Policies and Procedures

Policies and Procedures- (updated 6/12/22)



Old Mechanicsville Health Spa Policies & Procedures


Cancellation Policy
We understand that unanticipated events happen occasionally in everyone’s life. In our desire to be effective and fair to all clients, the following policies are honored:

24-hours’ notice is required when canceling or rescheduling an appointment. This allows the opportunity for someone else to schedule an appointment. If you are unable to give us 24 hours’ notice you will be charged the full amount of your appointment. This amount will be charged to the credit card you inputted into our system when you booked your session. By signing this agreement and by providing your credit card number to hold the reservation you agree to allow us to charge the card on file. While we understand that emergencies do happen, the reason for the cancellation does not change our policy. We will, however, provide credit for any appointment times we are able to re-book. For this reason, ample notice is requested. 

Anyone who either forgets or consciously chooses to forgo their appointment for whatever reason will be considered a “no-show.” No shows will be charged the full amount of your appointment. This amount will be charged to the credit card you inputted into our system when you booked your session. By signing this agreement and by providing your credit card number to hold the reservation you agree to allow us to charge the card on file. While we understand that emergencies do happen, the reason for the no show does not change our policy. We will, however, provide credit for any appointment times we are able to re-book. For this reason, ample notice is requested. 

Frequent violators (3 or more late cancels or no shows) will be required to prepay a non refundable deposit to book future appointments. If client does not wish to prepay deposit, they will be banned from receiving future services at Old Mechanicsville Health Spa.

Late Arrivals
If you arrive late, your session may be shortened to accommodate others whose appointments follow yours. Depending upon how late you arrive, your therapist will then determine if there is enough time remaining to start a treatment. Regardless of the length of the treatment given, you will be responsible for the “full” session. Out of respect and consideration to your therapist and other customers, please plan accordingly and be on time. 

If you are 15 minutes late, we will call to check on you. If you do not answer, we will assume you are no longer able to come in and your session will be marked as a no show, and you will be charged full price.

Inappropriate behavior/ sexual harassment will not be tolerated and will result in immediate termination of your session. The credit card on file will be charged the full amount of the service if you are asked to leave for any reason or if you walk out without paying for your services. The Hanover County Sherriff's department will also be notified immediately and police report(s) will be filled. If clients behavior results in a court appearance on our end, client agrees to pay all costs associated with said appearance, including but not limited to court fees, lawyer fees, mileage, and staffs hourly wages for work missed.

So that we can provide you the most sanitary environment, provide you the best possible treatment, and for the health of our staff, we require that all of our clients shower immediately prior to coming in for services. Showering prior to your massage loosens the muscles allowing the therapist to better release areas of tension, as well as relaxes your body for treatment. Showering before your wax appointment helps open up the pores allowing for less painful hair removal, and eases follicle release. Showering before your skincare service opens up your pores allowing for better product penetration and more noticeable results for you. We reserve the right to refuse service to anyone if their hygiene is questionable.  

Anti-Discrimination Policy
We pride ourselves on being an equal opportunity employer, and we prohibit discrimination or harassment of any kind. We celebrate diversity. All employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. We will not tolerate discrimination or harassment based on any of these characteristics. From time to time we have clients request a therapist based on gender, race, religion, or other factors not related to health concerns or the therapist’s skill level or educational background. Since these factors do not determine the value of the massage, we do not honor these prejudices. We assign clients to our therapists based on the client’s health needs, and who will be the best therapist for them based on those needs. We also assign appointments based on availability. There are plenty of practices who only hire a specific gender, religion, or race, etc., and one of those may prove to be a better fit for clients who find these factors more important than the quality of the service itself. We practice and live inclusion in this space.

For your convenience, 20% gratuity will be added to the card on file for all parties of 2 or more. By signing this agreement you agree to us to allow us to charge your credit card this service fee.  

If you are sick please be courteous to others and cancel your appointment, we will be happy to reschedule you without charge (doctor’s note may be required to waive fee if less than 24 hours notice is provided). If you show up to your appointment visibly ill your appointment will be canceled and full payment will be charged to the card on file.

