Terms & Conditions

Last updated: August 2026

Welcome to Salon Tech Services. By subscribing to or using the booking software and hosting services provided by Salon Tech Services ("we", "us", or "our"), you (the "Client" or "Salon") agree to be bound by these Terms.

1. Service Overview & Support Scope

We provide cloud-hosted salon booking software. Your monthly hosting fee (£15/mo) covers:

  • High-speed cloud hosting on our infrastructure.
  • Automated daily backups of your database.
  • Security patches and continuous software updates.
  • UK-based technical support for platform uptime and bug fixes.

Exclusions: The support fee does not cover manual administrative work (e.g., entering price lists, importing databases, or configuring opening hours on your behalf) nor does it cover the development of bespoke, custom features unique to your salon.

2. Payment, Default & Grace Periods

Whether you choose the rent-to-own plan or the Outright plan, you agree to ensure sufficient funds are available on your payment method.

  • Failed Payments: If a scheduled payment fails (e.g., due to card expiry or insufficient funds), we grant a 7-day grace period. During this time, your system will remain fully active and our payment processor will automatically retry the charge.
  • Suspension: If the payment remains unsettled after the 7-day grace period, your booking system and admin dashboard will be automatically suspended and inaccessible until the balance is cleared.
  • Account Termination: If your account remains suspended and unpaid for a period of 30 consecutive days with no communication, we reserve the right to permanently delete your instance and database.

3. Refund Policy (No Refunds)

We operate a strict "cancel anytime, no refunds" policy.

  • You may cancel your subscription at any time to prevent future billing.
  • We do not offer pro-rata refunds for partially used months.
  • If you pay for your first month (or the outright licence fee) and subsequently decide not to use the software, the payment is entirely forfeit and non-refundable.

4. Software Licensing, Rent-to-Own & Ownership Transfer

We provide two routes to licensing our software: Outright Purchase or Monthly Rent-to-Own.

  • Rent-to-Own Structure: During the rent-to-own period, your monthly fee consists of a managed hosting/support fee (£15/mo) and a monthly licence paydown contribution. During this active paydown period, your access is granted on a month-to-month subscription basis.
  • Conditions of Ownership Transfer: Full, permanent lifetime licence rights are only granted and transferred to your salon once 100% of the agreed total licence fee has been paid in full.
  • Early Cancellation & Forfeiture: If you cancel your monthly plan prior to reaching the full licence payoff amount, your subscription and access to the software will terminate at the end of the current paid billing period. No partial or prorated software licence is issued, and previous monthly payments are non-refundable as they represent fair consideration for the hosting, software use, continuous updates, and support provided during those active months.
  • Post-Payoff Rate: Once the lifetime licence is 100% settled, your monthly billing automatically reduces to the flat £15/mo managed hosting, continuous updates, and backup fee.
  • Our Intellectual Property: Salon Tech Services retains full and exclusive ownership of the underlying source code, database architecture, design, and intellectual property. You may not resell, redistribute, or reverse-engineer the software. A lifetime licence grants you a non-exclusive, perpetual right to operate the software for your salon business.

5. Data Controller vs. Data Processor (GDPR)

In accordance with the UK General Data Protection Regulation (UK GDPR):

  • You are the Data Controller: You (the Salon) are the legal owner and Data Controller of your clients' data (names, emails, booking histories, etc.). It is your sole responsibility to ensure you process this data legally, honor client deletion requests, and comply with all privacy laws.
  • We are the Data Processor: Salon Tech Services acts strictly as the Data Processor. We provide the secure infrastructure and database to store your data, but we do not use, sell, or interact with your clients' data for our own purposes.

6. Liability & Server Outages

While we strive for 99.9% uptime, internet infrastructure is inherently subject to occasional downtime, maintenance, or unforeseen technical issues.

  • Limitation of Liability: Under no circumstances shall Salon Tech Services be held legally or financially liable for any loss of revenue, loss of profits, business interruption, or reputational damage resulting from server outages, software bugs, data loss, or inability to access the booking system.
  • You accept that the software is provided "as is" and you use the service entirely at your own risk.

7. Email, SMS & Acceptable Use (Anti-Spam)

Your system includes built-in communication tools for booking confirmations and marketing.

  • Pricing: Automated emails are included free of charge. SMS messages are billed as an extra cost (currently £0.07 per message). We reserve the right to increase SMS pricing in the future in line with carrier costs.
  • Anti-Spam Policy: You may not use our email or SMS infrastructure to send unsolicited spam, phishing attempts, or illegal content. Doing so will result in the immediate termination of your service without refund to protect our server's sending reputation.

