Guide for Hair, Beauty and Aesthetics Businesses

Aesthetics, Hair and Beauty Businesses

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The field of hair, beauty, and aesthetics has flourished in recent years, with innovative products and techniques meeting the high expectations of clients who seek to look and feel their best. Working in this field can be incredibly rewarding, as you bring joy and confidence to clients. However, the expanding array of treatments and services also means that the associated risks are higher than ever. Beauty and aesthetics involve deeply personal treatments, and if something goes wrong, the physical or emotional impact can be significant.

 

Let’s explore some best practices and considerations for those in this industry, so you can protect yourself, your clients, and your business.

Staying Informed: The Importance of Upcoming Legislation

Although aesthetic practices are rewarding, the field has long lacked uniform regulations. Most practitioners are highly skilled and take their work seriously, but unregulated practitioners risk damaging the public’s trust—and their clients’ well-being. Thankfully, the government has been making strides toward formal legislation. On March 1, 2022, it announced plans to introduce a licensing requirement for aesthetic practitioners, setting minimum qualification standards to safeguard the public.

Press Release – Health and Social Care Select Committee Report on the Impact of Body Image on Mental and Physical Health

The Joint Council for Cosmetic Practitioners (JCCP) is at the forefront of this effort, working with numerous regulatory bodies, including the General Medical Council and the Advertising Standards Authority, to create clear standards for aesthetic practices. As the field moves closer to full regulation, Westminster Insurance strongly supports these initiatives and encourages practitioners to start preparing for any required qualifications now. By staying ahead, you’ll be ready to adapt and continue practising confidently.

For more insights into licensing plans, check out this informative video.

Key steps to protect Yourself and Your clients

1. Work Within Your Skill Level

Only perform treatments for which you are fully trained and qualified. It may be tempting to “go the extra mile” to help clients or colleagues, but undertaking procedures without the necessary expertise can lead to complications—and void your insurance coverage.

Westminster Insurance covers various business practices, each with its own requirements for competence and training (see our What We Cover page). Ensuring you meet these standards not only protects clients but also safeguards your business in case of a claim.

Remember, at Westminster you can add as many practices as you like to one policy, without it affecting the cost. You simply pay for the single highest tiered practice you offer.

2. Maintain High Standards of Hygiene

In today’s environment, cleanliness is paramount. Adhere to government guidelines and industry-specific hygiene standards to reduce health risks. This includes sanitizing tools, regularly cleaning treatment areas, and taking precautions to prevent cross-contamination. High standards are not only good practice; they’re often a condition of your insurance policy.

3. Perform Patch Tests

Many treatments require a patch test to check for allergic reactions. This may even be a condition of your insurance policy, so it’s crucial to check the details. Conduct patch tests for every new client and whenever a new product or procedure is involved.

 

Patch tests should be carried out with every new person, and every existing customer whenever a new product or procedure is to be carried out, periodically as per industry guidelines, and if the customer has since had the covid virus or received a covid vaccination (see more guidance below).

Prior to conducting the skin patch test the customer should be advised of the risks and sign an Agreement/Consent Form. (Read more about this below)

The skin patch test should be carried out on the client at least 24 hours prior to treatment and treatment commenced only where no adverse reaction occurred.

However, where a client refuses to undergo a patch test, you should obtain a Waiver Form signed by the client detailing their refusal and understanding of the risks associated. The Agreement/Consent or Waiver Form must be retained in the client’s treatment file during the period of insurance.

Since the COVID19 Pandemic some practitioners are choosing to enable their customers to conduct the Skin Patch Test at home to minimise visits to the salon. This is acceptable provided that the following protocols are followed:

Before performing a patch test, explain the risks to your client and have them sign a consent form. If a client refuses the test, document their decision with a Waiver Form in their file, showing they understood the risks and opted out. Keeping these records is crucial, as they demonstrate your diligence and professionalism.

4. Check Your Customers Age

Many cosmetic treatments are very popular with young ladies who can often look older than they are. Be aware of age restrictions related to any treatments you offer and when providing them ask your customer for photo identification (passport/ driving licence). Take a photograph of it and keep on file.

