Polices

POLICIES

When booking with us whether by phone or online, you are agreeing to all of our polices. If you wish to keep your appointment with us, you will receive electronic forms that will HAVE to be completed prior to your scheduled appointment(s). Willow Tree Body and Skin Care is strictly going by these policies. These policies are subject to being changed or updated at the discretion of Willow Tree Body and Skin Care at anytime and we will do our best to notify you of any changes. We recommend that if you ever have concerns or questions about our policies, to please contact us as soon as possible.

**PLEASE NOTE: AT ANY POINT, WE RESERVE THE RIGHT TO REFUSE SERVICE TO ANYONE**

Concerns or questions please contact us at wtbscrecption@gmail.com

MINOR CONSENT FOR CLIENTS UNDER 18 YEARS OF AGE

Minors 18 and under will still need to complete all the forms for themselves. The only one that your parent/guardian will need to complete is the Minor Consent Form that you will also receive.

Clients 15 and under must be accompanied by a parent/legal guardian to their first initial appointment. You will have to accompany the minor in the room. However, at check-in, we will need to verify with parent on file and confirm verbally as well that there is consent and acknowledgment. The parent/legal guardian will be required to fill out a separate minor consent form that the minor wishes to seek services for.

Clients the age of 16-17 will still need a minor consent completed prior to your appointment, however you will not need a parent/guardian to accompany you.

ARRIVAL

Normal Arrival: We ask that all new clients and existing clients try to arrive no earlier than 5 minutes prior to your appointment time to ensure that you have time to check-in, use the restroom if needed, and have any concerns or questions answered. Please make sure all your electronic consent forms have been completed and submitted prior to you coming into your appointment. If you do not have your forms completed, you will be treated as a late arrival, asked to complete them and subject to the following terms under the cancellation policy.

Restrictions for Arrival: When we are under any type of restrictions by the city, state, and so on, we will notify you by text and/or email with all the details on how to properly arrive.

CARD ON FILE

All services require an up to date form of payment to be kept on file when booking. You will not be charged unless there is a violation of the cancellation policy. You may choose a different method of payment (cash or different card) upon checking out.

CANCELLATION POLICY AND FEES

Please notify us of changes by phone, if no answer leave a voicemail so that we can have a time stamp for you. Even if you cancel through the app, it is still recommended that you call.

RESCHEDULED APPOINTMENTS ARE CONSIDERED A CANCELLATION

As we sympathize and understand all situations that may arise unexpectedly keeping you from attending your appointment with us, such as any type of illness, death in family, car trouble/wrecks, childcare issues, forgot about appointment, thought appointment was scheduled a different date, etc... ALL cancellations/reschedules for whatever reason MUST be made 24 hours BEFORE the beginning of your appointment time (not 5 minutes, 20 minutes, etc... after the 24 hours cut off) or it will result in fees starting at $25 according to the number of services you've scheduled. Please DO NOT come in sick just to avoid paying the cancellation fees. If you come to your appointment sick, and are sent home, you will be charged your scheduled service price. OUR SYSTEM AUTOMATICALLY CALCULATES AND CHARGES THE FEES ACCORDINGLY. Please also understand that this is a business and late cancellations/reschedules/coming in sick affects not only the business, but the service providers and other clients as well.

(SINGLE SERVICE) CANCELLATION FEE This $25 fee is charged to you when you do not give the proper notice required. Your card that is held on file will be charged the amount. (EQUALS TO 1 HOURS OR LESS OF BEING BLOCKED FOR YOUR TIME/APPOINTMENTS)

(MULTIPLE SERVICES) CANCELLATION FEE The fee starts at $25 per block that is charged to you when you do not give the proper notice required. Your card that is held on file will be charged the amount. (EQUALS TO 1 1/2 HOURS OR MORE BEING BLOCKED FOR YOUR TIME/APPOINTMENTS)

We make every attempt to make sure you are aware of your upcoming appointment(s) via email and text message. If you fail to notify us of your cancellation/reschedule in advance with you making no contact to us/do not show up for your scheduled appointment (NO SHOW), you will be charged 100% of the original service fee, to your credit card on file (even if you have a groupon, gift certificate, or scheduled for a special discounted price). Should your credit card on file be declined, we will be unable to reschedule you & invoice you the fees to be paid immediately. **PLEASE NOTE THAT ANYTIME AFTER YOUR APPOINTMENT HAS STARTED AND WE HAVE NOT HEARD FROM YOU BY PHONE OR VOICEMAIL, WE WILL CONTACT YOU AFTER YOUR APPOINTMENT HAS STARTED AND EVEN IF WE SPEAK WITH YOU AT THAT POINT, THAT IS STILL CONSIDERED A NO SHOW!!**

