Rosa Aesthetics UK & Rosa Aesthetics Academy

Booking, Deposit, Cancellation, Refund & Discounted Offer Policy
 

1. Purpose of This Policy

This policy applies to all clients and students who book treatments, consultations, packages, courses, training days, or any other services with Rosa Aesthetics UK and Rosa Aesthetics Academy.

By making a booking, paying a deposit, paying in full, accepting a discounted rate, or reserving an appointment or course place with us, you confirm that you have read, understood, and accepted this policy.

2. Deposits and Booking Fees

A deposit or booking fee is required to secure all appointments, treatment packages, and Academy course places unless stated otherwise in writing.

All deposits and booking fees are non-refundable.

Deposits and booking fees are taken to reserve time, allocate resources, and protect the business against losses caused by cancellations, non-attendance, late rearrangements, and unused reserved spaces.

3. Why Deposits and Booking Fees Are Retained

Deposits and booking fees help cover genuine business losses and costs including, but not limited to:

• reservation of a specific appointment or course space

• loss of opportunity to offer that slot to another paying client or student

• administration time, booking management, messaging, scheduling, and payment processing

• preparation time before the appointment or course

• allocation of staff, trainers, models, rooms, equipment, and clinic resources

• preparation or ordering of products, consumables, kits, training materials, or prescription-related arrangements where applicable

• insurance, compliance, and operational obligations linked to the booking

• disruption caused by short-notice changes, cancellations, or non-attendance

These charges are applied to reflect the time, resources, and business costs already committed to the booking.

4. Cancellation and Rescheduling

We require at least 24 hours’ notice if you wish to rearrange an appointment.

If less than 24 hours’ notice is given, or if you do not attend your appointment, your deposit or booking fee will be forfeited.

Where appropriate, and entirely at our discretion, we may allow one rearrangement in exceptional circumstances such as genuine illness, emergency, or other serious unforeseen event. This is a goodwill gesture only and does not create any ongoing right to reschedule, refund, or transfer your booking.

For Academy courses and training dates, missed days, lateness, failure to attend, or failure to meet course requirements may result in loss of the booked space and loss of monies paid.

5. Payments Made in Full

Where a client or student pays in full in advance, the amount paid may include a non-refundable booking element and may also be subject to deductions or retention where cancellation causes loss to the business.

Any refund request will be assessed in line with:

• the date and timing of cancellation

• whether stock, prescription arrangements, consumables, materials, or trainer allocation were arranged specifically for that booking

• whether the slot or space could reasonably be filled

• the operational and administrative costs already incurred

Where appropriate, any decision regarding refunds, credits, or transfer of sums paid remains entirely at the discretion of Rosa Aesthetics UK and Rosa Aesthetics Academy.

6. Discounted, Promotional, Sale, Offer, Model, or Special Rate Bookings

Any treatment, package, course, academy place, model slot, promotional booking, sale booking, reduced-rate service, limited offer, discounted training place, or special-price booking is sold on a strictly non-refundable and non-transferable basis.

This is because discounted and promotional rates are offered on the basis of limited availability, reduced margins, marketing value, scheduling commitments, and advance allocation of clinic or academy resources.

By purchasing or reserving any discounted or promotional service, you expressly acknowledge and agree that:

• the price has been reduced in consideration of the booking terms

• the booking is final once accepted and confirmed

• cancellation by you will result in loss of the deposit and, where applicable, all or part of the amount paid

• discounted or promotional bookings cannot be combined with other offers unless agreed in writing

• discounted or promotional bookings cannot be transferred to another person, exchanged for another service, or converted into cash, refund, or account credit unless agreed by us in writing

7. Medical, Suitability, and Treatment Refusal

All clients must provide complete, accurate, and honest medical and personal information before treatment.

If treatment cannot proceed because:

• relevant medical information was withheld or disclosed too late

• you fail to attend a required consultation or patch test

• you arrive unsuitable for treatment

• you fail to follow pre-treatment instructions

• treatment is clinically inappropriate or unsafe on the day

then the deposit, booking fee, and any sums already paid may be retained.

Rosa Aesthetics UK reserves the absolute right to refuse or postpone treatment where this is clinically indicated, necessary for safety, or required for professional compliance.

Results from aesthetic treatments can never be guaranteed and may vary from person to person.

8. Academy Terms

All Academy students must:

• attend all required sessions, practical days, and assessments

• comply with hygiene, safety, conduct, and professional standards

• arrive on time and prepared

• understand that course places are limited and reserved in advance

• understand that deposits, booking fees, and training fees are non-refundable

• understand that certificates may be withheld where required standards are not met

Where course materials, manuals, kits, resources, models, trainer time, venue space, or administration have already been arranged or committed, Rosa Aesthetics Academy reserves the right to retain deposits and other monies paid.

9. Online, Phone, and Advance Bookings

All online, phone, in-person, and advance bookings are subject to this policy from the moment the booking is accepted and confirmed.

Once an appointment date, course date, package, promotional offer, or discounted place has been reserved, that time and allocation are specifically committed to that client or student.

By proceeding with the booking, you acknowledge that the booking is made subject to these terms and that deposits, booking fees, and discounted payments remain non-refundable and non-transferable.

10. If We Cancel

If Rosa Aesthetics UK or Rosa Aesthetics Academy cancels your appointment, treatment, course, or training date, you will be offered either:

• a rearranged date, or

• a refund of any deposit or payment made for the cancelled service

This applies only where we cancel the booking and not where the client or student cancels, fails to attend, arrives late, or is unable to proceed.

11. Packages, Follow-Up Sessions, and Rebooking Responsibility

Where a client purchases a package, course, block booking, or multiple-session treatment plan, it is the client’s responsibility to book and manage all future appointments.

We may offer to arrange your next appointment at the time of your visit, but if this is not done, responsibility passes to you to contact us and secure your future booking.

We do not guarantee availability for future dates, and all appointments are offered on a first-come, first-served basis.

Unused, missed, or expired sessions caused by failure to book within the available or stated timeframe are non-refundable, non-transferable, and cannot be extended unless agreed by us in writing.

12. Fairness and Transparency

We aim for all terms to be:

• clear

• transparent

• professional

• reasonable

• consistently applied across all clients and students

This policy is intended to ensure that bookings are handled fairly, that business time and resources are protected, and that all clients and students understand the terms before committing to a service or course.

13. Agreement to Terms

By paying a deposit, paying in full, reserving a slot, accepting a discounted rate, booking a course, or attending an appointment with us, you confirm that:

• you have read this policy in full

• you understand and accept these terms

• you understand that deposits and booking fees are non-refundable

• you understand that discounted and promotional bookings are non-refundable and non-transferable

• you accept responsibility for managing your future appointments and package bookings

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All discounted, promotional, sale, model, or special-rate bookings are offered at a reduced price on a strict non-refundable and non-transferable basis.

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By paying, you confirm that you have read and accepted our Booking, Cancellation and Refund Policy, including our non-refundable deposit and discounted booking terms.