Practitioner Policies & House Rules

1. General Overview

Aromah Wellness Centre operates as a shared, professional space for self-employed practitioners.

All practitioners are responsible for running their own independent practice and for ensuring that they operate safely, professionally, and in accordance with all relevant regulations.

By completing registration and renting the space, you agree to the following policies.

2. Self-Employment & Responsibility

All practitioners operate on a self-employed basis.

Aromah Wellness Centre is not responsible for:

Your clients
Your treatments
Your income or business operations
Your personal belongings, equipment, or money brought onto the premises

You are fully responsible for:

Your client care and experience
Collecting your own client payments
Managing cancellations or no-shows from your clients
Any financial loss resulting from your clients cancelling

If your client cancels or does not attend, this does not affect your booking with the centre. You remain responsible for paying for your booked time.

3. Insurance & Qualifications

You must hold valid and up-to-date insurance covering all treatments you offer.

Your insurance must allow you to operate from a rented treatment space.

You must hold relevant qualifications or training for your services.

Copies must be provided before your first booking.

4. General House Rules

No candles, incense, or open flames
No smoking or vaping inside the premises
Respect the space, equipment, and other users
Do not leave clients unattended
Maintain a professional and respectful environment at all times
No illegal or high-risk activities
Practitioners and their clients must not touch, lean on, or place pressure against any mirrors throughout the centre, particularly the studio mirrors. When using meditation seats, cushions, or pillows in the studio, these must be placed away from the mirrors so clients are not encouraged to lean back against them. Yoga mats must also be set up with enough space to ensure clients cannot bump into or come into contact with the studio mirrors.
Practitioners should guide clients to place coats, bags, shoes, and personal belongings in the cloakroom/designated storage area where available. Personal items should not be left scattered throughout the centre, treatment rooms, studio, reception areas, or walkways.

5. Bookings, Time Allowance & Payments

All bookings must be made in advance.

Payment terms will be agreed prior to booking.

Bookings are only confirmed once payment (or deposit, where applicable) is received.

Time Allowance -

All bookings include a 15-minute set-up period before and a 15-minute clean-down period after.

Example:
A 1-hour booking provides 1 hour 30 minutes total access.

Full-day bookings include:

15 minutes before the start of the day
15 minutes after the end of the day

You are responsible for ensuring:

The space is returned as it was provided
The room is clean, organised, and all furnishings are returned to their original place

Time Overruns -

Your booking must include sufficient time for your full session, including client changeover, clean-down, and exit.

If you exceed your allocated time, additional charges will apply.

Charges will be:

Calculated in full hourly increments (not by the minute)
Applied at the standard hourly rate

Continued overruns may affect future booking availability.

6. How to Request a Booking

To request a room or studio booking, practitioners must do so via email to AromahWellnessCentre@gmail.com with the subject “Booking Request – [Practitioner Name] – [Requested Date]”. Practitioners should first speak with their client, confirm their own availability, and then send a booking request with enough information for us to check availability and suitability. Practitioners are not given direct access to the centre calendar, so all bookings must be requested and confirmed by the centre.

A booking is not confirmed until Aromah Wellness Centre has confirmed availability and the required deposit or payment has been received. Please do not confirm the final appointment time with your client until your booking has been confirmed by the centre.

Please copy & paste the follow text to use as a template when requesting a booking.

Practitioner name:
[Your name]

Requested date:
[Date]

Requested start and finish time:
[Start time – finish time]

Preferred room/studio:
[TR1 / TR2 / TR3 / Studio / No preference]

Alternative date/time options:
[Option 1]
[Option 2]
[Option 3]

Type of session/treatment:
[For example: massage, facial, reiki, acupuncture, yoga, Pilates, sound bath, consultation, etc.]

Session noise level:
[Quiet, medium, loud]

Special requests:
[insert here]

7. Cancellation Policy (Centre Bookings)

Cancellations made more than 72 hours (3 days) in advance will receive a full refund or transferable credit.

Cancellations made between 48–72 hours in advance will incur a 50% charge.

Cancellations made less than 48 hours in advance will incur a 100% charge (no refund).

This policy reflects the difficulty of rebooking short-notice availability and ensures fairness across all practitioners.

8. Use of Space

Rooms and studio must only be used for agreed activities and services.

Bookings must include sufficient time for set-up and clean-down (included within your time allowance).

The space must be left in a clean and professional condition after each use.

9. Noise & Environment

Aromah Wellness Centre is a calm, wellness-focused environment.

Noise must be kept at a respectful and appropriate level at all times.

You are responsible for:

Ensuring your clients follow this expectation
Managing the volume and nature of your sessions

If your practice involves elevated or substantial noise levels, this must be communicated in advance so suitability within the space can be assessed.

10. Music & Sound

Aromah Wellness Centre provides licensed background music for use within the premises.

Due to licensing requirements, practitioners are not permitted to play their own music within the centre. This includes music from personal phones, Spotify, Apple Music, YouTube, playlists, downloaded tracks, CDs, speakers, or any other personal music source.

Practitioners must use the music provided by Aromah Wellness Centre on the devices supplied within the centre.

Practitioners may choose from the available music channels/playlists provided. We recommend selecting and testing your preferred playlist during your 15-minute set-up time before your session begins, so the room is ready for your client.

Recommended playlists include:

CALM – Deep Relaxation
Best for: massage, meditation, hypnosis, spiritual journey, and relaxation practices.
Recommended as the best option for most treatments and sessions.
SLOW & RELAXING – Ease away the tensions of a busy day
Best for: instrumental relaxing background music.
SOOTHING – Gentle & Relaxing
Best for: gentle instrumental relaxing background music.

