Once you start using prepayments in SalonLife, one thing becomes more important than before: your clients need to know exactly what they’re agreeing to when they make a booking.
Clear booking terms protect you when a client doesn’t show up, cancels at the last minute, or wants their prepayment back. Without written terms, disputes are hard to resolve, and the loss often falls on you.
That’s why we’ve put together a booking terms template that you can copy and fill in with your salon’s details. The template covers everything important: the booking process, prepayment rules, cancellation terms, refunds, and liability. So you won’t have to write your terms from scratch.
We recommend publishing the terms on your website or booking page so the client confirms them every time they make a booking — for example, with a checkbox: “I have read and agree to the booking terms.”
Note! This booking terms template is provided by SalonLife for your convenience - it isn’t legal advice. Every salon’s operations, services, and clientele are different, so the template may need adjusting. Before publishing it for clients, make sure the terms match your business and the laws that apply to you. If in doubt, consult a lawyer. SalonLife isn’t liable for any damages or claims arising from the use of this template.
You’ll find the template below. Replace every field in [square brackets] with your own details, and delete the italicized notes before publishing.
BOOKING TERMS TEMPLATE
Template for Salons Using SalonLife Software
Version 1.0 | 21.04.2026
IMPORTANT – LEGAL DISCLAIMER (delete before publishing for clients)
This document is only a sample template provided by SalonLife OÜ for Salons’ convenience. It isn’t legal advice and hasn’t been drafted for any specific Salon’s business, services, or applicable legislation. Every Salon’s operations, service range, pricing, location, and clientele are different, and may require additions, adjustments, or different wording.
Before publishing this template for clients, the Salon is required to:
(a) make sure the template’s content matches its operations and processes;
(b) check compliance with applicable legislation (including the Law of Obligations Act, the Consumer Protection Act, the Personal Data Protection Act, and other applicable laws);
(c) fill in every fillable field and delete all notes;
(d) consult a lawyer or other qualified legal advisor if needed.
The template is provided “as-is” (as-is), without any representations or warranties as to its completeness, currency, or fitness for a particular purpose. SalonLife is not liable for any direct or indirect damages, claims, or liabilities arising for the Salon, its clients, or third parties from the use, adaptation, non-adaptation, or publication of this template. The Salon is solely responsible for the terms it sets for its own clients.
Using this template does not create a legal advisory relationship between the Salon and SalonLife.
HOW TO USE THIS TEMPLATE: Replace every field in [SQUARE BRACKETS] with your own Salon’s details and choices. The red italicized comments (“Note to Salon: ...”) are guidance notes for you and must be deleted before publishing for clients. Adjust the wording where needed, but keep in mind that some points (e.g., references to SalonLife’s role) should stay substantively the same. If in doubt, consult a lawyer.
We recommend publishing these terms on your website and/or booking page so the client must confirm them every time they make a booking (checkbox: “I have read and agree to the booking terms”).
1. General
1.1. These booking terms (hereinafter the “Terms”) govern the relationship between [SALON NAME] (registration code [REGISTRATION CODE], address [ADDRESS]; hereinafter the “Salon” or “We”) and the client booking the Salon’s services (hereinafter the “Client” or “You”).
1.2. These Terms become binding between the Client and the Salon when the Client makes a booking with the Salon (by phone, email, website, SalonLife booking page, or another channel) and confirms acceptance of these Terms.
1.3. Salon contact details: email [EMAIL], phone [PHONE], website [WEBSITE].
1.4. The Salon uses the SalonLife OÜ (registration code 16520629) platform to manage bookings and payments. SalonLife is solely a technical intermediary, whose role is described in section 8.
2. Services and Pricing
2.1. The Salon provides the Client with beauty services and/or related services, the list and description of which can be found at [SPECIFY LOCATION: e.g., on the website, the booking page, in the SalonLife app].
2.2. Service prices are stated in the Salon’s price list and are final prices that include all applicable taxes (including VAT, if the Salon is VAT-liable), unless stated otherwise. The Salon has the right to change its prices; the Client is deemed to have agreed to the price in effect at the time the booking was made.
2.3. If a service’s final price depends on factors that only become clear on-site (e.g., hair length, material used, additional procedures), the Salon will inform the Client before providing the service and will apply the agreed final price.
3. Booking
3.1. The Client can make a booking through any channel offered by the Salon (the website’s booking page, phone, SMS, email, or another channel).
3.2. To confirm the booking, the Salon may ask for the Client’s name, phone number, email, and other information needed to provide the service. Processing of personal data is governed by [LINK TO PRIVACY TERMS].
3.3. A booking made online (through the website’s booking page) is deemed confirmed as soon as it’s submitted, unless a prepayment is required to confirm it — in that case, the booking is deemed confirmed only once the prepayment has been received (see section 4). A booking made through another channel (phone, email, etc.) is deemed confirmed once the Salon has confirmed it. The Client’s not receiving an automatic confirmation email, SMS, or other notification does not affect the validity of the booking or any of the Client’s resulting obligations (including any potential paid-cancellation obligation), as long as the booking has taken effect in the Salon’s system.