8. Pricing Changes & VAT

  • Future Price Adjustments: We reserve the right to increase the ongoing £15/mo hosting and support fee in the future (e.g., due to rising server costs or inflation). We will provide a minimum of 30 days' written notice prior to any price increase.
  • VAT: Salon Tech Services is currently not VAT registered. If and when we become VAT registered, standard UK VAT will be added on top of all advertised prices and subscription fees.

9. Data Export & Account Exit

  • Your data belongs to you. If you choose to leave Salon Tech Services at any time, you can generate and download a standard CSV export of your client database directly from your dashboard to take with you, no questions asked.

10. Platform Branding

  • All instances of the software include a small "Powered by Salon Tech Services" link at the bottom of the public-facing booking widget. You agree not to remove, obscure, or alter this branding.

11. Zero-Tolerance for Abuse

  • We operate a zero-tolerance policy for abuse. If you or your staff are verbally abusive, threatening, or unreasonably hostile towards our support team, we reserve the right to instantly terminate your licence and delete your instance without warning and without refund.

12. Third-Party Payment Processors

  • Our software integrates with Stripe to allow you to take deposits and payments from your clients. By using these features, you agree to Stripe’s Connected Account Agreement.
  • Salon Tech Services acts only as the software provider. We do not hold your funds, and we are not liable if Stripe delays, freezes, or withholds your payouts for any reason.

13. Licence Ownership & Business Transfer

  • The legal owner of the software licence is strictly the person or registered business entity that pays the subscription or outright fee.
  • Licences may not be sold or transferred person-to-person. The licence may only be transferred to a new owner in the event of the official sale of the physical salon business, and such transfers require our prior written consent.

14. User Content & Copyright Liability

  • You are solely responsible for all images, text, and data you upload to your website and gallery. You must ensure you hold the appropriate copyright or permissions for any media you use.
  • Salon Tech Services accepts no liability for copyright infringement claims arising from content uploaded by you or your staff. We reserve the right to remove any infringing content upon receiving a valid legal notice.

15. Indemnification

  • You agree to indemnify, defend, and hold harmless Salon Tech Services and its staff from any and all claims, lawsuits, damages, liabilities, and legal fees arising out of your use of the software, your interactions with your clients, or any breach of these Terms (e.g., if a client sues you for a salon service, you may not hold the software provider liable).

16. Account Security & Ex-Employee Sabotage

  • You are strictly responsible for maintaining the confidentiality of your admin passwords and staff access levels. If an unauthorized person (such as a disgruntled ex-employee) accesses your system and deletes data or causes damage because you failed to secure your account credentials, Salon Tech Services cannot be held liable for the resulting data loss or business disruption.

17. Support Hours & Response Times

  • While we actively monitor our cloud infrastructure 24/7 for critical server outages, general technical support and account queries are handled during standard UK business hours (Monday–Friday). We do not guarantee immediate responses to non-critical queries on evenings, weekends, or public holidays.

18. Platform Maintenance & Super Admin Access

  • To provide ongoing support, deploy software updates, and ensure the stability of the platform, Salon Tech Services maintains a permanent, hidden "Super Admin" account on your instance.
  • You acknowledge and agree that our engineering and support team may access your system and view your data at any time without prior notice. We will only use this access for legitimate business purposes, such as troubleshooting bugs you report, monitoring system health, or rolling out new features. We will treat any client data viewed during these maintenance windows with strict confidentiality.

19. Force Majeure (Acts of God)

  • Salon Tech Services shall not be held liable or considered in breach of contract for any downtime, data loss, or failure to perform its obligations if such failure is caused by events beyond our reasonable control. This includes, but is not limited to: natural disasters, pandemics, global internet or cloud infrastructure outages, strikes, or major unpreventable cyber-attacks.

20. Promotional Marketing Rights

  • By using our platform, you grant Salon Tech Services the right to use your salon’s name, logo, and website link in our portfolio, on our marketing website, and in promotional materials to highlight you as a customer, unless you explicitly request to opt-out in writing.

21. Severability & Entire Agreement

  • If any provision of these Terms is found to be invalid or unenforceable by a court of law, the remaining provisions shall continue in full force and effect.
  • These Terms, alongside our Privacy Policy, constitute the entire agreement between you and Salon Tech Services, superseding any prior verbal or written agreements.

22. Governing Law & Jurisdiction

  • These Terms and any dispute or claim arising out of them shall be governed by and construed in accordance with the laws of England and Wales. The courts of England and Wales shall have exclusive jurisdiction to settle any disputes.

23. Support & Queries

For support, call or WhatsApp 07405 090420 or email purchases@salontechservices.co.uk.