Clients who NO SHOW two (2) times in a row or within two (2) months of the last NO SHOW, Willow Tree Body and Skin Care will no longer place you on the schedule and terminate the client/business relationship. We recognize the time of our clients and service providers is valuable and the reason for implementing this policy. When you miss an appointment with us, we not only lose your business, we also lose the business of other potential clients who could have scheduled in for the same time. Additionally, we are also obligated to compensate our service providers for their time as well as making up for lost revenue.

Late arrivals: depending on services scheduled, we may be able to provide your service in the remaining time of your scheduled appointment, please note that you will still pay the full charge but may not receive the full service.

If for any personal reason one of our service providers have to cancel your appointment, ONLY if it's less than 24 hours or same day and there is no other provider that can accommodate your scheduled service, you will receive 100 points to use towards a future service. This does not apply for inclement weather, on those rare occasions if we have to close you will only receive 25 points.

CHILDREN POLICY

We here at Willow Tree Body and Skin Care love children. However, we fully recommend that you do not bring your child or children to your scheduled appointment with us. At any point in time we provide various services for clients that are paying to come in and have a relaxing environment. At the time of your appointment, you the parent/guardian/responsible adult will be preoccupied with your service, leaving no supervision for the child/children. If another adult over the age of 18 accompanies you with the child/children to the appointment, they can sit out in the waiting area as the child/children would have adult supervision. For any damages to equipment/furniture and/or disruption that the child/children may cause to staff and other clients during their services, you the client will be held fully financially accountable. At no point during your scheduled service are you or the accompanying adult to leave your child/children in the lobby unsupervised.

Esthetic Services Only: If you bring your child/children to your appointment anyways, they will accompany you in the treatment room with you during your service. It does not matter what the service is that you are receiving, the child or children will still be escorted into the room with you. You will also be held fully financially accountable for any damages to property and/or disruption that the child/children may cause to staff and other clients during their services.

** Note: Damages to property include but are not limited to: the building, equipment, furniture, etc...

Permanent Makeup Service Only: We highly recommended that you plan accordingly. Permanent Makeup is a form of tattooing and those under 18 years of age will not be permitted to accompany you in the treatment room. If you bring your child/children to your appointment, your appointment will be immediately rescheduled. In the event of that happening, you should refer to the cancellation policy fees above as those policies will be applied. So please plan accordingly.

CELL PHONES

Please place cell phones on silent during all treatments. It is our priority to give you a moment to relax and focus on your well being. Phone disturbances interrupt the tranquility of the atmosphere and service. Cell phone use may also affect the length of your appointment.

CLIENT CONDUCT

Willow Tree Body and Skin Care does try to provide a environment that is relaxing and welcoming. Please respect all clients’ right to privacy and serenity. Please maintain conversations at a considerate volume while waiting in lobby and while in all treatment rooms. In consideration of all clients present, we ask that you please place your cell phones on the lowest ring volume or vibrate along with any other electronic devices during your visit with us.

While we are upholding to the way we conduct professionalism towards all of our clients, we ask that you return the same courtesy to all our other clients and service providers. We ask that you respect the rights, culture, and dignity of all our clients and service providers and adhere to the principals of equity and non-discrimination.

In the event there is a situation that a client is not in compliance with our policy, we will reach out to address the situation, however if not resolve it could lead to the client being terminated.

We ask that you respect the boundaries of the client/service provider relationships. Harassment of any type will not be tolerated whether towards another client or service provider. In the case of that event, the harassing party client will be then asked to leave the premises while being terminated and no longer welcome at Willow Tree Body and Skin Care.

DISCOUNTS, POINTS AND SPECIALS

DISCOUNTS: have no cash value and are to be used within the limited time assigned to them, which can range from 1 month to 1 year. So if you are no longer able to use the discount code, chances are that means it has expired. Monthly discount specials and first time client discounts will hold the shortest time. Discount offers cannot be used in conjunction with any other specials, points or percentage-off discounts including age specific or military discounts. Discounts can and may be limited to certain product or services. Limit one discount per transaction. Discounts (subject to change) can only be used towards services.

