Terms and Conditions

Terms and Conditions of Service

We look forward to welcoming you. When you make your booking you are entering into an agreement with us. Please read our terms and conditions of booking below.

Booking an Appointment

When you book an appointment with us, you will be asked to fill out a Treatment consent and Consultation form in order to collect necessary information about you, how to contact you, about your required treatments, your medical background. We also collect information about your habits that can influence the outcome of our body shaping and skin transformation so we can advise you the best possible ways.

All information is stored and handled in accordance with the current laws.

Agreement and Terms

Before committing to booking an appointment with us, it is important that you make yourself familiar with our policies. When you make your booking you are entering into an agreement with us. This agreement will be in place for all your bookings in the future. We may change our terms and policies without any prior notice or notice at all. It is the client's responsibility to stay informed of the current terms.

Deposits and Cancellations

Please note the cancellation policy before committing to a reservation. We are a small business, so cancellations can have a big impact on us. In order for us to confirm a reservation, a deposit of 100% is required to secure your booking.

We take all Bookings in good faith, as we are unable to judge reasons for change, cancellation or non-arrival, clients are reminded that no exceptions to the above conditions will be made and that any booking made with Shape Zone London for either goods, services that are pre booked (verbal or written) forms a legally binding contract. For this reason we advise that you take out a suitable insurance product to cover against unexpected costs such as cancellation fees. In addition, we may take legal action, through the Courts, to recover any outstanding debts.

Offers and Discounted Items

All offers are subject to availability and are for a limited time only. All purchases of discounted items, goods, products, services, treatments, packages are final and non-refundable. We do not offer any refund, return, or exchange for products, services, packages purchased at a discounted price. By proceeding with the purchase of discounted items, services you acknowledge and agree to this no-refund policy.

Use of Website

The use of this website is subject to the following terms of use:

Welcome to our website. If you continue to browse and use this website, you are agreeing to comply with and be bound by the following terms and conditions of use, which together with our Privacy Policy govern Shape Zone London relationship with you in relation to this website. If you disagree with any part of these terms and conditions, please do not use our website.

The content of the pages of this website is for your general information and use only. It is subject to change without notice.

Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any purpose.

You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors fully permitted by law.

Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.

Shape Zone reserve the right, at its discretion, to terminate, without notice, an individuals treatments, courses, packages where deemed necessary through unacceptable behaviour or as a result of actions which are likely to endanger or offend others or our staff. In such circumstances any outstanding account must be settled, no refunds will be made.

Policies and Therapist Assignment

All policies are available on our website and at the clinic. Our therapists are trained and certified according to Shape Zone's protocols. Shape Zone does not guarantee treatment with a specific therapist for the duration of a treatment course, although clients may select a therapist, subject to availability.

Appointments

Arrival: Clients are required to arrive 15 minutes prior to their scheduled appointment to complete necessary paperwork. Late arrivals may result in reduced treatment time or forfeiture of the session, with full fees charged.

Cancellations/Postponements: In the event that Shape Zone must cancel or postpone an appointment at short notice, we will make reasonable efforts to notify the client in advance.

Preparation: Clients will be informed of any pre-treatment preparation. Failure to comply may result in appointment cancellation, reduced treatment time, or additional charges.

Children: Children under 16 years old must be accompanied by an adult chaperone during the treatment session. Failure to provide a chaperone will result in the cancellation of the treatment and loss of appointment fees.

Consultations and Call Back Requests

£20 is payable when booking, which then can be used towards any services or products. No refunds.

Deposit Policy

To secure an appointment, Shape Zone may require a deposit at the time of booking. By paying a deposit, the client confirms that they have read, understood, and accepted this policy.

1. Non-refundable deposits

All deposits paid to Shape Zone are strictly non-refundable.

2. Validity of deposit

Any deposit paid will remain on the client's account for 12 months from the date of payment. During this period, the deposit may be applied toward the cost of treatments or treatment packages purchased by the client, or used to secure the treatment price for a future appointment.

3. Purpose of deposit

Deposits are taken to reserve appointment time, secure therapist availability, and protect the agreed treatment or package price for the client's next visit.

4. Forfeiture of deposit

The deposit will be forfeited in full in the event of:

• failure to attend a booked appointment without notice;
• cancellation without the required notice period;
• rescheduling requested later than the permitted notice period.

In such cases, the deposit shall be retained by Shape Zone to cover administrative costs, reserved appointment time, and loss of business.

5. Late cancellation and late rescheduling

Clients must provide at least 48 hours' notice to cancel or reschedule an appointment without losing their deposit. Any cancellation or rescheduling request made with less than 48 hours' notice will result in the deposit being forfeited.

6. Non-transferable and non-cash redeemable

Deposits are non-transferable to another person and cannot be exchanged for cash, refunded to a bank card, or otherwise redeemed for cash value.

7. Expiry of deposit

Any unused deposit remaining on the client's account after the 12-month period will automatically expire and be removed from the account without further notice.