There are. more playlists to choose from, however the above 3 are recommended for you to check for suitability first to help save you time in your selection.

All music must be kept at a low and respectful volume at all times.

Music must not be played at a level that can be clearly heard in other rooms or disturb other practitioners, clients, classes, or treatments.

Aromah Wellness Centre reserves the right to request that the volume is reduced, the playlist is changed, or the music is turned off where necessary.

The atmosphere of the centre is calm, grounding, and restorative, and all practitioners are expected to contribute to maintaining this environment.

11. What Is Provided

Each therapy room includes:

Massage/therapy bed
Equipment trolley
Client chair
Mirror
Clock
Bin
Lighting and music speaker, device & soundtracks

For studio use:

Yoga mats
Yoga blocks
Meditation chairs (upon request only)
Blankets
Pillows (upon request only)

Additional amenities:

Waiting areas
Kitchenette (tea/coffee, kettle, fridge/freezer)
Wi-Fi
Heating and electricity

12. What You Must Provide

All linens, towels, coverings, pillows & massage bed toppers
All products and consumables used in your treatments
Any specialist equipment required for your practice
A suitable chair for yourself if required for your practice
Your own booking system for your clients

All equipment provided by the centre must be treated with care and returned to its original condition and location after use.

13. Student Practitioners / Trainees

Practitioners who are currently in training must clearly inform all clients, in advance of any booking or treatment, that they are a student and not yet fully qualified. This must be communicated transparently at the point of booking and again prior to the session taking place.

Student practitioners may only carry out treatments, services, or sessions that are permitted within their course guidelines and must ensure they are appropriately insured for student practice.

Clients must give informed consent to receive treatment from a student practitioner. Aromah Wellness Centre accepts no responsibility for any failure to disclose student status.

14. Cleanliness & Hygiene

You must maintain a high standard of cleanliness at all times.

All surfaces and equipment must be cleaned after use.

All waste must be disposed of appropriately.

15. Damage & Liability

Practitioners are fully responsible for any damage caused to:

The room
Equipment
Furnishings
Shared spaces

This includes damage caused by:

The practitioner
Their clients

Any damage must be reported immediately.

The practitioner will be responsible for the full cost of repair or replacement.

Where damage is caused by a client, it is the practitioner’s responsibility to recover any associated costs from their client directly.

16. Health & Safety and Fire Safety

Practitioners must operate in a safe, responsible, and professional manner at all times while using Aromah Wellness Centre. All practitioners are required to read and follow the centre’s Health & Safety and Fire Safety information, including the relevant risk assessments, control measures, and evacuation procedures for the spaces they are using.

You can view the full Health & Safety and Fire Safety information here.

Practitioners are responsible for ensuring that their own practice, treatments, equipment, and client care procedures comply with any relevant health and safety standards for their profession. Any accidents, incidents, hazards, injuries, or safety concerns must be reported to Aromah Wellness Centre as soon as possible.

Fire exits, escape routes, and access areas must be kept clear at all times. Practitioners must not block doorways, corridors, exits, fire equipment, or any part of the evacuation route. In the event of a fire alarm or emergency, practitioners are responsible for safely evacuating themselves and their clients/students, following the centre’s evacuation procedure, and not re-entering the building until it is confirmed safe to do so.

17. Access, Keys & Security

The premises must not be left unsecured at any time.

If no receptionist is present, the front door must remain closed and secured during your session.

Keys (where issued) -

Keys are only given to trusted practitioners at the centre’s discretion.

If you are given a key, you must follow all opening and closing procedures.

You are responsible for:

Securing the premises
Returning the key as agreed

Lost keys will result in charges for replacement and any necessary lock changes.

18. Heating & Energy Use

Heating in shared areas is controlled centrally. Practitioners and clients must not tamper with, adjust, unplug, or interfere with heaters in shared areas.
In the room you have rented, you may turn the heater on or off if needed during your session.
Heaters must not be unplugged from their Tapo smart plugs at any time.
To turn the heater on or off, please use the button on the left side of the Tapo smart plug.
At the end of your session, please ensure the heater in your rented room is turned off before leaving.
If you require specific temperature adjustments in advance, please let us know before your booking where possible.
Sessions requiring elevated heat levels, such as hot yoga or hot treatments, may incur an additional charge.

19. Licensing (If Applicable)

If your practice requires a local authority licence, you must:

Hold a valid licence
Provide a copy prior to operating

You are responsible for ensuring your treatments comply with all legal requirements.

20. Data Protection and Client Confidentiality

Practitioners are responsible for handling their own client information in line with UK GDPR and data protection requirements. This includes client contact details, consultation forms, treatment notes, health information, consent forms, and any other personal or sensitive information collected as part of their practice.

Aromah Wellness Centre will handle practitioner information securely and only use it for purposes connected to enquiries, bookings, onboarding, payments, communication, insurance/qualification checks, and centre management. Aromah Wellness Centre does not collect, store, manage, or take responsibility for practitioners’ client records or client data.

Practitioners must keep all client information secure and confidential at all times. Client records must not be left unattended, stored on the premises, or disposed of at the centre unless agreed in writing. Practitioners are responsible for any data breach, loss, or confidentiality issue relating to their own client records.

21. Changes to Policies

Aromah Wellness Centre reserves the right to update these policies at any time.

Practitioners will be notified of any significant changes.

22. Agreement

By completing onboarding and renting the space, you confirm that you:

Have read and understood these policies
Agree to follow all guidelines
Accept full responsibility for your practice within the space