deliver evidence-based, professional treatments to the highest industry standards, skincare and massage results vary significantly based on individual genetics, lifestyle, and compliance with home care. Results cannot be guaranteed, and aesthetic treatments are not an exact science. No refunds will be issued based on a client's subjective dissatisfaction with treatment outcomes.

3. Booking Cancellations, No-Shows & Refund Policy

3.1. General Refund Policy

- Services: All completed aesthetic treatments and massage therapies are strictly non-refundable.

- Digital Products: Any digital training courses, downloadable manuals, or instant-access products are strictly non-refundable.

- Physical Products: Unused, unopened, and resalable physical items may be returned within 14 days of receipt, at the consumer's own shipping expense. Items must be returned in their original packaging and in a resalable condition.

3.2. No-Show & Late Cancellation Fees

Your appointment secures dedicated professional time. Cancellations must be made at least 24 hours prior to the scheduled appointment time. Any cancellation made after this window, as well as failure to attend a scheduled appointment without prior notice (No-Show), will incur a charge of 50% of the total scheduled treatment cost. This fee will be automatically charged via our integrated payment vaults.

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4. Privacy & Data Protection Notice (UK GDPR)

4.1. Information We Collect & Legal Basis

We process your personal data in strict compliance with the UK General Data Protection Regulation (UK GDPR) and the Privacy and Electronic Communications Regulations (PECR). This includes:

- Personal & Contact Data (Name, phone number, email address, physical address) — Lawful Basis: Contract fulfilment and booking execution.

- Financial Data (Payment card details, billing tokens processed securely) — Lawful Basis: Contract fulfilment and fraud prevention.

- Special Category Health Data (Allergies, skin health history, medical conditions, medication lists, treatment notes) — Lawful Basis: Explicit consent under Art. 9(2)(a) UK GDPR, alongside the legitimate need to assess your suitability for treatments and provide safe, appropriate care.

- Visual Data (Before-and-after skin consultation photographs) — Lawful Basis: Explicit client consent for professional progress tracking and treatment evaluation.

4.2. Secure Data Sharing

We share your data only with essential, trusted third-party cloud applications required to process your payments and run our secure booking infrastructure:

- Stripe & Square: Our secure, fully PCI-compliant payment gateways handling encrypted billing information and booking deposits.

- Funnel Sketchers: For secure, encrypted database management and hosting.

- Google Analytics 4: Used exclusively for gathering website traffic analytics with anonymised IP addresses (where enabled) to help us improve our online services.

We do not sell, rent, or trade your personal data to any third parties for marketing purposes.

4.3. Data Retention

- 3 Years: We retain aesthetic and therapeutic treatment consultation records for 3 years following your last session to ensure professional service continuity and regulatory insurance compliance.

- 7 Years: Financial and transaction records are securely archived for 7 years to comply with strict HMRC tax guidelines.

4.4. Cookies

Our website uses essential cookies to enable core functionality, as well as analytical cookies (via Google Analytics 4) to help us understand how visitors interact with our site. By continuing to browse our website, you agree to our use of cookies. You can manage your cookie preferences at any time through your browser settings or via the cookie banner displayed on our website.

4.5. Your Legal Rights

Under the UK GDPR, you maintain the right to access, correct, or request the complete erasure of your personal data. You can withdraw your consent for health data processing at any time by emailing [email protected] with the subject line "Data Request". Please note that withdrawing consent may affect our ability to provide certain treatments safely. We formally respond to all verifiable statutory requests within 1 calendar month.

5. Professional Liability & Complaints

Kim W Beauty maintains comprehensive professional treatment and public liability insurance. Any disputes or unresolved service issues must first be submitted directly to [email protected]. We aim to acknowledge all complaints within 7 working days and resolve them as promptly as possible.

If you are unsatisfied with our response, unresolved statutory data protection concerns can be escalated directly to the Information Commissioner's Office (ICO), the UK's independent regulatory authority (ico.org.uk).

By continuing to use our services, booking an appointment, or submitting your consultation card, you formally confirm your understanding and acceptance of these Terms of Use.