POINTS: have no cash value and cannot be exchanged for cash. You will receive 1 point for every dollar you spend on services with us. You may only use your points to redeem services once you have reached the limit. If for any personal reason one of our service providers have to cancel your appointment, ONLY if it's less than 24 hours or same day and there is no other provider that can accommodate your scheduled service, you will receive 100 points to use towards a future service. This DOES NOT apply for inclement weather, on those rare occasions if we have to close you will only receive 25 points.

SPECIALS: have no cash value and will not be extended. Hence it is a special. Once the special is over, it is over. There are no refunds for specials regardless if it is for a product or service, please refer to the refund policy section.

GRATUITY/TIPS

As in all service-related businesses, it is common practice to leave gratuity when the service provider has performed a service to the clients satisfaction. While gratuity or tips are always appreciated by the service providers. Leaving gratuity or tips is never expected from the client and if the client chooses to leave gratuity or tips it is always left to the discretion of the clients for the amount of your choosing. Gratuity may be left directly with the service provider at the end of your service, inside each treatment room is provided a tip jar or you can leave the tip at the front desk during checkout by cash, check, or debit/credit card is accepted. If writing a check, please make it out to your service provider, not the business.

GIFT CERTIFICATES AND GIFT CARD

Gift Certificates are available in the purchase amount of your choosing. You can also purchase services, however it is recommended that if you are purchasing for someone else that you do a dollar amount and let them spend it how they see fit.

Gift Cards or Gift Certificates:

Gift Card or Certificates that are lost, misplaced or stolen cannot be replaced.
Gift Card or Certificates are nonrefundable. All sales are final.
Gift Card or Certificates expire one year from purchase date.
Gift Card or Gift Certificates that have expired after purchase, can still be redeemed but will be subjected to an additional $25.00 service charge.
Gift Card or Certificates can not be redeemed or exchanged for cash.
Gift Certificates that are for ONLY selected services: in the event of the select service price going up, the select service gift certificate will be honored AS IS. If the gift certificate has expired, again it can still be redeemed but will be subjected to an additional $25.00 service charge.

We also request that you bring the gift card or gift certificate to your scheduled appointment and present at checkout.

GROUPON VOUCHERS

Groupon Vouchers:

Groupon Vouchers that are lost or stolen cannot be replaced by Willow Tree Body and Skin Care. You must contact Groupon.
Groupon Vouchers that have expired after purchase, can still be redeemed but will be subjected to an additional $25.00 service charge.
Refund Request for unused Groupon, must be made through Groupon, NOT Willow Tree Body and Skin Care.
Add on features that are not included in the original groupon voucher purchase, that you requested to be added on are subject to additional fees at checkout for you to pay the difference.
We only allow the use of one Groupon Voucher per Groupon deal offered. This is considered an introductory price and introduction to our establishment. If you repurchased the same deal, limited one time only, we will accept the groupon but you will be subjected to agreeing to pay the additional fee of $25.00 at checkout. For example: We have the Brazilian Waxing Groupon Deal that offers either the Regular Brazilian Wax or VIP Brazilian Wax. They are the same deal, you are just choosing between the regular Brazilian or the VIP Brazilian service.
If you wish to try one of our other Groupon Deals such as the lash lift, then we will accept that Groupon with no additional fee unless you repurchase again, then the fees would apply.

PLEASE NOTE THAT ALL CANCELLATION/NO SHOW FEES AND TERMS ARE STILL APPLIED TO GROUPON USERS.

HEALTH CONDITIONS

On majority of our consent forms, we do ask about medical history. However, please advise us at time of booking or a note on your form of any health conditions, allergies, injuries, or special needs which may affect your services. All information remains confidential. Also please advise us of any changes of your health if it can create side effects to/from services provided.

LOST OR DAMAGE OF CLIENT PERSONAL PROPERTY

We regret that we cannot be responsible for any of your lost or damage personal items. We strongly recommend that you keep all valuables inside the bins that we provide during your scheduled appointment.

PARKING

Parking is FREE. You may park anywhere that there is a available space in front of our building (Bronze Building #7). Also to help spot our establishment, we usually keep holiday related decorations on our front windows.

Handicap parking is available as well. Along with easy access into the building and throughout our facility.

