Terms & Policies

Our policies are in place to ensure the smooth operation of our business and to protect the livelihoods of our staff. If you do not agree with our policies, we kindly ask that you refrain from booking with us. We value your understanding and cooperation—failure to follow these policies may result in the inability to provide services in the future. Please note, these policies are not personal but are essential to maintaining a positive experience for everyone.

For All New Clients:

  • New clients are required to book online in order to create a client profile through Vagaro and fill out all necessary forms before booking.

  • A 25% non-refundable, non-transferable deposit is required at the time of booking to secure an appointment. This deposit is applied to your service cost on the day of your appointment.

  • If you cancel or reschedule anytime before your appointment or no-call/no-show without prior notice, it will result in forfeiture of the deposit and a new deposit must be made to secure a new date.

  • Credit Card on File (for both returning and new clients): All services require a credit card on file to guarantee your reservation. You won’t be billed unless there's a late cancellation/reschedule or no-show. Payment is due at checkout, and you may choose your preferred method.

  • Client Intake Form:

    • A new client intake form must be completed once a year to ensure we have the most up-to-date information about your health, skin care concerns, and preferences. This helps us tailor our services to meet your needs and ensures a safe experience.

    Service Contraindications Form:

    • For your safety and comfort, service contraindication forms must be completed each time before receiving facial services. These forms help us stay informed about any changes in your health, allergies, or previous treatments that may affect your service.

    • You can complete this form in-person before your facial appointment to make it easy and efficient. Please understand that these forms are important for maintaining the safety and quality of our services.

  • Please plan accordingly to arrive no earlier than 5-10 minutes before your reservation. If you arrive earlier, we ask that you wait in your vehicle and text us upon arrival. Our main door is locked for safety and requires you to be buzzed in; text 651-760-5397 for entry.

    Should there be an event in which your service provider is running behind on schedule, you'll be notified ahead of time as soon as possible and given an estimated time as when we will be ready to service you. All clients who have arrived sufficiently on time but begin later than their scheduled appointment time due to their service provider being late, WILL RECEIVE THEIR FULL TIME.

  • As we are committed to offering each client the highest possible level of service and a thorough facial experience, please take note that your full hands-on time begins on the dot of your scheduled appointment time.

    • If running late, a 10-minute grace period is allowed after your scheduled appointment time. However, late arrivals do not guarantee your full service time (service revisions will not be allowed) and the full amount of the appointment will still be charged.

    • If no prior notice has been made and the 10-minute grace period has passed, it will be considered a no call, no show and the card on file will be charged up to 100% of the service(s) scheduled.

    • After two No Call, No Show appointments, you will be charged up to 100% of the scheduled services, and we will no longer be able to provide services to you.

  • Confirmation:

    • As a courtesy, we will send a confirmation request text or email 72 hours prior to your scheduled appointment.

    • You’ll receive notifications via email and phone about your appointment. If you choose to unsubscribe from appointment notifications, you remain fully responsible for remembering your scheduled appointment and adhering to all policies.

    Cancellation & Rescheduling:

    • If you need to cancel or reschedule, a 48-hour advance notice is required to avoid a late cancellation fee.

    • You may cancel or reschedule online via the Vagaro app or through Facebook Messenger, Instagram, or texting Savanah at 651-760-5397.

    • (For returning clients) Failure to cancel within this time frame will result in a cancellation fee of up to 50% of the total service(s) booked.

    Frequent Reschedules:

    • After three consecutive reschedules (even with proper notice), online booking will no longer be available and appointments will need to be manually booked with Savanah and a 50% non-refundable, non-transferable deposit will be required to secure future appointments.

    • If no contact is made or no new payment method is provided within 24 hours of our initial attempt, we will continue attempting to process the payment.

    • We will contact you via phone or text within 24 hours after your scheduled service to notify you of the unprocessed payment and request an alternative payment method.

    • If payment continues to fail, Whole Beauty & Co reserves the right to refuse further services until the invoice is paid in full.

  • Eligibility:

    • Minors aged 12 to 18 are eligible for facial services.

    • A parent or legal guardian must be present to assist with the initial assessment and provide written consent for the facial session.