8. Promotional and package bookings

Where a deposit is paid in connection with a promotional offer, discounted treatment, or treatment package, the deposit may be applied toward that purchase, but remains non-refundable. If the client fails to attend, cancels late, or reschedules late, the deposit will be forfeited and the promotional or discounted price may no longer be honoured.

9. Future bookings

Shape Zone reserves the right to require full prepayment, refuse further bookings, or limit advance bookings where a client has a history of no-shows, late cancellations, or repeated late rescheduling.

10. Appointment confirmation

Appointments are not considered confirmed until any required deposit has been received in full.

Cancellation, Rescheduling, and No-Show Policy

Notice Requirement

Cancellation/Rescheduling: Shape Zone London requires a minimum of 48 hours' notice to reschedule or cancel all appointments. All requests must be made via email at info@shapezone.uk. We do not accept cancellations and scheduling requests via messenger, Instagram, WhatsApp, text message, phone call. We are not open 24/7 and we can't respond on these channels, however our emails are being monitored in out of work hours as well. For this reason NO request will be accepted other than email notification.

Prepaid Sessions

Late Cancellations: If you fail to cancel or reschedule your prepaid session within the 48-hour notice period, you will forfeit that appointment, and it will be deducted from your course.

No-Shows: If you do not attend your scheduled appointment without prior notice (48hrs), the session will be forfeited and deducted from your course.

Unpaid/Paid Services or Consultation Appointments

Late Cancellations: For services or consultation appointments, a fee of 100% will apply if you do not provide at least 48 hours' notice to cancel or reschedule.

No-Shows: If you do not attend a scheduled unpaid service or consultation appointment without prior notice, a fee of 100% will be charged.

Booking and Rescheduling Recommendations

Advance Planning: To ensure your needs are met, we recommend booking or rescheduling your treatments as far in advance as possible. This allows us to accommodate your preferred time and specialist. However, please note that we cannot always guarantee the availability of the same specialist or the exact time you desire for each appointment.

Unclaimed Deposits: Deposits left unclaimed for over 12 months will be forfeited.

Refund Policy

All treatments and services purchased at Shape Zone London are non-transferable, non-refundable. This means that they cannot be transferred or assigned to another individual.

Items & Purchases: All purchases made at Shape Zone London, including treatments, services, and products, are non-refundable. Once a purchase has been made, it cannot be refunded.

This refund policy does not affect your statutory rights. Clients are encouraged to fully consider their purchases and ensure they understand the terms and conditions before proceeding with any transaction at Shape Zone London.

Booking of Treatment Courses

Payment: Courses of treatment must be paid for in full prior to the first session.

Expiry Policy

Pre-paid treatments are valid for the following timeframes, calculated from the date of purchase:

Expiry Dates:

• Treatments for the Body: Valid for 2 months
• Treatments for the Face: Valid for 2 months

Unused treatments within these periods will be forfeited. Expiry extensions are available at £100/month. You can only extend the time of expiry while your course is still active. We can't extend expired courses.

Pricing Errors and Website Mistakes

Conditions of Expiry

If the purchased treatments are not used within the specified valid timeframe, the sessions will expire.

Start Date: The valid period begins from the date of purchase, not the date of the first session. It is the client's responsibility to schedule and attend treatments within this timeframe.

Reinstatement

Reinstatement of expired sessions will only be granted for the following valid reasons:

• Pregnancy: If you confirm your pregnancy while your course is still active
• Medication/Medical Condition: If you are temporarily taking medication or have a medical condition that makes you unsuitable for treatment while your course is still active

Notification Requirement

Timely Communication: It is essential that Shape Zone is notified of your circumstances before your course expires. If notification is not provided while the course is still active, reinstatement will not be approved, regardless of the circumstances.

Reinstatement Process

• Notify Us Promptly: Inform Shape Zone about your situation while your course is still active
• Contact Us When Ready: Once you are ready to resume your treatments, contact Shape Zone to request reinstatement of your sessions
• Approval Limitation: Reinstatement will only be approved once during the lifetime of the course. No further extensions will be granted, even for the same or similar reasons

Refunds

All sales of treatments and products are final. No refunds are offered for any reason.

Dissatisfaction: Clients with concerns about their experience may contact Shape Zone for resolution at management@shapezone.uk

Liability

Shape Zone will not be held liable for any economic losses, including profit loss, or any special, indirect, or consequential damages resulting from the provision of services. Clients are responsible for disclosing relevant medical information prior to each treatment, and Shape Zone is not liable for any damages resulting from failure to provide such information. Clients must comply with all post-treatment care instructions.

Use of Website and Price Lists

Shape Zone makes no guarantees regarding the error-free use of its website or communications. Any information provided is subject to change without notice, and Shape Zone is not liable for any damages arising from the use or inability to use the site.

Pricing Errors and Website Mistakes

We make every effort to ensure that all prices, offers, treatment details, and availability displayed on our website, booking channels, social media, and marketing materials are accurate. However, genuine errors may occasionally occur.

No automatic right to incorrect price: If a pricing, promotional, or description error is identified, Shape Zone reserves the right to correct the error and decline, cancel, or amend any booking/request made on the basis of that error, to the fullest extent permitted by law.