PAYMENT OPTIONS

Visa

MasterCard

Discover

American Express

Debit

Other Credit Cards

Cash

** PLEASE REMEMBER THAT WE ARE A SMALL BUSINESS AND IF YOU PLAN TO PAY IN CASH, TO BRING THE EXACT AMOUNT YOU WILL NEED. CHANGE WILL BE LIMITED**

PRICES AND SERVICES

Are subject to change at any time with or without notice. While we do our best to keep our prices and services updated, we always encourage you to inquire by phone, email or social media about pricing before scheduling or receiving any service(s).

PRIVACY POLICY

Willow Tree Body and Skin Care will not release any personal or health history information obtained from you at any point in time to any outside parties. Email addresses are strictly used for appointment reminders/notifications, special event updates, and another sources of communication. Clients can chose from their Vagaro portal to opt out of future emails. As we do not recommend opting out of emails, due to this being another source for your appointment reminders to notify you at.

REFUNDS

NO REFUNDS For Any Service(s) Scheduled: At the time of your booking, you are agreeing to all our sales pricing, cancellation fees, and policy terms that include but are not limited to: you are agreeing to not dispute with your bank for any charges/fees for services/time received and any cancellation fees with Willow Tree Body and Skin Care. All Service Sales/Fees are final. NO REFUNDS will ever be an option at any point. Willow Tree Body and Skin Care proudly stands behind all providers and services offered within our establishment. Should you become dissatisfied with a provider/services, we ask that you ask for and notify management at checkout so that we may have the opportunity to assess and resolve the issue while everything is still recent to provide other solutions. If you have checked out and you leave the establishment without speaking to management first, all dissatisfaction request are only to notify us by email within 24 hours from your scheduled appointment, so that we may have the opportunity to assess and resolve the issue while everything is still recent with other solutions. If you contact us by phone, we will take your name and redirect you to the email process.

NO REFUNDS For Any Product: Willow Tree Body and Skin Care proudly stands behind each product used and sold within the establishment. While we hope you are always satisfied with your product purchase, we realize there are times that you may need to return a product, but there will be NO REFUND issued. Please review the information below for the exchange policy.

EXCHANGE POLICY: For Any Product/Items: We are happy to exchange any product that is defective, damaged, or unused. If you will need to exchange your product/item, please review the information below.

**Empty Containers cannot be accepted for an exchange.**

Same Product/Item Exchange: We accept exchanges of an unopened and unused product/items for exchange of the same product/items of the same value must be made within 30 days after the original purchase. Product/items must be in it's original unopened and unused condition.

Different Product/Item Exchange: We accept exchanges of an unopened and unused product/items for exchange of the different product/items that must be made within 30 days after the original purchase. Please read the below information.

More Difference In Price for Different Product/Item Exchange: If the product/item you wish to exchange costs more, then you will be responsible for paying the difference in price.

Less Value Difference In Price for Different Product/Item Exchange: If the product/item you wish to exchange costs less, then you will receive the difference by us crediting you Vagaro points to use towards future services or purchases. NO REFUND will be issued for the price difference. Instead you will be credited the dollar amount of the difference in points to use towards services.

EXCHANGE POLICY For Series of Treatments: If you do not wish to complete your series and wish to transfer your remaining service of your series to another client, friend, or relative, we will grant that upon approval. You will be required to fill out a consent form acknowledging that you agree to transfer your remaining services willingly. The person you transfer the remaining series to, will have to complete all electronic forms and will not be able to receive credit for unused series or exchange for other services. You may also exchange the remainder of your services in your series for another service at equal or lesser value with approval. Please note that the remainder of your services in your series will be at the pro-rated amount. The pro-rated amount is what will be approved. You will have 30 days from the original purchase date to contact us to make the exchange request. After the 30 days, there will no longer be an option for approval for an exchange of services.

SERVICE PROVIDER COMMITMENT & PLEDGE

Willow Tree Body and Skin Care’s service providers are all committed and pledge to supporting a safe, healthy, sterile, professional and positive environment for all of our clients. We will respect the rights, culture, and dignity of all individuals and adhere to the principals of equity and non-discrimination when dealing with our clients. We will serve our clients with highest quality service and standards. We will act with integrity and do everything possible to provide great services and interactions with all our clients. We will always ensure that our actions comply with and are within the meaning and intent of all applicable laws and regulations.

Here at Willow Tree Body and Skin Care we are all committed to protecting the privacy of all clients and service providers personal information. Personal information from clients and/or service providers will not be collected, used, or disclosed other than as authorized or as required for business reasons.