Salon Services, Online Booking and Website Use
Last updated: June 2026 | Version 1.0
Please read these terms and conditions carefully before booking an appointment or using our website. By making a booking or using our website, you confirm that you have read and agree to these terms.
1. About Us
1.1 Roots and Rituals Hair Salon is operated by Roots and Rituals Hair Salon Limited, a company registered in England and Wales (Company No. 17061990), whose registered office and salon is at 7-9 North Street Parade, Sudbury, Suffolk CO10 1GL.
1.2 You can contact us by visiting us in person, by telephone on 01787 736241, or by email at bookings@rootsandritualshairsalon.com.
1.3 References to "we", "us", and "our" in these terms are references to Roots and Rituals Hair Salon Limited.
1.4 Some services at our salon are provided by independent self-employed stylists who rent a chair at the salon on a self-employed basis. Where this is the case, those stylists are solely responsible for the services they provide and carry their own professional liability insurance. Our employed staff and independent stylists are collectively referred to as “stylists” in these terms.
2. Bookings
2.1 Appointments may be made in person, by telephone, by email, or through our online booking system. A booking is confirmed when we send you a booking confirmation, which may be by email, or through the booking platform.
2.2 When making a booking you must provide accurate and complete information, including your name, contact details, and any relevant information about your hair or scalp health that may affect the services we are able to provide.
2.3 We reserve the right to decline or cancel a booking at our discretion. If we cancel a booking, we will notify you as soon as possible and refund any deposit paid in full.
2.4 Appointments are personal to you and may not be transferred to another person without our prior consent.
3. Deposits
3.1 A deposit is required to secure certain appointments, including but not limited to colour services, extensions, and treatments of 90 minutes or more. The deposit amount and the appointments requiring a deposit will be made clear at the time of booking.
3.2 Deposits are deducted from the total cost of your appointment on the day.
3.3 Deposits are non-refundable if you cancel within 48 hours of your appointment time or if you fail to attend your appointment without notice (see clause 4).
3.4 If you cancel with more than 48 hours' notice, your deposit will be refunded in full or, at your request, transferred to a future appointment.
4. Cancellations and No-Shows
4.1 We understand that plans change. If you need to cancel or reschedule, we ask that you give us as much notice as possible and in any event no less than 48 hours before your appointment.
4.2 Cancellations with less than 48 hours' notice will incur a charge.
4.3 If you fail to attend your appointment without any notice (a "no-show"), 100% charge will incur and we reserve the right to require full pre-payment for any future bookings.
4.4 We will always try to contact you if you have not arrived within 15 minutes of your appointment time. If we are unable to reach you and you do not arrive within 20 minutes, we may treat your appointment as a no-show and offer your slot to another client and 100% charge will incur.
4.5 We reserve the right to cancel your appointment if a member of your stylist's team is unwell or unavailable. In this event we will contact you as soon as possible and offer an alternative appointment or a full refund of your deposit.
5. Patch Tests
5.1 A patch test is required at least 48 hours before any colour, lightening, tinting, or chemical service if:
• It is your first colour service with us.
• You have not had a colour service with us in the preceding six months.
• You have changed any medication or experienced any changes to your health since your last colour service.
• We consider it appropriate at our professional discretion.
5.2 You must attend for a patch test at the agreed time. If you do not attend your patch test, we will be unable to carry out your colour service and your appointment may be cancelled. Any deposit paid will not be refunded in these circumstances.
5.3 We accept no liability for any reaction arising from a colour or chemical service where you have failed to attend a patch test, provided false information, or failed to disclose relevant health or allergy information.
5.4 Even where a patch test is carried out, an allergic reaction can occur. By proceeding with a colour or chemical service you acknowledge this risk.
6. Services and Pricing
6.1 Our current price list is available in the salon and on our website. Prices are inclusive of VAT where applicable.
6.2 Prices are subject to change. We will always confirm the price of your service before commencing work.
6.3 The prices shown are indicative. The final price may vary depending on the length, thickness, or condition of your hair, or the time required to complete your service. We will notify you of any variation before proceeding.
