Terms & Conditions

When booking an appointment at Bicester Glow Clinic you agree to our Terms & Conditions - Please read the following carefully.

At Bicester Glow Clinic, we understand that life happens and plans sometimes need to change. We always aim to be as fair and understanding as possible; however, as a small business, late cancellations and changes can have a significant impact on our team and the time reserved exclusively for your appointment. For this reason, our cancellation policy applies consistently to all appointments, regardless of the reason for cancellation or rescheduling. We kindly ask for your understanding and respect for the time dedicated to your booking, and thank you for supporting our business.

Cancellations

All booking fees are non-refundable. Once an appointment has been secured, the time is reserved exclusively for you.

If you change your mind, decide you no longer wish to proceed or are unable to attend and do not wish to reschedule (when enough notice has been given), a refund will not be offered. Where appropriate notice was given, the booking fee may be transferred towards an alternative treatment at the clinic's discretion.

It is your responsibility to read and follow all pre-treatment instructions before attending your appointment. If you arrive having failed to follow the required pre-care, or if you are unable to proceed safely with treatment as a result, this will be treated as a cancellation and your booking fee will be forfeited.

Please arrive on time and ensure you are suitable for treatment.

Lateness
Late arrivals can have a knock-on effect on our appointment schedule and other clients. While we will always do our best to accommodate you, arriving late may mean we are unable to complete your full treatment, or proceed with the appointment at all. Where time allows, we will carry out as much of your treatment as possible; however, any part of the treatment that cannot be completed due to late arrival will be forfeited, and the corresponding portion of your booking fee will be retained.

If you are unable to attend, please contact us as soon as possible. We reserve the right to apply our cancellation and rescheduling policy consistently, regardless of the reason for the cancellation. We will try to accommodate where possible.

In the unlikely event that we need to cancel your appointment, we will offer an alternative appointment or an appropriate refund. Nothing in this policy affects your statutory consumer rights.

By paying your booking fee and securing an appointment, you confirm that you have read and agreed to these terms.

Rescheduling

We understand that plans can change, and we aim to be as accommodating as possible. However, rescheduling affects our appointment availability and the time reserved for you. Our rescheduling policy is therefore as follows:

More than 72 hours' notice: Your full booking fee will be transferred to your new appointment. One reschedule is permitted free of charge.
Second reschedule: 50% of your original booking fee will be retained, even where more than 72 hours' notice is given.
Between 24 and 72 hours' notice: 50% of your booking fee will be retained, with the remaining balance transferred towards your rearranged appointment.
Less than 24 hours' notice: 100% of your booking fee will be forfeited, regardless of the reason for rescheduling. A new booking and booking fee will be required to secure another appointment.

Any subsequent appointment will be subject to availability and the applicable booking fee. Booking fees are non-refundable, but may be transferred towards another appointment where permitted under the terms above.

Changes to your practitioner

While we always endeavour to ensure you are treated by your originally booked practitioner, circumstances such as staff illness, absence or unforeseen operational changes may occasionally require another suitably qualified member of our team to carry out your treatment. We reserve the right to make these changes where necessary to honour appointments and minimise disruption to the business and the calendar. We will always ensure that the practitioner carrying out your treatment is appropriately trained and qualified.

Pre-Paid Treatments

Where you have purchased a treatment package or paid for multiple sessions in advance eg 3 for 20% off or Black November promotions, the same cancellation, rescheduling and pre-treatment requirements apply to each individual appointment.

If you miss an appointment, arrive too late for treatment to proceed, attend unsuitable for treatment (for example, having a recent tan where this makes treatment unsafe), or fail to provide the required notice to reschedule, the applicable booking fee for that appointment will be forfeited.

The relevant booking fee must then be paid before any further appointments within your package can take place. An invoice will be issued, and any future appointments may be cancelled if payment is not received by the stated due date.

For example: If you miss an underarm laser appointment, where the applicable booking fee is £20, you will be required to pay £20 before attending your next appointment.

Please note that purchasing a package does not exempt individual appointments from our cancellation and rescheduling policy.

Promotional Offers & Discounted Packages

All promotional offers, discounted treatments and special packages are subject to the terms and conditions stated at the time of purchase.

Unless otherwise specified, promotional treatments and packages must be booked and redeemed within the validity period advertised. Expiry dates will be clearly communicated at the time of purchase. Any unused treatments or remaining sessions after the expiry date will be forfeited, with no refund or extension offered.

Promotional offers cannot be exchanged for cash, transferred to another person, combined with other discounts or used retrospectively against previous purchases unless expressly stated.

All promotional bookings remain subject to our usual consultation, suitability, pre-treatment, cancellation and rescheduling policies. Purchasing a promotional treatment does not guarantee suitability for treatment.

We reserve the right to withdraw or amend promotional offers at any time, although this will not affect purchases already made.

Black November expiry dates:
Existing clients block of 3 - 6 months to use all 3 from 1st treatment in the offer.
New clients block of 6 - 12 months from 1st treatment.

Pregnancy

We recommend that clients do not begin a course of treatment if they are actively trying to conceive, as becoming pregnant part-way through a course may mean treatment has to be stopped before completion, potentially affecting the overall results.

For safety reasons, we are unable to carry out treatments on clients who are pregnant or breastfeeding. If you become pregnant or are breastfeeding during an ongoing course, please inform us as soon as possible so that we can discuss your options. Unfortunately no refunds will be offered but your booking fee will remain on the system to use within 2 years.

Our standard cancellation and rescheduling policy will continue to apply to appointments. Any unused sessions or booking fees will be handled in accordance with the relevant treatment and package terms.

GDPR & Data protection

Bicester Glow Clinic is committed to protecting your personal information and respecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.

When you book an appointment, we collect essential information such as your name and contact details. Before treatment, we may also collect additional information, including your medical history, treatment records, consent forms and relevant photographs, where required for your safety, clinical records and treatment documentation.

All personal information is stored securely and treated as confidential. Access is restricted to authorised members of our team and information is only shared with third parties where necessary for legitimate business, legal or regulatory purposes, or where you have provided consent.

We do not sell your personal information or use your treatment records for unrelated marketing purposes. You have the right to request access to the personal information we hold about you, ask for inaccuracies to be corrected and exercise other rights available under data protection legislation.

Client records are retained in accordance with our legal, regulatory and insurance obligations and our data retention policy. This may include retaining treatment records, consent forms and photographs for the applicable retention period, even after you have stopped attending the clinic.

For further information about how we collect, use, store and protect your information, please refer to our full Privacy Policy HERE.