# Terms & Conditions — Overall App

**Last Updated:** June 2026  
**Status:** DRAFT — Local development (not yet in production)

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## What is this document?

These Terms & Conditions ("Terms") govern your use of the Crussell booking platform ("Platform"), accessible via our website and associated mobile applications.

By creating an account or making a booking through our Platform, you agree to be bound by these Terms. If you do not agree, please do not use our services.

**Business Details:**
- **Trading Name:** Crussell Salon
- **Registered Address:** Edinburgh, Scotland
- **Contact Email:** help@crussell.invalid
- **VAT Status:** Not currently VAT registered (threshold is £90,000; will register when reached)

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## Tech Stack & Operations

For complete technical and structural details of the platform, see the [[Technical Manual]] and [[Overview]].

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## 1. Account Creation & Deletion

### 1.1 Account Eligibility
- You must be at least 16 years old to create an account.
- You must provide accurate, current contact information.
- You are responsible for maintaining account security.

### 1.2 Account Deletion
You may request account deletion at any time. Upon deletion:

**If your account has no balance:**
- All personal data will be anonymized or deleted.
- Booking history will be retained for 7 years (HMRC requirement) then aggregated.
- You will lose access to loyalty stamps, referral codes, and booking history.

**If your account has a balance:**
- Your balance will become dormant and transferred to our recovery registry.
- You will receive your **Account ID** via email — keep this ID safe.
- You can recover your balance at any time by providing your Account ID.
- All other personal data will be anonymized.

**Warning:** Account deletion is permanent. You will lose:
- All booking history and treatment notes.
- Allergy and patch test records (you'll need to provide these again if you return).
- Loyalty stamps and referral codes.
- Access to your account balance (unless you retain your Account ID).

### 1.3 Inactive Account Policy
To comply with GDPR storage limitation principles, we delete inactive accounts:
- **No balance:** Deleted after 2 years of inactivity.
- **With balance:** Deleted after 5 years of inactivity (Scottish prescriptive period).

**Warning emails sent before deletion:**
- 18 months idle (no balance): 6-month warning.
- 23 months idle (no balance): 30-day warning.
- 4 years idle (with balance): 1-year warning with balance amount.
- 59 months idle (with balance): 30-day warning with balance amount.

All warning emails include your Account ID for future balance recovery.

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## 2. Bookings & Appointments

### 2.1 Making a Booking
- Bookings are subject to availability.
- You will receive confirmation via email/SMS.
- Some services require a deposit (typically 20-50% of service cost).

### 2.2 Cancellations & Rescheduling
- **Client cancellation:** Must be made at least 24 hours before appointment.
- **Late cancellation (<24 hours):** Deposit may be forfeited.
- **No-show:** Deposit forfeited, may affect future booking eligibility.
- **Business cancellation:** Full refund or reschedule offered.

### 2.3 Deposits
- Deposits are non-refundable if you cancel <24 hours before appointment.
- Deposits are applied to your final bill.
- If we cancel, deposit is fully refunded.

### 2.4 Service Changes
- We reserve the right to refuse service for health/safety reasons.
- Patch tests may be required for certain treatments (allergy records retained for 7 years).
- Service prices may change; you'll be notified before booking.

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## 3. Payments & Fees

### 3.1 Payment Methods
- Online card payments (via Square)
- In-person card/cash payments
- Gift cards
- Account balance (from redeemed gift cards)

### 3.2 Payment Processing
- Card payments processed securely via Square.
- We do not store full card details.
- Refunds processed to original payment method within 5-10 business days.

### 3.3 Split Payments
- You may split payment across multiple methods (e.g., gift card + cash).
- Each payment method processed separately.
- Refunds apply proportionally to each payment method.

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## 4. Gift Cards & Account Balances

For detailed gift card terms, see [[Gift Card Terms & Conditions]].

### 4.1 Gift Card Expiry
- Gift cards expire **24 months after last use** (rolling expiry).
- "Last use" includes: redemption, top-up, balance check, or any admin action.
- Expiry date displayed on gift card and in your account.

### 4.2 Account Balances
- Once redeemed to your account, balance does **not** expire.
- However, your account may be deleted after 5 years of inactivity.
- If account deleted with balance, funds become dormant but recoverable with Account ID.

### 4.3 VAT Treatment
- Gift cards are Single-Purpose Vouchers (SPVs) under UK VAT law.
- VAT charged at point of gift card purchase, **not** at redemption.
- When you pay with gift card balance, no additional VAT charged (already paid).

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## Appendix: Statutory Timeframes & Legal References

- **HMRC Corporation Tax records:** **6 years** from the end of the financial year (HMRC CH14600 / Companies Act 2006 s.388). We aggregate detailed records after **7 years** to maintain a safe buffer.
- **Scottish Contract Claims prescriptive period:** **5 years** (Prescription and Limitation (Scotland) Act 1973 s.6). Accounts with remaining balances must remain active for at least **5 years** to allow claims.
- **GDPR Storage Limitation:** **2 years** inactivity default for accounts with no balance (legitimate interest in relationship ends).