When contract is formed: A displayed price or promotion is an invitation to treat and does not constitute a binding offer. A binding contract is formed only when we expressly confirm acceptance of your booking in writing and, where applicable, valid payment/deposit has been successfully received and accepted.

If an error affects your booking request: We will notify you as soon as reasonably possible, provide the correct price/terms, and offer you the option to proceed at the correct price or cancel before treatment takes place.

Consumer rights: Nothing in these Terms removes or limits your statutory rights under applicable UK consumer law.

Complaints Procedure

Shape Zone is committed to treating clients fairly and respectfully. Complaints can be made in person, by phone, or in writing. Shape Zone will assist with the complaint process. Complaints will be investigated, and a response provided within 20 working days. For treatment-related complaints, an additional consultation may be required with the relevant practitioner or Clinic Manager.

Discount and Voucher Codes

Discounts apply only to full-priced services and cannot be combined with other promotions or offers. Discount codes have no cash value, are valid only for single full-priced services, and cannot be applied after a booking is made.

Shape Zone reserves the right to modify these terms without prior notice. It is the client's responsibility to stay informed of the current terms before engaging with our services.

Other Policies

Shape Zone reserves the right to refuse service to any customer at its discretion. However, in accordance with the UK Equality Act 2010, we will never refuse service on the basis of the following protected characteristics:

• Disability
• Gender reassignment
• Pregnancy and maternity
• Race
• Religion or belief
• Sex
• Sexual orientation

The treatment durations listed on our price list are approximate and do not guarantee that your treatment will take exactly that amount of time. All treatments are tailored to individual needs and are conducted in strict accordance with our manuals and protocols. These protocols are carefully designed and followed rigorously by our team.

Additionally, we do not address or entertain claims related to emotional distress or any attempts at manipulation.

Stored Card Authority and Recovery of Unpaid Charges

To secure certain appointments, treatment courses, packages, promotional bookings, or same-day bookings, Shape Zone may request that the client authorise a payment card to be securely stored by our payment provider using a card-on-file facility.

By providing and authorising a stored payment card, the client agrees that Shape Zone may charge that card, without needing to obtain separate authority on each occasion, for the following amounts where lawfully due under the booking agreement:

Outstanding treatment charges

The price of treatments, services, packages, add-ons, consultations, products, or upgrades that were requested, supplied, and not fully paid for at the time of the appointment.

Late cancellation and no-show charges

Any cancellation fee, no-show fee, or late rescheduling fee that is validly due under Shape Zone's cancellation policy, provided that such charge reflects the agreed booking terms and is not greater than the amount properly payable for the missed appointment or the loss reasonably suffered.

Agreed consultation fees, patch test fees, and booking fees

Any consultation fee, booking fee, deposit shortfall, or other stated fee that the client agreed to pay as part of the booking process and which remains unpaid.

Same-day additional services

The price of any additional applicators, upgrades, extra treatment areas, treatment time extensions, products, or package purchases that the client requested and approved during the appointment.

Damage or misuse

Any charge expressly agreed in writing by the client for lost loan items, damaged equipment, or misuse of salon property, where the amount is reasonable and supported by evidence.

Limits on Stored Card Charges

Shape Zone will only use a stored card to recover sums that are genuinely due for services requested or supplied, or for valid fees due under the client's booking terms. Shape Zone will not use a stored card to impose arbitrary penalties, unfair charges, or amounts unrelated to the client's booking.

Notification Before Charge

Where reasonably practicable, Shape Zone will send notice by email and/or SMS to the client before processing a stored-card charge, stating:

• the reason for the charge,
• the amount to be charged,
• the appointment or invoice to which it relates, and
• the date on which payment will be taken.

For unpaid balances arising immediately after treatment or where the client leaves the premises without paying for services already supplied, Shape Zone may process the stored-card charge without further delay, but will still send confirmation promptly afterward.

Evidence and Records

Shape Zone may rely on booking records, signed consultation forms, treatment records, photographs where appropriate, appointment history, invoices, point-of-sale records, email, SMS, WhatsApp messages, and internal notes as evidence of the services requested, supplied, or charges incurred.

Client Responsibility

The client is responsible for ensuring that the stored card remains valid and that sufficient funds or credit are available to meet properly due charges. If a stored-card charge fails, Shape Zone may request payment by another method and may suspend future bookings until the balance is cleared.

Disputed Charges

If the client believes a stored-card charge has been taken in error, they must notify Shape Zone promptly in writing. Shape Zone will investigate and, where appropriate, provide supporting records or issue any refund that is lawfully due. Nothing in this policy affects the client's statutory rights.

Use of Payment Provider

Shape Zone does not store full card numbers or card security codes on its own systems. Stored-card payments are handled through our authorised payment service providers and payment processors.

Consent

By booking with Shape Zone, and by choosing to provide card details for card-on-file use, the client confirms that:

• they are the authorised cardholder or have authority to use the card,
• they authorise Shape Zone to charge the stored card for the categories of payment listed above where lawfully due,
• they have read and accepted this Stored Card Authority and Unpaid Balance Policy together with the cancellation and payment terms.