3.4. The Client is responsible for the accuracy of the details provided with the booking, and for making sure they can be reached at the phone number and email address given.
4. Prepayment
4.1. The Salon has the right, but not the obligation, to require a prepayment to confirm a booking. The prepayment amount and payment procedure are set at the time of booking.
4.2. The Salon may require prepayment for certain services, certain clients (e.g., new clients or clients who have previously not shown up), or all bookings. The Client is informed of any prepayment requirement when making the booking.
4.3. If prepayment is mandatory, it must be paid within 60 minutes of making the booking. If the prepayment isn’t made within that time, the booking is canceled automatically, without a separate notification being sent to the Client. In that case, neither the Client nor the Salon has any obligation to the other.
4.4. If the Client is unable to pay the prepayment within 60 minutes for any reason, we recommend contacting the Salon as soon as possible. The Salon may (but is not obligated to) remove the prepayment requirement from the booking, or re-confirm the booking after it has been automatically canceled.
4.5. Prepayment is made electronically through the SalonLife platform (Stripe). The prepayment is deducted from the Client’s final bill after the service has been provided.
4.6. If the Salon doesn’t require prepayment to confirm a particular booking, the Client can pay for the service on-site after it has been provided, using one of the payment methods offered by the Salon.
5. Changing and Canceling a Booking
5.1. The Client may change or cancel a booking by contacting the Salon (by phone, email, booking link, etc.).
5.2. If a booking is changed or canceled at least 24 hours before the booked time, the paid cancellation (see section 6) does not apply to the Client.
5.3. If the Client wants to reschedule a booking, they must inform the Salon as early as possible. Rescheduling depends on the Salon’s availability.
5.4. The Salon has the right to cancel a booking or change its time due to unforeseen circumstances (e.g., staff illness, a technical fault, force majeure). In that case, the Client is offered the option of choosing a new suitable time or getting any prepayment refunded, as set out in section 7.
6. Paid Cancellation
6.1. If the Client fails to show up at the booked time, or cancels the booking less than 24 hours before the booked time begins, the Salon has the right to charge the Client an amount equal to 25% of the total price of the booked services (hereinafter “Paid Cancellation”). Paid Cancellation applies only to the services included in the booking, not to any products or goods included in it.
6.2. Paid Cancellation is not a fine or a penalty, but compensation for the Salon’s time and lost revenue. By making the booking, the Client confirms that they consider this compensation reasonable and justified, given that the booked time usually cannot be offered to a new client on such short notice.
6.3. Paid Cancellation is calculated based on the price of the services that were included in the booking at the time of cancellation or no-show.
6.4. If the Client has paid a prepayment for the booking, the Paid Cancellation amount is deducted from that prepayment. If the prepayment exceeds the Paid Cancellation amount, the difference is refunded to the Client as set out in section 7.
6.5. If no prepayment has been made, or the prepayment isn’t enough to cover the Paid Cancellation amount, the Salon has the right to invoice the Client for the shortfall. The Client must pay the invoice by the deadline stated on it.
Example: The total price of the booked services is €100. The Client has paid a €20 prepayment. The Client cancels the booking 10 hours before it starts. The Paid Cancellation amount is €25 (25% × €100). Most of this is covered by the prepayment (€20), and the Salon can charge the Client an additional €5. If the Client had prepaid €40 instead, the Paid Cancellation would be covered in full, and the Client would get €15 back.
7. Refunds and Handling Prepayments
7.1. If a booking is canceled or rescheduled without Paid Cancellation applying, then by default the Client’s prepayment stays with the Salon as credit and can be used toward the Client’s future bookings at the Salon.
7.2. It is the Client’s own responsibility to inform the Salon of their existing credit when making their next booking (e.g., by mentioning it when booking, or by emailing about it). If the Client doesn’t tell the Salon about their credit, the credit may not be deducted automatically from the next booking. The Salon is not liable for any confusion arising from a failure to give this notice.
7.3. If the Client doesn’t want to use the credit, they have the right to request a refund of the prepayment, provided this isn’t a case where Paid Cancellation applies (see section 6). To get a refund, the Client must contact the Salon directly (e.g., at the email address [EMAIL] or phone number [PHONE]).
7.4. The refund is not made automatically to the card the Client used to pay the prepayment. The refund is issued by bank transfer to the Client’s bank account. For this, the Salon will ask the Client for their bank account details (account number and account holder’s name). The refund is issued within a reasonable time, generally within [X BUSINESS DAYS] of the Client providing all the information needed to process it.
Note to Salon: The recommended value is 14 business days, but you can set a shorter period if you can refund faster. Don’t promise a shorter time than you can actually meet.