6.4 We reserve the right to decline to carry out any service that we consider may damage your hair or scalp, or where we consider the requested result is not achievable in a single session. Our stylists will always discuss alternatives with you.
6.5 Payment is due at the time of your appointment. We accept cash and all major debit and credit cards. We do not accept cheques.
7. Your Health and Safety
7.1 You must inform us before your appointment of any allergies, scalp conditions, medical conditions, or recent treatments (including medication, chemotherapy, or pregnancy) that may affect the services we are able to provide.
7.2 We reserve the right to decline to carry out a service if we consider it may present a risk to your health or safety, or if you are unable or unwilling to provide the information we need to assess that risk.
7.3 If you arrive at the salon unwell, we may ask you to reschedule your appointment for the safety of other clients and our team.
8. Children
8.1 Children are welcome at the salon for their own appointments. Children under the age of 16 must be accompanied by a parent or guardian throughout their appointment, and no colour services can take place on anyone under the age of 16.
8.2 For safety reasons, children who are not being seen for an appointment should not be left unattended in the salon.
9. Our Liability
9.1 We take great care in providing our services. However, if you are unhappy with any aspect of your service, please let us know as soon as possible — ideally before you leave the salon — so that we can address your concern.
9.2 We are not liable for any dissatisfaction arising from a service carried out in accordance with your instructions where we have advised you of any risks or limitations in advance.
9.3 Our liability for any loss or damage arising from the provision of our services is limited to the cost of the service provided. We are not liable for any indirect, consequential, or economic loss.
9.4 Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, or for fraud or fraudulent misrepresentation, or for any other liability that cannot lawfully be excluded.
9.5 These terms do not affect your statutory rights as a consumer under the Consumer Rights Act 2015 or other applicable consumer protection legislation.
10. Website Use
10.1 Our website is provided for general information and to facilitate bookings. While we take reasonable steps to ensure the information on our website is accurate and up to date, we do not guarantee its completeness or accuracy and it may be subject to change without notice.
10.2 We are not liable for any loss arising from your reliance on information on our website.
10.3 Our website may contain links to third party websites (including our online booking platform). We are not responsible for the content or privacy practices of those websites.
10.4 You must not use our website in any way that is unlawful, harmful, or that infringes the rights of any third party. We reserve the right to restrict or terminate access to our website at any time.
11. Online Booking
11.1 Online bookings are made through our third party booking platform. By using the online booking system you also agree to the terms of that platform.
11.2 It is your responsibility to ensure that the details you enter when making an online booking are accurate. We are not responsible for failed or incorrectly placed bookings resulting from errors in the information you provide.
11.3 A booking confirmation will be sent to the email address you provide. Please check your confirmation carefully and contact us promptly if anything is incorrect.
11.4 Online booking availability is updated in real time but we cannot guarantee that a slot shown as available will remain available until your booking is confirmed. If your preferred slot becomes unavailable, we will contact you to arrange an alternative.
12. Data Protection and Privacy
12.1 We collect and process your personal data in accordance with our Privacy Policy, which is available on our website and in the salon. By making a booking or using our website, you acknowledge that you have read and understood our Privacy Policy.
12.2 We will use your personal data to manage your bookings, provide our services, send you appointment reminders, and, where you have consented, to send you information about our services and promotions.
12.3 We will not share your personal data with third parties except where necessary to provide our services (such as our booking platform provider) or as required by law.
12.4 You have the right to access, correct, or request deletion of your personal data at any time. Please contact us at admin@rootsandritualshairsalon.com to exercise these rights.
12.5 For full details of how we use your data, your rights, and our retention periods, please refer to our Privacy Policy.
13. Complaints
13.1 If you have a complaint about any aspect of our service, please speak to a member of our team in the salon in the first instance. Most concerns can be resolved quickly and we always welcome the opportunity to put things right.
