Version 2026-10-20.

Salon terms

Our agreement

SunbedHQ is provided by So Critical Ltd, registered in England and Wales, company number 17488326, whose registered office is 71-75 Shelton Street, London WC2H 9JQ. Contact us at [email protected].

These terms apply to business customers using SunbedHQ to manage their salon. You confirm that you have authority to enter this agreement for the salon business. Your agreed order or checkout records the subscription and charges. The data-processing schedule forms part of this agreement and takes priority on processing salon personal data.

What we provide

We provide access to SunbedHQ's booking, customer, minutes and related salon administration software with reasonable care and skill. We may carry out maintenance and make changes to keep the service secure and useful. We will give reasonable notice of planned material disruption where practicable and work to resolve faults reported to us. We do not promise uninterrupted availability or round-the-clock support.

SunbedHQ does not operate your salon, control bed hardware or timers, provide medical advice, or guarantee legal compliance. Software records and checks support your procedures; they do not replace staff judgement or your responsibilities.

Your account and staff

Keep your business and contact details accurate. Give access only to authorised staff, assign suitable permissions, protect credentials and remove access promptly when no longer needed. You are responsible for your staff's authorised use. Notify us promptly of suspected unauthorised access or a security incident affecting the service.

Use the software lawfully. Do not misuse personal data, interfere with the service, or use another salon's account. Shared customer identity does not give you access to another salon's private records or balances.

Your customers and salon

You supply the sessions and minutes and are responsible for your customer contracts. Before customers commit, show your legal identity and contact details, accurate offers, total prices, cancellation deadlines and consequences, and any package expiry. Supply the required consumer information and honour statutory rights, including applicable online cooling-off rights and the rules for starting services early.

Do not shorten a package's expiry after purchase or add expiry to a purchase sold without it; you may extend expiry. Sessions must start before the applicable expiry. Cancellation and no-show deductions must be fair and reflect reasonable loss, saved costs and resale of the slot. Arrange any required waiver or refund rather than relying solely on the software's default. If you cancel, restore reserved minutes or refund prepaid payment without forcing credit on the customer.

You are responsible for lawful age checks, suitability assessment, consultation and consent, staff training, equipment safety and maintenance, and applicable licensing and local requirements. Do not allow under-18s to use sunbeds. A declaration, stored acceptance or software status is not a guarantee of compliance or a waiver of liability.

Customer payments

Customer card payments are taken through your connected Stripe account. You must maintain that account and comply with your own Stripe agreement. You remain responsible for payment processing fees, refunds, disputes and negative balances relating to your transactions. SunbedHQ does not charge a per-transaction application fee.

Deal promptly with booking and payment complaints. A refund request or initiation does not establish that the customer's bank has received it. Keep customers informed and follow up failed refunds.

Subscription and changes

Your monthly software fee, any VAT and payment arrangements are shown in your agreed order or checkout. There is no annual commitment under these terms. Pay agreed invoices or subscription charges when due; we will raise payment problems with you and give a reasonable opportunity to resolve them.

You may cancel by emailing [email protected]. Cancellation takes effect at the end of your current paid monthly period, with no further renewal charge. We will confirm the end date. This does not remove remedies for our breach or require payment for a service we cannot lawfully charge for.

We will give at least 30 days' written notice of a proposed fee change. It will apply only from a renewal after that notice, and you can cancel before it applies. We will explain material changes to these terms in advance and give you the same opportunity to leave before they apply. Changes will not rewrite obligations already owed.

Suspension and leaving

We may restrict access where reasonably necessary to address unlawful use, a serious security risk or a material breach. We will explain the reason and allow time to remedy it where appropriate; urgent risks may require immediate action. Either party may end the agreement for a serious breach that remains unresolved after reasonable written notice, or immediately where it cannot be remedied.

When access ends, you must still honour existing customer bookings, balances and refund obligations. Contact us to arrange return of salon personal data in a reasonable machine-readable form and its deletion under the data-processing schedule.

Responsibility and disputes

Each party is responsible for reasonably foreseeable loss caused by its breach of this agreement, taking reasonable steps to limit loss. Nothing excludes or restricts liability for fraud, death or personal injury caused by negligence, or liability that cannot lawfully be excluded or restricted.

Contact us first so we can try to resolve a dispute. This business agreement is governed by English and Welsh law, and disputes may be brought in the courts of England and Wales.