COVID 19 POLICY

CORONAVIRUS POLICY AND PROCEDURES

We hope that this policy reassures our clients that we are taking every precaution to protect them, protect ourselves and protect our future clients from Coronavirus.

CONTACT US

Our full details are:

 

Full name of legal entity: Kinson Hair Studio

FAO: Business Admin

Email address: hello@kinsonhairstudio.com

Postal address: Shaftesbury House, Unit 5 20 Tylney Rd BR1 2RL

Telephone number: +44 (0) 7947 178 820

 

DEFINITIONS

Stylist: Kizzy Hutchinson Shaftesbury House, Unit 5 20 Tylney Rd BR1 2RL, +44 (0) 7947 178 820
Assistants: Professional Hair Stylist who have been booked by the Stylist to assist them at the Booking.
Booking: The date, venue and occasion for which the Party are to receive Services.
Bride: The Client who has booked the Services on behalf of the Party.
Client: The members of the party who will be receiving the Services of the Stylist
Contact: Contact with a person includes any of the following
– Living in the same household regardless of whether you are social distancing or not.
– Face to face contact for any length of time regardless of whether PPE was worn or not.
– Being within 2m of another person outside your household for any length of time regardless of whether PPE was worn or not.
– Providing Services to that person regardless of whether PPE was worn or not.
Coronavirus: The 2020 pandemic of the virus (SARS coronavirus-2 (SARS-CoV-2)) which results in the disease COVID-19 (including variants).
Guests: Members of the Bride’s group who are not members of the Party.
Me/Our: The Stylist
Party: The Clients who are to receive Services.
Services: Hair services as agreed with The Stylist.
Studio: Kinson Hair Studio Shaftesbury House, Unit 5 20 Tylney Rd BR1 2RL.
Symptoms: Symptoms of Coronavirus including but not limited to the following;
– a temperature
– a new or persistent or dry cough
– shortness of breath
– extreme exhaustion
– diarrhoea and vomiting
– muscle pain
– loss of sense of smell and/or taste
– remembering that sometimes there are no symptoms present in an infected person.
Venue: The place at which the Services are to take place.
You/Your: The Client

  1. Purpose

1.1 To ensure that Kinson Hair Studio stylists remains up to date with protocols for reducing the risk of transmitting Coronavirus and is able to respond in the event of the Stylist, Assistant, The Client, The Bride, Members of the Party and Guests.
1.2 To meet the legal requirements of
1.2.1The Health Protection (Coronavirus) Regulations 2021 insofar as they apply
1.2.2The Guidance issued by HM Government from time to time relating to the Services carried out by The Stylist.

  1. Scope

2.1 The Policy is to be followed by
– The Stylist
– Assistants
– The Bride
– The Client
– Members of the Party
– The Guests

  1. Objectives

3.1 To ensure that safe, effective procedures are in place for the Stylist, the Assistant, Clients, Members of the Party and Guests in order to limit the spread of Coronavirus.

  1. Policy

4.1The Stylist recognises that the Coronavirus pandemic is a fast-moving situation. As professional Hair Stylists, ensuring robust infection control practices and business continuity plans form part of the appropriate management and running of Kinson Hair Studio Stylist. The Stylist will follow this policy and requires the Clients and Guests to do so too. If Clients and Guests refuse to follow this policy, the Stylist may refuse to carry out the Service.

  1. Stylist Responsibilities to reduce the Risk of Contracting or Spreading Coronavirus through the Services.

5.1It is not possible to provide hair services whilst maintaining a 2m distance between the Stylist and the Client. The 2m distancing is designed to prevent transmission of Coronavirus through breathing in droplets containing the virus which are emitted through coughs/sneezes/breathing.

5.2 Direct Contact
In order that the Stylist can minimise the risk of contracting or spreading Coronavirus through direct contact and in order to protect the Client, the Stylist shall

5.2.1Wear the following personal protective equipment, which shall be removed and safely discarded in a tied rubbish bag between each client;
– mask
– gloves where appropriate
– apron

5.2.2Avoid touching their nose, mouth, eyes and face.

