Note: This policy forms Section 8 of Beautiful LifeStyle Ltd.’s Terms of Service for Medical Consultations and Health Coaching.
To ensure fairness to all our clients, efficient management of our practitioners’ time, and the smooth operation of our Services, the following policy applies to appointment confirmation, cancellations, re-scheduling, and late arrivals.
Legal Basis for Cancellation Terms: By booking an Appointment for a specific date and time, You enter into a contractual commitment that reserves practitioner availability and excludes other potential clients from that time slot. This specific temporal commitment creates legitimate business interests that affect Your statutory right to cancel and receive refunds. These cancellation terms are legally enforceable as they reflect the commercial reality of appointment-based services where time slots, once reserved, cannot be resold if cancelled at short notice.
8. Cancellation, Re-scheduling & Late Arrival Policy
8.1. Appointment Confirmation and Pre-Appointment Compliance
8.1.1. Payment & Forms Deadline for Confirmed Appointments: For your confirmed Appointment to proceed without interruption, all necessary information, including any remaining required forms (if not already fully received and reviewed during the Client Acceptance process), must be complete and acknowledged by Beautiful LifeStyle Ltd. a minimum of 48 hours before your scheduled Appointment time. This ensures sufficient time for pre-appointment preparation and allows us to provide you with the best possible service.
8.1.2. Automatic Cancellation for Non-Compliance: If payment (as per Clause 3.4) and all required forms are not fully processed and received within this 48-hour timeframe leading up to your confirmed Appointment, your Appointment will be automatically cancelled.
8.2. Client Cancellation & Re-scheduling
8.2.1. Required Notice for Individual Appointments: We understand that life can bring unexpected challenges. If you need to cancel or re-schedule an individual appointment, we ask for a minimum of 48 hours’ notice prior to your scheduled appointment time. This helps us offer your slot to other clients who may be waiting for care.
8.2.2. Late Cancellation and No-Show Policy:
- Late Cancellation (less than 48 hours’ notice): While we understand that sometimes circumstances are beyond your control, cancellations with less than 48 hours’ notice prevent us from offering your appointment time to other clients in need. In these situations, the full appointment fee will apply.
- No-Show: If you are unable to attend your scheduled appointment, we ask that you contact us as soon as possible. Appointments missed without notification will incur the full appointment fee, as the reserved time cannot be offered to other clients.
8.2.3. Programme of Care Package or Membership Appointments:
- Notice for Package Appointments: If your Appointment is part of a pre-paid programme of care package or membership and you do not advise us of cancellation with a minimum of 48 hours’ notice, that specific Appointment will be forfeited. No refund will be provided for the forfeited Appointment, and you will not be able to re-schedule that Appointment.
- Re-scheduling within Packages (with sufficient notice): If you provide the required 48 hours’ notice of cancellation for an Appointment within a package or membership, we will assist you in re-scheduling that Appointment. However, please note that all Appointments included in a package or membership must be completed within the original time frame specified for that programme. Appointments cannot be carried over beyond the programme’s end date.
8.3. Late Arrival Policy
8.3.1. For Clients Arriving Late:
- Grace Period: We offer a grace period of 10 minutes from your scheduled Appointment start time.
- Session Duration: If you arrive within this 10-minute grace period, your session will commence upon your arrival but will still conclude at the originally scheduled end time. The time lost due to late arrival cannot be recuperated by extending the session, as this would impact subsequent bookings.
- Significant Lateness & Cancellation: If you arrive more than 10 minutes late for your scheduled Appointment, we reserve the right to consider this a missed Appointment. In such cases, your Appointment may be cancelled, and you will be charged the full fee for the session. This is because insufficient time may remain to conduct a meaningful, safe, or effective Consultation.
- Notification: If you anticipate being late, please contact us as soon as possible via the methods below to inform us. While we will do our best to accommodate you, we cannot guarantee the full session duration or avoid a cancellation if you are significantly late.
8.3.2. For Practitioners Running Late:
- Notification: While we strive to run on time, occasional and unavoidable delays can happen. If your practitioner is running more than 10 minutes late for your scheduled Appointment, we will endeavour to notify you as soon as possible using the contact details you have provided.
- Session Adjustment: In such cases, we will offer to extend your session duration to ensure you receive your full allocated time, if our schedule permits.
- Rescheduling or Refund: If extending the session is not possible due to our schedule, or if the delay is significant and impacts your ability to have a meaningful Consultation, we will offer to re-schedule your Appointment at no additional charge to you, or provide a partial or full refund for the session, depending on the circumstances and your preference.
8.4. Our Right to Cancel or Re-schedule
Beautiful LifeStyle Ltd. reserves the right to cancel or re-schedule Appointments due to unforeseen circumstances, such as practitioner illness, technical issues, or other operational reasons beyond our control. In such instances, we will:
- Provide you with as much notice as possible.
- Work with you to re-schedule your Appointment at the earliest convenient time without any additional charge to you.
- If re-scheduling is not possible, a full refund will be provided for the cancelled Appointment.
8.5. How to Notify Us
All notifications regarding cancellations, re-scheduling requests, or anticipated late arrivals must be communicated directly to Beautiful LifeStyle Ltd. via:
- Email: info@beautifullifestyle.co.uk
- Phone: +44 0744991514