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Guide for Hair, Beauty and Aesthetics

Guide for Hair, Beauty and Aesthetics


The field of hair, beauty and aesthetics has grown immensely over recent years with the development of more and more products and processes designed to meet the increasingly demanding needs of customers who want to improve the way they look and feel.

It can be immensely rewarding and satisfying work, bringing much joy to your customers. However, hand in hand with the expansion of services is the increasingly high risks attached to them. By their very nature, these are personal and emotive treatments and if things go wrong it can lead to a physically or emotionally traumatic outcome. Naturally, the insurer needs to know that your working practices are of a high standard and that you take reasonable measures to protect yourself. Therefore, you will often find certain conditions stated in the Business Practice Definition which you must comply with. The following are recommended anyway, even when not specifically stipulated.

Protect yourself and your customer

Nothing can prevent a genuine accident – the truth is that sometimes things just go wrong! But it is important that you do everything you can to minimise the dangers to protect yourself and your customer. This includes checking the terms of your insurance and complying with the 'good practice' requirements stipulated, as well as those you know to be specific to your work.

  • Work within your skill level

    Only carry out work for which you are fully trained, qualified and competent. Never be tempted to do something you know you shouldn’t, even with the best intentions of being kind and helpful to your customers or colleagues. All the Business Practices we cover have a definition attached (see our What We Cover page) and within that it will state the level of competence, training or qualification you must have in order for your insurance coverage to be valid.

  • General Hygiene

    In today's environment the need for high standards of cleanliness and hygiene exist more than ever. Always ensure you comply with any industry specific or government guidelines in place.

  • Patch Tests

    Many treatments require a skin patch test and you may find that this is a condition attached to your insurance – check the wording! Even if not stated, you should always carry out such a test prior to any treatment that could lead to an adverse reaction.

    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.

  • Covid-19 Related Measures


    The following link(s) are useful sources of information, but you must take personal responsibility for ensuring you have the up to date guidance/regulation.




    Due to 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

    - the patch test kit is sent out via courier or first class Royal Mail

    - included are clear instructions on how to carry out the patch test

    - the test is done at least 24 hours before the treatment

    - prior to the treatment the customer must sign a waiver to say they have carried out the test and there were no adverse reactions.

    A customer who has had Covid19 and/or the vaccination should be considered as having ‘a change in medical history’ and dealt with accordingly.

    Product manufacturers’ instructions should be adhered to but in the absence of instructions relating to timeframes, a period of at least two weeks should be allowed following infection recovery and/or vaccination before a patch test or treatment should be carried out.

    As always, ensure that you keep clear and accurate records in the client’s treatment file.

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 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.

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

  • the amount of product used
  • concentration of active ingredients
  • method of application
  • body location
  • size of the surface area
  • duration of product application
  • patient specific risk factors - such as drug interactions (among others)

Taking Photos

Many practitioners like to take ‘before and after’ photos for promotional purposes, but there is a much more serious reason for taking them. For certain treatments this is a condition of your insurance and in many situations is just good practice anyway. Check your policy wording.

Photographs should be stored on the client’s file during the period of insurance.

Use of Needles

Where needles or sharp instruments are used in the performance of your business, you need to maintain and distribute to all relevant employees an up-to-date copy of your Needle Stick Injury (or Sharps) Policy and Procedure document and where applicable provide full training on this subject. Attendance at such training must be evidenced in writing and stored on all employee files.

Explaining the Risks, Agreement/Waiver Form

IMPORTANT: The process of obtaining relevant health information, advising your customer of the possible risks associated with the treatment they want, and getting signed Agreement/Consent that they have received this information and accept the risks is very important! Forms must be signed in person by the client and held on file.

A waiver is a document that obtains written confirmation that your customer is relinquishing a right or privilege. This ‘waiver’ minimises the risk of legal implications if a customer or client gets injured, however, waivers can be used in a variety of situations. A waiver will generally inform the signer of the rights that they are relinquishing and will often require the individual to sign and print their name at the bottom of the form, in addition to providing the date. By signing and dating the document, the individual states that he or she clearly understands and agrees to the relinquishment of their rights.

There are many variations of Agreement/Consent and Waiver forms but some of the key points it should contain are:

- confirmation that they have provided full and accurate disclosure of existing medical conditions etc

- details of the treatment to be carried out (patch test or full treatment)

- a list of the contra-indications that would prevent having the treatment

- information about the potential risks (this may include things like allergic reactions, hospitalisation, permanent disfigurement or even death)

- a section confirming that the customer has had a patch test (if relevant) and has had no adverse reaction, or that they were offered a patch test but refused it

- a paragraph stating that they ‘waive’ their right to take legal action against you

Never think 'It won't happen to me'

If you are highly experienced and good at what you do, it can be easy to think that nothing will go wrong. Unfortunately, that may not be true, so the best advice is to follow good practice and be insured.

What We Cover

Click here to see the full list of business practices we cover in the hair, beauty and aesthetics arena

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