Privacy Policy

Appointment Cancellations

Please give us as much notice as possible if you need to cancel or reschedule your appointment.

Clients may cancel or amend bookings up to 24 hours in advance of the time of the appointment, this can be done through the online booking system only.

If an appointment has not been cancelled, moved or amended with 24 hours notice we have the right to charge clients the full balance of the appointment cost, less deposit paid.

Clients who cancel appointments with more than 24 hours notice will only lose their deposit, however, appointments can be moved or amended up to 24 hours prior to your appointment.

Age restrictions

You must be 18 years of age to have a treatment in The Smooth Room studio. We have the right to ask for I.D. We also have the right to refuse treatments to anyone who cannot provide I.D. when requested.

At The Smooth Room we take your privacy very seriously so have developed a Privacy Policy to clearly set out how we manage your data.

How We Collect Information

Via the contact form on this website i.e. your name, phone number, email address and message.

When you make an appointment via our booking platform (Ovatu), we collect the information you give us as part of that process, i.e. your name, phone number, email address, date of birth, relevant health information you supply as part of the pre-appointment consultation, and any other details you provide in the comment boxes of the booking and consultation forms.

Why We Collect This Information

We collect personal and non-personal information for the following reasons:

To provide and operate our services, including the booking of appointments, processing of payments and sending of service-related notices (e.g. booking confirmations, reminders and aftercare emails);
To provide site users with customer assistance;
To comply with any applicable laws and regulations.

We record information about all treatments carried out so that we can provide you with an efficient service, monitor customer trends and to fulfil the requirements of our insurers.

We use Ovatu for our booking system. Your details are encrypted and stored on their secure servers. The platform is password protected, which ensures only the therapist providing your treatment has access to your digital file. You can learn more about Ovatu and their privacy policy at www.ovatu.com/privacy

Disclosure of your information

We will never share or disclose your personal information outside of the above parameters unless required to do so by law.

How We Communicate With You

We may contact you regarding your booking or enquiry, e.g. to send confirmation and reminder notifications; to provide aftercare advice; to request feedback on your appointment; to collect fees or monies owed; to respond to queries submitted by you; or as otherwise necessary to enforce our Terms and Conditions and any agreement we may have with you. For these purposes we may contact you via email, telephone and text message, using the contact information supplied by you.

Withdrawing Your Consent

If you don’t want us to process your data anymore, please contact us using the details at the bottom of this policy. Please be aware that if you chose to withdraw your consent, we will no longer be able to provide you with salon treatments or any related services at The Smooth Room.

Questions, Complaints and Contact Information

Please get in touch if you have any questions about this policy, or if you would like to access, amend or delete any personal information we have about you. info@thesmoothroom.co.uk