7.5. When requesting a refund of a prepayment or credit, the Client is not required to give a reason, though the Salon may ask for one in order to improve its service.
8. Payment Methods and SalonLife’s Role
8.1. Prepayments and other electronic payments are made through the SalonLife platform, where the technical processing of payments takes place via the infrastructure of Stripe Payments Europe, Limited (hereinafter “Stripe”).
8.2. In the relationship between the Client and the Salon, SalonLife is solely a technical intermediary and is not the service provider, a payment service provider, or a financial institution. The Salon is responsible for all services provided to the Client, including their quality, timeliness, and any other aspects of the service.
8.3. By using the SalonLife platform, the Client separately agrees to the SalonLife Client Payment Terms, which govern matters such as saving a card at the platform level, payments made from a saved card, and SMS security confirmations. If there is a conflict between the SalonLife Client Payment Terms and these Terms, the hierarchy set out in the SalonLife Client Payment Terms applies.
8.4. Other payment methods offered by the Salon (e.g., cash, card on-site, bank transfer) are described on the booking page or the Salon’s website. You can also ask the Salon directly for more information about payment methods.
9. Providing the Service
9.1. The Salon provides services at the booked time and place. The Client must arrive on time; being late may shorten the service or lead to its cancellation under section 6.
9.2. If the Client is more than [X MINUTES] late, the Salon has the right to cancel the booking and treat it as a no-show under section 6.
Note to Salon: Enter your own lateness threshold here, e.g., 10, 15, or 20 minutes. If you haven’t adopted this rule, you can delete this point.
9.3. The Client must inform the Salon of any relevant health conditions, allergies, or other special circumstances that could affect the service or its outcome.
9.4. The Client agrees to follow the Salon’s rules of good conduct. The Salon has the right to stop providing the service if the Client’s behavior disrupts other clients, staff, or the service itself.
10. Liability
10.1. The Salon is responsible for providing the service properly, in line with what was agreed, applicable law, and good professional practice.
10.2. The Client is responsible for the accuracy of the details they provide, for paying for the services agreed in the booking, and for complying with these Terms.
10.3. Neither party is liable for indirect damages (e.g., lost profit, reputational harm) or for damages arising from force majeure.
10.4. Complaints about aspects of the service that are immediately noticeable to the Client (e.g., the quality of the work, how a haircut looks, color tone, etc.) must be raised with the Salon right away, during the service or immediately after it, so the Salon has a chance to fix the issue on the spot.
10.5. Complaints about defects that only become apparent later (e.g., reactions that couldn’t have been detected at the time the service was provided) must be raised with the Salon immediately after the defect appears, and no later than within [X DAYS]. The Salon will review the complaint and respond within a reasonable time, generally within 14 calendar days.
Note to Salon: Under the Consumer Protection Act, a consumer generally has the right to raise complaints within 2 years. This point concerns the notice deadline, not the overall right to complain. Typical recommendation: 7 to 14 days from when the defect appears.
11. Processing of Personal Data
11.1. The Salon processes the Client’s personal data for the purposes of the booking and service provision, accounting, and customer service. The detailed principles of data processing are described in the Salon’s privacy terms, available at [LINK TO PRIVACY TERMS].
11.2. The Salon uses the SalonLife platform to manage bookings and to process payments; for certain data, SalonLife acts as a data processor on the Salon’s behalf, and for certain data (e.g., a card saved at the platform level), as an independent data controller.
12. Governing Law and Disputes
12.1. These Terms and the relationship between the Client and the Salon are governed by the law of the Republic of Estonia.
12.2. The parties will try to resolve any disputes through negotiation. If no agreement is reached, the Client (if a consumer) has the right to turn to the Estonian Consumer Protection and Technical Regulatory Authority (TTJA) or the consumer disputes committee (www.komisjon.ee).
12.3. Jurisdiction: [COURT] (generally the county court with jurisdiction over the Salon’s location).
Note to Salon: If you’re in Tallinn, this is usually Harju County Court. Otherwise, enter the county court for your location. For a consumer, depending on the circumstances, jurisdiction may also lie with the court for the Client’s place of residence.
13. Other Provisions
13.1. The Salon has the right to unilaterally amend these Terms. Amendments take effect once published on the Salon’s website or booking page. Bookings already confirmed remain governed by the version of the Terms in effect at the time the booking was made.
13.2. If any provision of these Terms is found to be unlawful or invalid, this does not affect the validity of the remaining provisions.
13.3. These Terms are available at [LINK TO TERMS] and are effective from [DATE].
CONFIRMATION: By making a booking, the Client confirms that they have read, understood, and agree to these booking terms.
Once your booking terms are filled in and published, you’re ready to start using prepayments.
You can read how to set up prepayments in SalonLife here: Setting Up Prepayments