13.2 If your concern is not resolved to your satisfaction, please write to us at the address above or email us at admin@rootsandritualshairsalon.com. We will acknowledge your complaint within three working days and aim to provide a full response within 14 days.
14. General
14.1 These terms are governed by the laws of England and Wales. Any dispute arising from these terms or our services will be subject to the exclusive jurisdiction of the courts of England and Wales.
14.2 We may update these terms from time to time. The current version will always be available on our website. Your continued use of our website or services after any update constitutes your acceptance of the revised terms.
14.3 If any provision of these terms is found to be unenforceable, the remaining provisions shall continue in full force and effect.
14.4 These terms do not affect any statutory rights you have as a consumer.
Roots and Rituals Hair Salon Limited | 7-9 North Street Parade, Sudbury, Suffolk CO10 1GL | Company No. 17061990 Tel 01787 736242 or admin@rootsandritualshairsalon.com, www.rootsandritualshairsalon.com
ROOTS AND RITUALS HAIR SALON LIMITED7–9 North Street Parade, Sudbury, Suffolk CO10 1GL | Company No. 17061990PRIVACY POLICYVersion 1.0 | Last updated: June 2026
1. Who We AreThis Privacy Policy explains how Roots and Rituals Hair Salon Limited ("we", "us", "our") collects, uses, stores, and protects your personal data. We are registered in England and Wales (Company No. 17061990) and our salon is at 7–9 North Street Parade, Sudbury, Suffolk CO10 1GL.We are the data controller for the personal data we collect about you. We are registered with the Information Commissioner's Office (ICO).If you have any questions about this Privacy Policy or the way we handle your data, please contact us:• In person: 7–9 North Street Parade, Sudbury, Suffolk CO10 1GL• By telephone: 01787 736241• By email: admin@rootsandritualshairsalon.com
2. What Personal Data We Collect
Booking and contact information
When you make an appointment we collect your name, telephone number, email address and appointment details including the service requestede, date and time, and your stylist preference.
Health and consultation information for colour, chemical and certain other services, we collect information about your health, any allergies or sensitivites, medications you are taking, and the results of any patch tests carried out. We also collect information about your hair and scalp condition where relevant to the service.
This information is health data and is treated as special category data under UK data protection law. We collect it only with your explicit consent and only to the extent necessary to provide your service safely.
Payment Information
We process payment for services at the time of your appointment. Card payments are processed securely through our booking and payment system. We do not store your full card number, CVV, or other sensitive payment credentials.
Website and booking platform data
When you use our website or our online booking system, certain technical data may be collected automatically, including you IP address, browser type, and pages visited. Our online booking is handled through Salon IQ; please refer to their privacy notice for details of data they collect directly, please see link at the bottom of the page for further information.
Communications
If you contact us by telephone, email, or through the website, we will retain a record of that communicaiton and any personal data it contains.
3. How We Use Your Personal Data - We use your personal data for the following purposes:• Managing and confirming your appointments and sending you reminders.• Providing salon services to you safely and to the standard you expect.• Assessing your suitability for colour or chemical services, including conducting and recording patch tests.• Processing payment for services.• Responding to enquiries, complaints, or feedback.• Sending you information about our services, promotions, or offers where you have consented or where we are permitted to do so under applicable law (see Section 6).• Complying with our legal and regulatory obligations, including tax and employment law.• Protecting the safety and security of our clients, staff, and premises.
4. Legal Basis for Processing - We process your personal data on the following legal bases:• Contract: Processing necessary to manage your booking and provide our services to you.• Legal obligation: Processing required by law, including HMRC record-keeping and employment obligations.• Legitimate interests: Processing for purposes such as responding to enquiries, improving our services, and communicating with existing clients about similar services, where your interests and rights do not override ours.• Consent: Where we ask for your explicit consent, in particular for processing health and allergy information and for sending you marketing communications. You may withdraw consent at any time without affecting the lawfulness of processing before withdrawal.