 

Since 1st October 2021 it has been a criminal offence to administer botulinum toxin (commonly known as ‘Botox’) or a filler by way of injection for a cosmetic purpose to a person under 18 in England, even if they have the permission of someone over 18.

 

Read the Government’s Guidance

https://www.gov.uk/government/publications/botulinum-toxin-and-cosmetic-fillers-for-under-18s/botulinum-toxin-and-cosmetic-fillers-for-under-18s

5. Recognize Contraindications

Contraindications—symptoms or medical conditions that make certain treatments unsafe—must be carefully evaluated before each session. A thorough consultation should cover the client’s medical history, allergies, and medications, and they should sign a consent form confirming the information provided. If a contraindication is present, adapt the treatment accordingly or obtain a doctor’s approval if the client still wishes to proceed.

6. Be Cautious with Numbing Products

Numbing products are used during the process of several beauty and aesthetic treatments. There are a number of products on the market, and it is important that practitioners use only those that are FDA/MHRA/EMA Approved.

There is increasing use of topical anesthetics to decrease the pain associated with superficial dermatologic, aesthetic, and laser procedures. Numerous topical anesthetic products (particularly lidocaine-containing) are available, but comprehensive reviews are lacking regarding their relative safety and appropriate dermatologic uses.

Local anaesthetics can be applied by using subcutaneous injections to clients who require it. Acceptable practitioners for this type of anaesthetics are Surgeon, Doctor, Physician Associate, Nurse, Prescribing Nurse, Dentist, Paramedic, Dental Therapist/Hygienist, Pharmacist, Prescribing Pharmacist, Podiatrist, Optometrist, Osteopath, Physiotherapist, Orthoptist, ODP, Phlebotomist, clinically trained NHS Band 5 or above, with the appropriate training for administering such anaesthetics. When using subcutaneous local anaesthetics, it is important to follow industry standards and requirements and NHS guidelines.

Factors that should be considered to reduce the risk of adverse events associated with the use of topical anesthetics include:

Ensuring Compliance with Insurance Conditions

Some of the following practices may be stipulated in your insurance policy, while others are just good business practice. Either way, following these steps will help protect both you and your clients.

Avoid Using Unapproved Products like Lipostabil

Lipostabil (also known as Flabjab™, Lipomelt, and other names) is an unlicensed product in the UK. While it was once popular for fat reduction, it has since been banned due to its links to infection and nerve damage. Always ensure that products are CE or MHRA licensed to avoid health risks and legal complications.

Document ‘Before and After’ Photos

Taking photos before and after treatments can be helpful for promotion, but they are also essential documentation if a claim arises. Check your policy to see if this is a required practice and store these images securely in the client’s file.

Sharps Safety and Needle Stick Policy

For treatments involving needles or sharp instruments, it’s vital to have a Needle Stick Injury (or Sharps) Policy and provide training to all staff involved in these procedures. Record attendance at any training sessions and keep the records in employee files to demonstrate compliance.

Use Agreement and Waiver Forms

Obtaining signed consent is a key part of managing risk. Agreement/Consent and Waiver forms should document the client’s acknowledgment of potential risks and their understanding of any contraindications or testing procedures. Key elements of a comprehensive consent form include:

These forms are essential for your protection and show that clients are informed, aware, and have consented to the treatment.

Never Assume “It Won’t Happen to Me”

Many experienced professionals assume that their skill and caution will prevent any issues, but the reality is that unexpected complications can happen. Insurance provides essential protection against unforeseen incidents. At Westminster Insurance Ltd., we specialise in tailoring coverage for hair, beauty, and aesthetics professionals. We offer Professional Indemnity, Public Liability, and Medical Malpractice insurance to protect you, your clients, and your reputation.

Explore our comprehensive coverage options at uk.westminster.global or call us at 01305 839 939 to speak directly with our friendly team. With Westminster Insurance, you can focus on helping clients look and feel their best—confident that you’re fully protected.

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