The Soma Room Terms and Conditions
Please take the time to read through this information carefully.
You can make an appointment with The Soma Room Ltd in a number of ways, including via our website, telephone, text or email. Appointments are available for a variety of durations from 30 minutes to 2 hours.
Upon making a booking, you will receive a confirmation email with all the important details, along with an email reminder 24 hours prior to your appointment.
You will also receive a link to our Health History Form in every confirmation email. If this is your first appointment, or if you have not been to see us since 4th August 2020, please ensure you complete this before your next visit. We will not be able to treat you until this form has been completed, and completion on the day will be part of your appointment time.
CANCELLATIONS & LATE ARRIVALS
Please cancel as soon as possible if a foreseeable event is likely to prevent you from attending, for example, illness or adverse weather conditions.
We require a minimum of 24 hours notice to cancel an appointment free of charge. Failure to attend an appointment with less than 24 hours notice of cancellation will incur the charge for the full appointment. Cancellations between 12-24 hours will incur a 50% cancellation charge. This is because we may not be able to fill your appointment slot and still need to cover our costs. If we are able to fill your appointment slot, this fee will be waived.
If you need to cancel your appointment at short notice because of Covid-19 related symptoms, a long-term medical condition which varies from day to day, or because you are more than 37 weeks pregnant, then we shall discuss the cost implications on a case by case basis.
It is important that our agreed appointment time and duration is adhered to. We appreciate that sometimes, things happen, and you may arrive a little later or need to leave a bit earlier than planned. This is fine, but we cannot make up the missed time by overrunning, discounting your appointment or adding time to subsequent appointments.
All client information and clinical records will be safeguarded by The Soma Room Ltd and will remain confidential. Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.
Consultations and client treatment details will not be discussed with anyone other than the client, unless the client is under the age of 18 or has a care worker or guardian.
In order to prevent unauthorised access or disclosure, we employ security measures to protect your information from access by unauthorised persons and against unlawful processing, accidental loss, destruction and damage. We have also put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online. We will retain your information for a reasonable period or as long as the law requires.
Each practitioner working for The Soma Room Ltd will have access to these records only for the duration of their contract with The Soma Room Ltd, and solely for the purpose of providing you with the most appropriate treatment.
HEALTH & SAFETY
All practitioners at The Soma Room Ltd are qualified, and hold professional and public indemnity insurance, for the services that they provide.
Due to the nature of massage and the need for close contact, all The Soma Room Ltd practitioners will maintain a high standard of personal hygiene and clients are asked to ensure that they also maintain a high standard of personal hygiene.
If a practitioner is unwell, suffering from a cold or virus, infection or general ill health, they will not be allowed to work due to the risks of cross contamination. This may result in The Soma Room Ltd contacting you to inform you of the issue at the earliest opportunity to make suitable alternative arrangements.
Clients are asked not to attend their massage if they are unwell, suffering from a cold or virus, infection or general ill health. Please contact The Soma Room Ltd via email at firstname.lastname@example.org at the earliest opportunity to rearrange your appointment. If you are unwell and contact us to inform us of your illness, please note that our Cancellation Policy may still apply.
The Soma Room Ltd, including the practitioners, will not be held responsible for the loss or damage of personal items during your time at The Soma Room premises.
Clients under the age of 16 years must be accompanied by a parent or guardian. This parent or guardian must give permission for the agreed massage plan to be performed, and will be requested to co-sign the Health History Form. They will be invited to stay in the room for the duration of the appointment, and expected to remain present throughout the treatment.
The Soma Room Ltd holds the right to refuse any treatment if a client is physically or verbally abusive towards any practitioner, or demonstrates inappropriate or aggressive behaviour. Such behaviour may result in a partial or total ban from The Soma Room Ltd, and may also result in criminal proceedings.
Throughout the duration of COVID-19, there will be an additional declaration form to complete online, stating that:
The client has not been in contact with anyone with Covid-19 in the last 14 days, to the best of their knowledge
The client has not had any symptoms:
a recent onset of a new, continuous cough
a high temperature (typically over 37.8℃)
a loss of, or change in, normal sense of smell and/or taste
Should the client contract the virus, or be contacted by the Track & Trace service and advised to self-isolate, they must inform The Soma Room as soon as possible
Depending upon the timing, The Soma Room will need to contact the practitioner and may need to contact other clients possibly affected, and to self-isolate
There will also be a signed declaration from the therapist stating the same declaration.
Gift vouchers can be redeemed by visiting www.thesomaroom.com/bookings, or by calling our reception service on +44 7544 045612. We cannot accept walk in bookings at the clinic.
Gift vouchers are valid for 12 months from date of purchase, and are not redeemable for cash. They may be split into shorter durations or upgraded for the equivalent cost of new booking. For example, a 120 minute massage voucher (£120) may be split into two 60 minute treatments (£70 each), by paying an additional £20. Likewise, a 30 minute massage voucher (£40), may be upgraded to a 60 minute treatment (£70), by paying an additional £30. Please email email@example.com to arrange this.
Gift vouchers may be used in conjunction with other paid-for gift vouchers to extend a session - for example, two 30 minute vouchers may be used together to book a 60 minute treatment. In this instance, no partial refund will be given. Gift vouchers may not be used in conjunction with promotional offers, or with vouchers provided free of charge by The Soma Room, such as birthday or Christmas promotions.
Should your gift voucher be lost, damaged or stolen, please contact firstname.lastname@example.org so that we can locate your details.
Massage packages can be redeemed by visiting www.thesomaroom.com/bookings, or by calling our reception service on 07544 045612. Please have the package code to hand - this can be located on either the front of your voucher, or in your confirmation email.
Massage packages do not expire, and are not redeemable for cash once purchased. Packages are for use by one person only, and may not be shared with another person without prior consent by The Soma Room.
Massage packages may not be used in conjunction with any other vouchers, discounts or special offers.
The Soma Room Ltd provide massage therapy and bodywork in a variety of forms, but none of these bodywork modalities are a substitute for professional medical care or counselling. None of the practitioners at The Soma Room Ltd will diagnose, or prescribe medication/medical treatment of any kind, unless they are personally qualified to do so, and will always recommend referral to a GP or other qualified medical specialist or practitioner.
The client has a duty to provide accurate and true medical and personal information, to the best of their knowledge, and to keep The Soma Room Ltd up to date with details of any medication, symptoms, medical concerns or treatments they are having investigated or undergoing treatment for.
All practitioners at The Soma Room Ltd may refuse to treat any client or part of their body with just and reasonable cause. The Soma Room Ltd reserves the right to terminate any appointment at any time if they believe that it is not safe or in the client’s best interest to continue. Likewise, the client has the right to refuse, modify or terminate treatment at any time, regardless of prior consent given.
Sophie Rose (Owner and Clinic Director)
The Soma Room Ltd
7 Springbridge Mews
+44 7544 045612
Last updated 30th November 2020