5.2.3Avoid use of their mobile phone and other personal items.

5.2.4Spend only the time which is necessary complete the Services within two metres of the client and avoid touching the client save to do their hair.

5.2.5Practice respiratory hygiene, including but not limited to;
– using a tissue when coughing or sneezing, and immediately disposing of the same.
– coughing or sneezing into their bent elbow

5.2.6Practice hand hygiene, including but not limited to washing their hands;
– before leaving home
– on arrival at the venue for the Booking
– before and after using the toilet
– before commencing the services for a client
– before wearing gloves
– after inadvertently touching her nose, mouth, eyes or face
– after removing PPE

5.2.7Where it is not practicable or possible to wash their hands, the Stylist shall instead use high alcohol hand sanitiser and fastidiously apply it to all areas of their hands.

5.2.8Remain vigilant for Symptoms.

5.2.9 In the event that the Stylist believes they may have Coronavirus, or is informed that someone with whom they have been in Contact in the past fourteen days has or may have Coronavirus, they shall
1. follow NHS and government advice, namely;
– stay at home for the government mandate time from the first date of symptoms
– stay at home for the government mandate time from the first date of symptoms of someone with whom the Stylist lives.
2. Make contact with everyone with whom she has been in Contact in the past 14 days via phone/text message/email

5.3 Indirect Contact
In order that the Stylist can minimise the risk of contracting or spreading Coronavirus through indirect contact and in order to protect the Client, the Stylist shall;

5.3.1Ensure that all surfaces and touch points in the Stylists studio, workstation at the venue and hair kit, including but not limited to door handles, chairs, mirrors are cleaning with appropriate antibacterial cleaners prior to, between and after each client.

5.3.2Ensure that their hair kit is kept fastidiously clean as follows
– using a set of hair brushes on one client only, then placing them into a sealed ziplock bag until they can be cleaned as per the Barbicide protocols or cleaning them immediately after use per the Barbicide protocols before the next client.
– using spray or pump products where possible to reduce the chance of the product becoming compromised through ‘double dipping’.
– using disposable towels instead of reusable ones.
– minimising the use of hairdryers wherever possible.
– cleaning heated styling tools between each client per the Barbicide protocols.

5.3.3The Stylist shall endeavour to create a safe working space for the Stylist and the Client by opening as many doors and windows as possible to increase ventilation. If possible, the Stylist shall invite the client to have their hair and/or makeup done outside.

5.3.4 The Stylist shall give the Client clear instructions as to where to stand, sit, and walk in order to maintain the government mandate distancing where possible.

  1. Client Responsibilities to reduce the Risk of Contracting or Spreading Coronavirus through Services.

6.1The client acknowledges that it is not possible to receive the Services without the Stylist being within 2 metres of them.

6.2 Direct Contact
In order that the Client can minimise the risk of contracting or spreading Coronavirus through direct contact and in order to protect the Stylist, the Client shall

6.2.2Wear a mask whilst receiving the Services if this is government directive at the time of the service. The Stylist shall provide a mask for the Client’s use but the Client is welcome to use their own if they prefer. The client should take this with them at the end of the Service.

6.2.3Avoid touching their nose, mouth, eyes and face.

6.2.4Avoid use of their mobile phone and other personal items whilst receiving the Services.

6.2.5Spend only the time which is necessary for the Services within two metres of the Stylist and avoid touching the Stylist where possible.

6.2.6Practice respiratory hygiene, including but not limited to;
– using a tissue when coughing or sneezing, and immediately disposing of the same.
– coughing or sneezing into their bent elbow

6.2.7Practice hand hygiene, including but not limited to washing their hands;
– before leaving home
– on arrival at the venue
– before and after using the toilet
– before receiving the Services
– after inadvertently touching her nose, mouth, eyes or face
– after removing PPE
– after receiving the Services

6.2.8Where it is not practicable or possible to wash their hands, the Client shall instead use high alcohol hand sanitiser and fastidiously apply it to all areas of their hands.