    Parental/Guardian Consent:

    • All minors (12–18 years old) must have written parental or legal guardian consent to receive facial services.

    • The parent or guardian will collaborate with the service provider to establish treatment goals.

    Parental/Guardian Presence:

    • For clients aged 15 and under, a parent or guardian must be present in the treatment room at all times.

    • For clients aged 16–18, the parent/guardian must be present in the spa but may remain outside the treatment room unless desired.

    Privacy and Comfort:

    • Appropriate draping will be used at all times during the massage portion of the facial. Only the areas being massaged will be uncovered to ensure the client’s privacy and comfort.

  • We reserve the right to refuse or discontinue a service to anyone demonstrating behavior that is deemed inappropriate by any staff member.

  • To ensure the safety and comfort of all clients, the following policies are in place:

    Guest Limitations:

    • Space is limited, so only the client receiving the service and one guest are permitted in the spa.

    • Clients under the age of 15 must have a parent or guardian present during their appointment.

    • If a client requires a translator or caretaker for assistance, it is the client’s responsibility to arrange for and bring the necessary support.

    Children in the Spa:

    • To ensure a peaceful and relaxing environment for all clients, we ask that parents or guardians make alternative childcare arrangements during their appointment.

    • For safety reasons, children under 12 who are not receiving services are not permitted in the spa’s waiting or service areas.

    • Children must be 12 years or older to receive spa services.

    • All minors (under 15) receiving services must be accompanied by an adult at all times.

    Pet Policy:

    • Pets are not permitted in the spa or building at any time, with the exception of service animals as defined by law.

  • SERVICE SALES POLICY
    We strive to provide exceptional service and ensure our clients’ satisfaction. However, please note:

    • All service sales are final.

    • Cancellation fees, no-show fees, and deposits are non-refundable.

    GIFT CARDS

    • Whole Beauty & Co Gift Cards and E-Gift Certificates should be treated as cash.

    • They may be used to purchase merchandise and services but cannot be used to purchase other gift cards or e-gift certificates.

    • Please present your Gift Card or E-Gift Certificate at checkout to apply the balance to your purchase.

    Sales and Refunds:

    • All sales of Gift Cards and E-Gift Certificates are final.

    • They cannot be exchanged or refunded for any reason.

    Balance and Redemption:

    • Remaining balances must remain on the card; they have no cash value and cannot be redeemed for cash.

    Lost or Stolen Cards:

    • Whole Beauty & Co is not responsible for Gift Cards or E-Gift Certificates that are lost, stolen, damaged, or used without authorization.


    PRODUCT RETURN POLICY
    To ensure safety and sanitation and to help protect the health of all our clients - we have a strict policy on product returns, please read thoroughly.
    We strive to provide high-quality products and excellent service. Please review our return and exchange policy for retail items:

    • No Refunds on Opened or Used Products:
      Opened or used skincare products cannot be returned or refunded, except in cases of verified allergic reactions (see below for details).

    • Unopened Products:
      Unopened skincare products in their original packaging may be exchanged for another item of equal or greater value within 15 days of purchase. A sales receipt is required for all exchanges.

    • Allergic Reactions:
      If you experience an allergic reaction, the product must be returned within 72 hours of purchase for a full credit or exchange.

      • Immediate Reactions: These occur within minutes to an hour of application and may include redness, swelling, itching, or hives.

      • Delayed Reactions: These may appear up to 48 hours after use and can include rash, blisters, or other irritation.
        For assistance, discontinue use immediately and contact us for product recommendations or routine adjustments.


    PRODUCT DROPSHIPPING

    • Out-of-Stock Products:

      • If a product is not in stock in-spa, we will cover all shipping costs to deliver the product to you.

    • Dropshipping Orders:

      • For clients who prefer to have an order dropshipped directly to them, there will be a $10 flat-rate shipping fee for all orders under $300.

      • Orders over $300 will qualify for free shipping.

    • Damaged Retail Products:

      • If your retail product is damaged from shipping or the manufacturer, Whole Beauty & Co will inspect the item and, if eligible, offer an exchange within 15 days of purchase.

  • We reserve the right to change or revise our policies at any time to ensure all policies and processes stay up to date. All clients will be notified of any new changes made and must read and sign the new revised policies that have taken effect.