Legal information for The Elbow Room and SolSpace
SolSpace T&C’s
1. Business Details
This website is operated by Emma Pearson and Angela Arman, trading as Solspace Tanning.
Registered address: Wallingford Arcade, 83 High Street, Wallingford, OX10 0BX
Registered in: England and Wales
Contact: Solspacetanning@gmail.com |07541955494
2. Health & Safety Disclaimer
At Solspace Tanning, your safety and wellbeing are our priority. Please note:
● Use of sunbeds carries health risks, including skin ageing, eye damage, and an increased risk of skin cancer.
● In accordance with the Sunbeds (Regulation) Act 2010, no one under the age of 18 may use our sunbeds.
● Customers should not use a sunbed if they have:
o Very fair or sensitive skin that burns easily,
o A history of skin cancer,
o Medical conditions affected by UV light, or
o Are taking medication that increases sensitivity to UV.
● We recommend seeking advice from your GP before tanning if you are unsure about your suitability.
● Always follow staff guidance, session limits, and protective eyewear requirements.
Use of our sunbeds is entirely at your own risk.
Solspace Tanning accepts no responsibility for adverse effects resulting from failure to follow safety advice or disclose relevant medical information.
3. Terms & Conditions
By using our services, you agree to the following terms:
● Bookings & Cancellations:
Appointments may be cancelled or rescheduled up to 48 hours in advance. Late cancellations or missed appointments may be charged in full.
● Payment:
We accept all major credit and debit cards. All payments are processed securely.
● Refunds:
Prepaid sessions are non-refundable except where required by law.
● Customer Responsibilities:
You must provide accurate health information and comply with all staff safety instructions.
● Refusal of Service:
We reserve the right to refuse service to anyone if we believe use of a sunbed may be unsafe or inappropriate.
● Liability:
We are not liable for injury, illness, or other loss resulting from misuse, failure to follow safety instructions, or undisclosed medical conditions.
● Force Majeure
We shall not be liable for any failure or delay in performing our obligations where such failure or delay results from any cause beyond our reasonable control. This includes, without limitation: acts of God, extreme weather, fire, flood, power outages, equipment breakdown, epidemics or pandemics, staff illness, strikes, lock-outs, government action or restrictions, or interruption of utilities or transport networks.
Where a Force Majeure event occurs, we will notify you as soon as reasonably practicable and will either:
(a) rearrange the affected appointment, or
(b) issue a refund for any prepaid session we are unable to rebook.
Staff Illness: In the event that we need to cancel your appointment due to staff illness, we will offer the earliest available alternative session. Prepaid minutes or packages will be extended to ensure no loss of value.
● Governing Law:
These terms are governed by and construed in accordance with the laws of England and Wales.
4. Cookies:
This site is on the Squarespace platform. Squarespace Analytics Cookies are activated or deactivated by the user when the click the relevant button on the cookie pop up window.
5. Age Restriction
Under the Sunbeds (Regulation) Act 2010, the use of sunbeds by anyone under 18 years of age is strictly prohibited.
Proof of age may be required before use.
6. Equipment Safety & Maintenance
Our equipment is 0.3 compliant.
All tanning equipment is regularly inspected and maintained to meet Health and Safety Executive (HSE) standards.
Our staff are trained to carry out safe operation and customer assessments.
7. Copyright Notice
All content on this website — including text, images, and branding — is the property of Solspace Tanning unless otherwise stated.
Reproduction or redistribution is not permitted without prior written consent.
8. Contact Us
For questions about these terms, data requests, or safety information, please contact:
Solspace Tanning
Solspacetanning@gmail.com 07541955494
Wallingford Arcade, 83 Wallingford Arcade, 83 High Street, Wallingford, OX10 0BX
Sol Space Tanning customer privacy notice
This privacy notice tells you what to expect us to do with your personal information.
· Contact details
· What information we collect, use, and why
· Lawful bases and data protection rights
· Where we get personal information from
· How long we keep information
· How to complain
Contact details
Telephone: 07541 955494
Email: solspacetanning@gmail.com
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
· Names and contact details
· Addresses
· Date of birth
· Health information (including dietary requirements, allergies and health conditions)
· Health and safety information
We also collect or use the following special category information to provide services and goods, including delivery. This information is subject to additional protection due to its sensitive nature:
· Health information
We collect or use the following information to comply with legal requirements:
· Name
· Contact information
· Any other personal information required to comply with legal obligations
· Health and safety information
We also collect or use the following special category information to comply with legal requirements. This information is subject to additional protection due to its sensitive nature:
· Health information
We collect or use the following personal information for dealing with queries, complaints or claims:
· Names and contact details
· Address
· Information relating to health and safety
We also collect the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature:
· Health information
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
· Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
· Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
· Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
· Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
· Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
· Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
· Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
· Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
· We collect information about the health of the client to ensure that there are no contraindications for their use of the sun-bed. This ensures the clients safety. We collect information about the clients age to ensure that we are complying with the law and no one underage uses a sun-bed.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for legal requirements are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
· Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
· It is a legal requirement to ensure that no one under the age of 18 uses a sun-bed. Therefore we collect information about the clients age. We also check the health of the client to ensure that sun-bed use is not contraindicated and that the client can safely use the sun-bed. We also ensure that the client is given all the relevant information about the safe usage of a sun-bed so that no undue harm comes to the client.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
· Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
· It is necessary to check the age of the client to ensure no one underage uses a sun-bed this is to both ensure their safety and to comply with the law. We also need to collect health information about the clients to prevent misuse and inappropriate use of the sun-bed that might harm the client. We also need to give the client all the necessary information about the sun-bed to prevent misuse and harm to the client.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Where we get personal information from
· Directly from you
How long we keep information
Data Retention Policy
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, tax, and health & safety requirements.
Typical retention periods are:
· Client contact and booking information: retained for 8 years from the end of the financial year in which the last appointment took place, to comply with HMRC and business record requirements.
· Health screening and skin assessment information: retained for 8 years after your last sunbed session, in accordance with Health & Safety Executive recommendations.
· Marketing consent information: retained until consent is withdrawn.
When data reaches the end of its retention period, it is securely destroyed, which may include:
· Permanent deletion from digital systems and backups
· Secure erasure from third-party booking or payment platforms
· Shredding or pulping of any physical documents
We regularly review data to ensure we do not keep it for longer than necessary.
For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Last updated
The Elbow Room Privacy statement
Patient / therapist confidentiality
Elbow Room therapists do not share personal patient information with third parties.
Mailing list
We collect your data with your consent when you sign up to our mailing list via our website www.elbowroom.net, by telephone, in person, in writing, if you opt-in via one of our partners or if you buy a ticket to one of our shows, events, classes or workshops.
We collect your name, email address, telephone number (if given) timezone, geographical region (eg county), IP address and any other preferences that you selected when they were offered at sign up.
Our mailing list is powered by Substack. Find out about more about their Privacy policy here: https://substack.com/privacy
We use your data to keep you informed of offers, shows, events, classes, workshops or anything else of interest offered by The Elbow Room and our partners.
Unsubscribing
You can unsubscribe at any time by clicking the “unsubscribe” link at the bottom of any email or you can email emma@theelbowroom.net
The Elbow Room 14 day cooling off period
If you change your mind after buying a gift card or booking a ticket for an event you can request a full refund up until 14 days later.