6.2.9Remain vigilant for Symptoms.

6.2.10 In the event that the Client believes they may have Coronavirus, or is informed that someone with whom they have been in Contact in the past fourteen days has or may have Coronavirus, they shall inform the Stylist immediately so that the Stylist may notify anyone with whom she has been in contact.

6.3 Indirect Contact
In order that the Client can minimise the risk of contracting or spreading Coronavirus through indirect contact and in order to protect the Stylist, the Client shall;

6.3.1Comply with all instructions given to them by the Stylist in relation to where to walk, stand and sit in order to receive the Services.

6.3.2 Agreeing to the doors and windows remaining open for ventilation and for the Services to take place outside where possible.

7. Administrative Procedures to reduce the Risk of Contracting or Spreading Coronavirus between the Stylist and Client – Trials

In order to reduce the time spent together by the Stylist and the Bride/Client at the trial the following administrative procedures shall be followed;

7.1 A Coronavirus questionnaire shall be sent to the Bride and any other Clients who are having trials in advance of their trial. It is required that this is completed and returned to the Stylist 12-24 hours before the trial for the Stylist to confirm that she is happy for the trial to take place. The Client is obligated to advise the Stylist immediately if any of their responses change once the Coronavirus Questionnaire is completed and returned. In the event that it is not returned then the trial cannot take place.

7.2 The Stylist shall confirm to the Bride and any other clients who are having trials that she and her household is fit and well and has not had Contact with anyone who has or may have Coronavirus in the past 14 days on receipt of the Client’s Coronavirus Questionnaire.

7.3 The Stylist regrets that it is not possible for the Bride to invite any guests to her trial if a government mandate is place restricting contact.

7.4 The Client’s pre-trial information and sharing of possible styles with the Stylist shall take place via the wedding form. This is to reduce the time that the Stylist and the Client spend together to minimise the risk of infection.

7.5 On arrival at the Stylist’s studio, the Client shall put on their.

7.6 The Stylist shall advise the Client where to walk, stand and sit in the Studio, either verbally or through the use of floor markings.

7.7The Stylist shall make hand sanitiser available for the Client during the trial.

7.8The Stylist will ask the client to wash their hands-on arrival or use hand sanitiser.

7.9 The Stylist regrets that it is not possible to provide the Client with refreshments if a the government mandate is in place and asks that the Client does not bring any as this would necessitate the client removing their mask. The Stylist can supply water.

8. Administrative Procedures to reduce the Risk of Contracting or Spreading Coronavirus between the Stylist and Client – Wedding Day Booking

8.1The Bride shall provide the Stylist with the following information for each Client so that the Stylist can contact them individually in the event that the Stylist becomes aware that they have been exposed to Coronavirus;
– Full name
– Role
– Email address
– Mobile phone number

8.2 The Stylist shall confirm to the Bride and any other clients who are having Services that they and their household is fit and well and have not had Contact with anyone who has or may have Coronavirus in the past 14 days.

8.3The Stylist requires the following in order to maintain a safe working space for themselves and the Clients;

8.3.1 A separate room with good ventilation to work in that remains free from all other clients and guests, save the Client on whom the Stylist is working.