5. Special Category Data (Health Information)Health and allergy information is classified as special category data under UK GDPR and receives additional legal protection. We collect and process this data only:• With your explicit written consent given at the time of consultation; and• To the extent strictly necessary to carry out the services you have requested safely.You are not obliged to provide health information. However, if you decline to do so where it is required for a colour or chemical service, we may be unable to carry out that service.Health records are held securely, access is restricted to the treating stylist and Salon Manager, and records are retained for six years from your last treatment.
6. Marketing Communications - If you are an existing client, we may send you information about similar services, seasonal offers, or promotions from time to time. We do this on the basis of legitimate interests and in accordance with the Privacy and Electronic Communications Regulations (PECR). You will always be given a clear and easy opportunity to opt out.We will not contact you for marketing purposes if you have asked us not to. To opt out at any time, please contact us at admin@rootsandritualshairsalon.com or tell a member of our team in the salon.We do not sell, rent, or trade your personal data with third parties for marketing purposes.
7. Who We Share Your Data With - We share your personal data only where necessary. Recipients may include:• Salon IQ: Our booking and salon management platform, which acts as a data processor on our behalf. Salon IQ processes data only on our instructions.• Payment processor: The card payment provider used through our booking system to process card transactions securely.• Accountant and payroll bureau: For financial record-keeping and payroll processing.• HMRC and other regulatory bodies: Where required by law.• Professional advisers: Including legal advisers, where necessary and on a confidential basis.We do not share your data with third parties for their own marketing or commercial purposes.
8. How Long We Keep Your Data• Booking and contact information: 3 years from your last appointment.• Health and patch test records: 6 years from your last treatment.• Payment records: 6 years (HMRC requirement).• Marketing opt-out records: Indefinitely (to ensure we honour your preferences).• Website enquiry records: 12 months if no booking results.
9. Your Rights - Under UK data protection law you have the following rights:• Right of access: You may request a copy of the personal data we hold about you.• Right to rectification: You may ask us to correct inaccurate or incomplete data.• Right to erasure: You may ask us to delete your data where there is no lawful reason for us to continue holding it.• Right to restrict processing: You may ask us to limit how we use your data in certain circumstances.• Right to object: You may object to processing based on legitimate interests, including direct marketing.• Rights relating to automated decision-making: We do not make any automated decisions that significantly affect you.To exercise any of these rights, please contact us at admin@rootsandritualshairsalon.com. We will respond within one month. We will not charge a fee for reasonable requests.If you are dissatisfied with how we handle your data or your request, you have the right to complain to the Information Commissioner's Office at ico.org.uk or by calling 0303 123 1113.
10. Security - We take the security of your personal data seriously and have implemented appropriate measures to protect it against unauthorised access, disclosure, loss, or destruction. These include password-protected systems, restricted access to client records, and secure handling of paper documents.We also request that any third-party processors we use maintain appropriate security standards.In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and, where required, notify you directly.
11. Cookies and Website Tracking -Our website may use cookies or similar tracking technologies to ensure it functions correctly and to understand how visitors use it. You will be given the opportunity to accept or decline non-essential cookies when you visit our website.Our online booking is provided by Salon IQ. Please refer to Salon IQ's privacy notice for details of any tracking technologies used on their booking platform.
12. Links to Other Websites -Our website may contain links to third-party websites, including our booking platform. We are not responsible for the privacy practices of those websites and recommend that you read their privacy notices before providing any personal data.
13. Changes to This Privacy Policy - We may update this Privacy Policy from time to time to reflect changes in our practices or in applicable law. The current version will always be available on our website and in the salon. Roots and Rituals Hair Salon Limited | 7–9 North Street Parade, Sudbury, Suffolk CO10 1GL | Company No. 17061990At Roots And Rituals, we believe that beautiful hair starts with healthy hair. That's why we use only the best products and techniques to ensure that your hair is healthy, strong, and vibrant. We also believe that every client is unique, and we strive to create a personalized experience that meets your individual needs.