Booking terms and privacy notice — template for artists

Give this to your artists. It is a starting point they fill in and put on their own booking page. Their clients are consumers, so this has to be readable by a person who is not reading carefully.

Booking with [YOUR NAME / BUSINESS NAME]

Last updated: [DATE]

Who you are booking with

[YOUR FULL NAME], trading as [BUSINESS NAME]. [YOUR ADDRESS FOR CORRESPONDENCE] · [YOUR EMAIL] · [YOUR PHONE]

I am insured for public liability and treatment risk with [INSURER]. (Only say this if it is true and current.)

I use Beautrix to take bookings. Beautrix is the software — your appointment is with me.

What you are booking

The service, price and how long it takes are shown on the booking page before you pay. The price you see is the whole price, including any travel charge. There is nothing added at the end.

Paying

  • A deposit of £[X] ([Y]% of the price) reserves your appointment.
  • The rest is due [on the day / in advance], payable by [card / cash / bank transfer].
  • Payment is handled by Stripe. I never see your card number.

If you need to cancel or move it

Replace with your own — see the guidance your artist pack links to. Keep the reciprocity sentence and the refill sentence; they are what make it enforceable.

  • More than 72 hours before — full refund of your deposit, or move to another date free.
  • 24 to 72 hours before — I keep half the deposit, for products and travel already arranged.
  • Less than 24 hours before, or nobody home when I arrive — I keep the deposit.

In every case, if I fill your slot I refund your deposit in full, and I will never keep more than I have actually lost.

If I have to cancel, you get your deposit back in full and [WHAT YOU OFFER].

If something serious happens — illness, a bereavement, something outside your control — tell me and we will find another date, no charge.

What I need from you

  • An address I can actually get to, with somewhere to park if possible, and any access instructions.
  • Somewhere to work — a table or a flat surface, a plug, decent light.
  • Tell me about allergies, sensitivities, recent treatments, or anything about your skin I should know, before the day. Some treatments need a patch test [48 hours / as required] beforehand and I cannot do them without one.
  • If you are under 18, a parent or guardian needs to be there and to agree.

If something goes wrong

Tell me. Most things I can fix, and I would much rather know.

If you are not happy with the service, you have rights under the Consumer Rights Act 2015 — it has to be carried out with reasonable care and skill. If it wasn't, I will put it right or refund you.

What I do with your details

I am the data controller for your information. Beautrix stores it for me under a written agreement and only does what I tell it to.

What I hold: your name, email, phone number, the address of the appointment, what you booked and when, what you paid, and any notes about your treatment.

Why: to carry out your appointment, to contact you about it, to keep my accounts, and — if you have agreed — to let you know about availability or offers.

Health information. If you tell me about an allergy, a skin condition or a medication, that is health data and the law treats it as sensitive. I record it only because I need it to treat you safely, I keep it to the minimum, and I do not share it.

How long: [X years] after your last appointment. (Insurers commonly want treatment records kept for a set period — ask yours. Financial records must be kept 6 years for tax.)

Who else sees it: nobody, apart from the services I use to run my business — Beautrix for bookings, Stripe for payments, and my accountant. None of them use it for their own purposes.

Your rights: you can ask me for a copy of what I hold, ask me to correct it, ask me to delete it, or object to me using it. Email me at [YOUR EMAIL] and I will respond within a month.

Marketing: I will only email or text you about offers if you have said yes. Every message has an unsubscribe, and you can tell me to stop at any time.

Complaining: tell me first if you can. You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or 0303 123 1113.

For the artist — three things worth knowing

You need to be registered with the ICO. Almost every business holding client details on a computer does. It is currently £52 a year, or £47 by direct debit, at ico.org.uk/registration. Not being registered is a breach with a maximum £4,350 penalty. It takes about ten minutes.

You are the data controller, not Beautrix. That means requests from clients — "send me what you hold", "delete me" — come to you and you have one month to answer. Beautrix gives you the tools to do it yourself in Set-up. If you are stuck, ask.

Texting or emailing clients about offers needs their consent — or the narrow "soft opt-in", which only covers people who bought from you, about similar things, with a way out in every message. A client giving you their number to confirm an appointment has not agreed to marketing. Fines under these rules got a great deal larger in February 2026.