8.3.2 In the event that this is absolutely not possible, then this should be discussed with the Stylist.

  1. Circumstances in which services cannot be provided

    9.1 The Stylist regrets that it may not be possible to provide services to the Party where;
    – a member of the Party has had Contact with someone who has or may have Coronavirus in the 14 days before the service is due to take place. Contact is defined on page 1.
    – a member of the Party has had Contact with someone who has had Contact with a person who has or may have Coronavirus.
    – a Client is or has been advised to be shielding.
    – a Client has been untruthful on or not returned their Coronavirus Questionnaire.
    – a Client has Coronavirus symptoms on the day of the Booking.9.2 Where the circumstances in paragraph 8.2 come to the attention of the Stylist in advance of the day of the booking, the Stylist will contact the Bride in order to discuss the matter and try to find a workable solution to keep everyone safe. If one cannot be found the Stylist may not be able to continue with all the Services for the Booking and may not be able to issue a refund for the same.9.3 Where the circumstances in paragraph 8.2 come to the attention of the Stylist on the day of the booking, the Stylist shall not be able to continue with the booking and no refund shall be made. The Stylist will not attend or shall immediately leave the Venue where to do otherwise would place them at continued risk. The Stylist trusts that Clients understand the need for honesty in these circumstances and that the Stylist must prioritise her health and the need to protect other Clients as well.
  2. Coronavirus Infections or Exposure10.1 There is a continuing duty of care placed on the Stylist and the Client to immediately notify each other if they believe that they may have or have been in Contact with some who has Coronavirus.10.2 In the event that the Client becomes aware that they were exposed to Coronavirus before the Trial or the Booking took place (through any form of Contact or otherwise) they must inform the Stylist immediately, regardless of whether they have later developed symptoms.10.3 Where a notification in Clause 10.2 has been received, or the Stylist otherwise has reason to believe that she or a previous Client has or may have Coronavirus, or that she or a previous Client may have been exposed to Coronavirus through any form of Contact or otherwise, the following shall apply;10.3.1 The Client shall immediately notify all Clients with whom she has had contact in the past 14 days.10.3.2 Confidentiality as per GDPR shall remain in place to ensure that the details of anyone with suspected Coronavirus remains confidential.
  1. Postponing and Cancelling

 

11.1 Postponed Weddings

If you wish to postpone your wedding, we require a 30-day notice (90-day notice required for destination weddings or weddings more than 200miles from the Studio) to prevent loss of your deposit. Anything that falls under 30 days would fall under our cancellation terms and fees outlined in our wedding terms and conditions. We reserve our stylists specifically for your date. Our cancellation policy protects our stylist in the event cancellation happens with short notice.

11.2 Rescheduling after postponement.

We will do our best to ensure you have the same Stylist for your new wedding date however if the Stylist, you have booked with is not available for the new wedding date we will offer a full refund of your deposit as long as you notified us in the time specified in 11.1 above.

11.3 If you wish to cancel your on the day wedding service, we require 30-day notice (90-day notice required for destination weddings or weddings more than 200miles from the Studio) to prevent loss of your deposit. In the event cancellation occurs 0-14 days before the wedding date the full amount will be due. If wedding cancellation happens 30-15 days before the wedding date your deposit will be lost.

11.4 If you wish to cancel your consultation or trial, we require 48 hours’ notice before your appointment to prevent loss of your deposit. If cancellation occurs less than 48hr before your appointment your deposit will be lost.

11.5 If your trial or consultation has already occurred and you wish to cancel or postpone you will not receive a refund for these services or any service which has already been rendered.

  1. Postponing and Cancelling due to lockdown or restrictions mandated by the government which prevent your wedding from going ahead

12.1 In the event of lockdown or restrictions mandated by the government which prevent your wedding from going ahead Kinson Hair Studio will contact you upon notice by the government with the option to either postpone or cancel the on the day wedding service(s).

12.2 If you choose to postpone due to a mandate by the government which prevents your wedding from going ahead your deposit will be retained to secure a new date, if your new date is not available your deposit will be refunded, less the trial or consultation costs. If a new date is agreed upon 11.1, 11.2 and 11.3 above will apply.

12.3 If you choose to cancel due to a mandate by the government which prevents your wedding from going ahead your deposit will be refunded, less the trial or consultation costs. If a new date is agreed upon 11.1, 11.2 and 11.3 above will apply.

12.4 If you choose to cancel due to a mandate by the government and your trial or consultation has already occurred you will not receive a refund for these services.