KC Aesthetics and Head Spa 

Terms and Conditions   

 
Prepared for internal use by KC Aesthetics and Head Spa 

 

Effective Date: November 2025  

Business Name: KC Aesthetics and Head Spa  

Address: 56 Charles Street, Neyland, SA73 1SA  

Contact: Kcaestheticsandheadspa@gmail.com ¦ 07902814942 

 

 

1. Purpose and Philosophy 

KC Aesthetics and Head Spa is dedicated to promoting holistic wellness through the traditional art of Japanese head care—combining scalp therapy, relaxation, and rejuvenation. Our philosophy centre's on quality, safety, hygiene, and cultural respect for the Japanese spa tradition. 

2. General Policies 

2.1 Client Eligibility 

• Services available to clients aged 10 years and above. 

• Clients under 18 years must have parental or guardian consent and accompany them during the service. 

• Clients must disclose any medical conditions, allergies, or sensitivities. 

• Pregnant clients are unable to have this service. 

• Clients with hair extensions are unable to have this service.  

 2.2 Appointment Scheduling 

• Appointments can be booked online, by phone, or in person. 

• 50% deposit required for bookings over 60 minutes. 

• Walk-ins accepted based on availability. 

2.3 Payments  

• A deposit is required at the time of booking, and the remaining balance is due on completion. We accept cash, debit/credit cards, and approved digital payment methods. Prices are subject to change without notice, but confirmed bookings will be honoured at the price agreed when booked. 

2.4 Gift Vouchers  

• Gift vouchers are non-refundable and cannot be exchanged for cash. Vouchers are valid for 12 months from the date of purchase, unless stated otherwise. 

• Lost or stolen vouchers cannot be replaced. 

• Vouchers must be presented at the time of the appointment. 

• Promotional vouchers may carry specific terms stated at issue. 

2.5 Cancellations and Refunds 

• Deposits are non-refundable but may be transferred if you reschedule with at least 48 hours’ notice. 

• Late cancellations or no-shows forfeit deposit. 

• Late arrivals (over 15 minutes) may result in a shortened or cancelled appointment. No-shows or cancellations within 48 hours may be charged 50‒100% of the service cost. 

2.6 Conduct and Behaviour 

• Maintain a quiet and respectful environment; silence mobile devices. 

• Any form of harassment or inappropriate behaviour will result in a service termination with a deposit forfeit. 

• We reserve the right to refuse or discontinue a service if a client behaves inappropriately, is under the influence of alcohol or drugs, or otherwise compromises the comfort and safety of staff or clients.

3. Health and safety procedures

3.1 Health & Safety  

• Please inform your therapist of any medical conditions, allergies, skin or scalp sensitivities, or recent surgeries before your session. 

• Certain conditions (such as open wounds, contagious scalp infections, or recent head injuries) may mean a service cannot be provided. 

• All services are for wellbeing and relaxation purposes only and are not a substitute for medical advice or treatment, 

3.2 Hygiene Standards 

• Equipment and linens sanitized after each use. 

• Practitioners sanitize their hands before and after each session. 

• Tools sterilized with disinfectant solutions. 

• Fresh linens provided for each client. 

3.3 Product Safety 

• Only approved professional-grade Japanese scalp products used. 

• Patch tests for new clients will be required if using essential oils or botanicals. 

• Products stored in temperature-controlled conditions. 

3.4 Emergency Procedures 

• Staff trained in First Aid and CPR. 

• Emergency contact information accessible prior to session. 

• Any adverse reactions documented and reported to management. 

 4. Treatment Procedures 

 4.1 Standard Head Spa Treatment Steps: (Packages vary, not all steps are taken) 

• Consultation and consent forms. Scalp Analysis. Use of various Japanese Spa tools. Head, neck, shoulder, arm, and hand massage. Cleansing Shampoo. Deep Scalp Massage (Japanese acupressure method). Steam and waterfall Rinse. Conditioning & Tonic Application. Blow Dry. Aftercare Guidance 

5. Children’s Treatment Policy 

 5.1 Eligibility and Parental Involvement 

• Services available for children aged 10 and over. 

• Parents and/or guardians must remain on premises and accompany them during the service. 

• Written consent form required before service proceeds. 

5.2 Modifications for Children  

• Light massage pressure applied. 

• Steam optional and adjusted for comfort. 

• No essential oils unless approved by the parent. 

5.3 Behaviour and Safety 

• Children must remain calm and seated. 

• Parent must accompany the child during session. 

• Service may be stopped if a child is distressed. 

5.4 Liability  

• While all reasonable care is taken during your visit, KC Aesthetics and Head Spa cannot accept responsibility for allergic reactions unless caused by proven negligence, loss or damage to personal belongings, or any indirect or consequential loss resulting from your visit. By booking a treatment, you acknowledge and accept these risks.

5.5 Post-Treatment

• Clients receive home scalp care guidance. 

• Upkeep of scalp and hair health recommended every 4-6 weeks.

6. Staff Requirements 

6.1 Training 

• Certification in Japanese Head Spa techniques required. 

• Ongoing training in hygiene and customer service. 

6.2 Professional Appearance 

• Clean, pressed uniforms are required. 

• Hair tied back; minimal jewellery. 

• Closed-toe, non-slip shoes mandatory. 

 7. Confidentiality and Recordkeeping

7.1 Client records  

• Client consultation records and consent forms are stored securely for a minimum of 12 months. All client information is confidential and only shared with consent or for legal/medical purposes. 

7. 2 Privacy Policy 

• We collect and store client information (name, contact details, treatment history) for appointment management and client care for a minimum of 12 months. Your data will be handled in accordance with the UK GDPR and Data Protection Act 2018. We will not share your data with third parties without your consent, except where required by law.  

7.3 Complaints & Feedback  

• We value your feedback. If you have a concern or complaint, please contact us at kcaestheticsandheadspa@gmail.com within 7 days of your treatment. We aim to respond in writing within 10 working days and resolve issues fairly and promptly and corrective action or follow-up services may be offered as appropriate. 

7.4 Governing Law  

• These Terms and Conditions are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales. 

7.5 Agreement  

• By booking or receiving a service from KC Aesthetics and Head Spa, you confirm that you have read, understood, and agree to these Terms and Conditions 

 8. Cultural Respect and Ambience 

 8.1 Respect 

• The spa environment reflects Japanese tranquillity and mindfulness through soft music, calm tones, and respectful communication. Clients are encouraged to embrace the meditative spirit of the experience. 

9. Review and Updates 

 9.1 Reviews 

• Policies and procedures are reviewed annually or when regulations change. All staff must acknowledge and sign policy updates.