Consent to receive electronic records
By signing below I agree to have my session treatment records sent to me via email. I understand the risks involved with electronic communication and accept the risk. The records sent to me include but are not limited to my name, email address, a written documentation of treatment received, aftercare recommendations, products used, recommended frequency of treatments, and plan. I also agree that I typed my email address correctly when I entered it prior to completing this form and that is the email address my electronic treatment records will go to. 

Your Responsibilities
It is the responsibility of the client to let the therapist know if there is anything he or she can do to make the session more comfortable. Including but not limited to adjusting the pressure, volume of music, temperature in the room, and/or lighting. If something makes you uncomfortable it is your responsibility to say so. By signing below, you agree to and understand these policies.

COVID Risk Acceptance

Thank you for your continued support.  As with the transmission of any communicable illness like a cold or flu, you may be exposed to covid-19, also known as coronavirus, at any time or place. Be assured, we follow state and federal regulations and recommended disinfection protocols to limit the transmission of all diseases in our spa. Following the spa's strict guidelines will help prevent the spread of contagious viruses and to help protect each other. Although we have taken measures to provide social distancing between the client and employee, due to the nature of the services we provide, it is not always possible to do so.  Despite our careful attention to sterilization and disinfection, there is still a chance that you could be exposed to an illness in our space, just as you may be in other businesses.  

As a client at Old Mechanicsville Health Spa, LLC, I accept the following conditions and I acknowledge that I have been informed of the general nature of the risks involved including contracting diseases such as COVID-19, also known as the coronavirus disease.  Additionally, I agree to take all necessary precautions recommended by the CDC to prevent the spread of COVID-19, including but not limited to, washing my hands thoroughly and often, wearing a mask to cover my mouth and nose, and adhering to social distancing wherever possible. I agree to abide by any and all specific requests by Old Mechanicsville Health Spa, LLC for my safety and the safety of others, as well as any and all of Old Mechanicsville Health Spa, LLC’s rules and policies. I understand that Old Mechanicsville Health Spa, LLC reserves the right to refuse service to me if my behavior is deemed detrimental to the safety or welfare of others.

I agree to assume the risks involved and further agree that I am responsible for any resulting personal injury or illness which may occur as a result of my participation.  I further agree to assume any financial liability including but not limited to time off work, doctor visits, medications, alternative treatments that may result of any communicable disease that may be transmitted to me due to my participation in treatments. I understand that this Assumption of Risk form will remain in effect.  


By signing below, I acknowledge that I have completed this information form, truthfully, to the best of my knowledge.  I understand the massage, skin care, wax hair removal, natural health services or any treatment received are designed to be a health or aesthetic aid and are in no way to take the place of a doctor’s care when indicated.  Information exchanged during any session is educational in nature and is intended to help me become more familiar and conscious of my own wellness and is to be used at my own discretion.  I understand that the service I receive is provided for the basic purpose of relaxation and relief of muscular tension, or for assisting with better life choices for overall wellness.  If I experience any pain or discomfort during the session, I will immediately inform the provider so that the pressure or strokes may be adjusted to my level of comfort.  I further understand that treatments received should not be construed as a substitute for medical examination, diagnosis, or treatment.  I understand the provider is not qualified to perform spinal or skeletal adjustments, diagnose, prescribe, or treat any physical or mental illness, and that nothing said during the session given should be construed as such.  Because massage therapy, skin care, and certain holistic treatments should not be performed under certain medical conditions, I affirm that I have stated all my known medical conditions and answered all questions honestly.  I agree to keep the provider updated as to any changes in my medical profile during the session and understand that there shall be no liability on the provider or Old Mechanicsville Health Spa, LLC should I fail to do so.  I understand the provider has the right at any time to refuse treatment or terminate the session. 

I acknowledge that I have read and fully understand this document.  I further acknowledge that I am accepting these personal risks and conditions of my own free will.


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Document name: Policies and Procedures- (updated 6/12/22)
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July 13, 2022 9:23 pm EDTPolicies and Procedures- (updated 6/12/22) Uploaded by Brandi Bovell - cfomhs@gmail.com IP,,,,