Updates in the safety guidelines for salons in the UK - Q&A

Updates in the safety guidelines for salons in the UK - Q&A

The last few weeks brought changes to the restrictions and guidelines for businesses all around the United Kingdom. Some of them directly affect close contact services, which include all branches of the hair and beauty industry. If you got lost in all the important updates, don’t worry - we have you covered. Without any further ado, let’s establish what kind of face coverings you are supposed to wear, what the consequences are of failing to comply with these regulations, what the deal is with NHS QR codes, what the updates are regarding Test and Trace, and much, much more.

Useful sources

Remember that this article is a handy summary of the information provided by the official government sites, focused on the elements most relevant to the hair and beauty industry. Keep in mind that the guidelines are subject to constant changes, and that official government sites are always the most reliable and up-to-date source of information. For more details, make sure to visit:

• Updates in safety measures introduced on 22nd September
• The government’s guidance for close contact services
• The government’s guidance on NHS Test and Trace

Face coverings

The guidelines regarding wearing a face covering in the salon have changed a few times in the span of the last few months, so the confusion is understandable. What are the current guidelines when it comes to protection equipment for both your employees and clients?

Question: Is wearing a face covering enforced by law?

As of the latest relevant update, from 24th September, the guidance stating that face coverings and visors or goggles should be worn in close contact services has become law.

Question: What kind of face covering should be worn by salon staff?

The required equipment involves a Type II face mask, paired with goggles or a visor. Both goggles and the visor can be reusable, but should be regularly disinfected. Mind that goggles are not regular glasses - according to the government guidelines, they must be close-fitting with no obvious openings or vents.

Question: Are salon clients required to wear face coverings?

From 8th August, customers visiting beauty, hair and nail salons, as well as barbershops, spas, massage centres and tattoo studios, were recommended to wear face coverings. It used to be a guidance, however, from 24th September, it is also required by law.

Question: As a salon owner, am I required to provide masks to my clients?

In fact, you are not. It is their responsibility to acquire and put on their face covering before entering into your business. Although it is not mandatory, it’s a good idea to have some spare masks in the salon for the sake of good customer service and to avoid losing money by not being able to treat a client that forgot their mask.

Question: What should I do when a client refuses to wear a face covering?

According to the government’s guidance, you should “take reasonable steps to encourage customer compliance”, namely by reminding them it is currently mandatory by communication and notices at the entrance. If necessary, you can inform the police and proper fines may be issued.

Question: What if a client claims that their medical condition makes it impossible to wear a face covering?

If someone’s age, health or disability causes them significant discomfort when wearing a mask, they cannot be forced to do so. Moreover, they are not required to have any kind of proof of their condition. Nevertheless, if such a document is to make them more comfortable, they are encouraged to prepare themselves an exemption card, badge or even a home-made sign. The government even delivers templates of exemption cards one can fill and either save in their mobile device or print.

Question: What are the fines for failing to comply with the law on face coverings?

For first-time offenders, the fine is £200, which can be reduced to £100 if paid within two weeks. Repeat offenders receiving fines on public transport or in an indoor setting will have their fines doubled at each offence, without the possibility to reduce it by quick payment.

Question: Should I inform my clients about the necessity to wear a face covering?

You definitely should, as an act of courtesy and a step to encourage customer compliance. However, as wearing a face covering in the businesses providing close contact services is now a widely announced law, you are not responsible for clients failing to acknowledge it. Nevertheless, it’s a good practice to remind clients about this requirement before their visit. You can do so using either automated booking notifications or bulk messaging feature in your Booksy account.

Collecting data

Recently, there were some updates when it comes to the NHS Test and Trace service as well. We will focus on the most crucial parts - if you are in need of more details and a further discussion of the requirements, make sure to visit our article on Test and Trace in the hair and beauty industry.

Question: What is the NHS Test and Trace?

It is a project that aims to ensure that anyone who could have been infected with the coronavirus can be quickly traced, tested and, if necessary, notified that they have to self-isolate.

Question: How does Test and Trace relate to hair and beauty salons?

As a business that provides close contact services, you are at risk of becoming a source of a COVID-19 outbreak. The project helps to trace recent close contacts of anyone who tests positive for coronavirus and, if necessary, notifies them that they must self-isolate at home to help stop the spread of the virus. This is why you are supposed to gather and store information that will become crucial if there is a need for tracing individuals suspected of being infected.

Question: How exactly do I partake in the Test and Trace project?

There are basically two elements you are required to do. Firstly, you must register for an official NHS QR code and display the official NHS QR poster in your salon. This allows users to quickly and easily ‘check-in’ to your venue by scanning the code in their NHS COVID-19 app. It’s a requirement that came to life from 24th September. Secondly, you are asked to collect the data from your clients and maintain it for 21 days. The information you are supposed to gather is:

•     names
•     phone numbers
•     times of arrival
•     times of departure (if possible)
•     which team member served them

You are also asked to keep a record of all staff working on the premises on a given day, the time of their shift, and their contact details.

Question: Is displaying the NHS QR code interchangeable with manual information gathering?

No, it isn’t. You have to display the code even if you are already collecting client contact details. However, in England, you do not have to ask people who choose to ‘check in’ using the official NHS QR code to provide their contact details (but you still can if you want to, especially if you usually ask for them anyway for business purposes). If there is an outbreak associated with a venue, a message will be sent to the relevant app users with the necessary public health advice.

Question: How should I store the data?

For Track and Trace purposes, you should keep the records for 21 days. After this period, all information gathered for the project should be securely disposed of or deleted. Naturally, you only delete the information gathered exclusively for the project purposes, keeping your regular customer records as normal. The government advises to use digital systems, in order to ensure data safety and GDPR compliance, although storing paper records is permitted. If you are using Booksy, you are basically set in that matter - we offer a detailed customer records feature with an excellent level of security.

Question: Is partaking in Test and Trace mandatory?

Yes, currently it is. Collecting contact details and maintaining records for NHS Test and Trace is a legal requirement and failure to comply is punishable by law with a fine. When the project was introduced, it was encouraged, yet not mandatory, however, from 18th September, taking part in Test and Trace is enforced by law.

Question: What are the fines and penalties for failing to partake in Test and Trace?

The first fixed penalty is £1,000, the second is £2,000, the third is £3,000, and any further penalty notice thereafter is £4,000. As a business owner, you take responsibility for taking part in the project and are liable.

Question: If I partake in Test and Trace, am I also supposed to ask clients to fill in health screening questionnaires?

Yes, it is still necessary for the UK and Ireland. The aims of these activities are different - Test and Trace is supposed to help to quickly find and inform people about potential exposure to COVID-19, while health screening questionnaires are meant to stop potentially ill people from coming to your salon and infecting employees and other clients. These are independent actions and you should perform both.

Functioning in the so-called “new normality” made it very clear that running a business in the beauty industry requires a few digital advancements. The coronavirus shook the paradigms of the industry and continues to prove that digitalisation is a foundation of security in times of crisis. Thanks to our software, you can take online bookings, add prepping and recovery times to the services (which is necessary for the disinfection), offer online gift cards (making a profit even under a lockdown), have clients fill out the COVID-19 disclaimer form before they arrive at your door, gather customers’ data in a GDPR-compliant way, and so much more. If you want a digital assistant you can rely on in the times of need, give Booksy salon management system a go and start your free trial now.