Terms & Conditions

1. Acceptance of Terms

By accessing and using The Sunbed Hub ("the Platform"), operated by THE HUB COLLECTIVE LTD, company number 16874227, registered in England and Wales, you agree to be bound by these Terms & Conditions. Registered office: The Courtyard, Holmbush Farm, Crawley Road, Faygate, Horsham, RH12 4SE. If you do not agree, please do not use our services.

2. Description of Service

The Sunbed Hub is a UK B2B platform built specifically for the sunbed and tanning industry. We provide:

• A searchable directory of verified UK sunbed suppliers, equipment providers, and insurance brokers
• Structured UV safety training packs with module-by-module knowledge checks and verifiable compliance certificates
• A daily compliance checklist with timestamped audit trail for salon inspections
• A Compliance Vault for secure document storage, expiry tracking, and renewal reminders
• A Compliance Score and Salon Score as platform-generated management indicators
• Equipment and maintenance records for UV equipment tracking
• A template library of professional business documents (consultation forms, consent forms, H&S checklists, staff rotas)
• HubBot, an AI assistant trained on UK sunbed regulations and compliance
• A jobs board for sunbed industry recruitment
• A community Q&A forum (Community)
• Industry news and training content
• A referral programme with cash commissions for qualifying signups
• Activity-based achievements and badges recognising progress across Sunbed Hub
• Insurance facilitation through Oak Insurance Brokers

3. User Accounts

3.1 Registration & Account Types

The Sunbed Hub supports the following account types:

• Salon Owner Account: The primary account holder for a sunbed salon or linked salon locations operated by businesses under common ownership or control. Active paid or expressly approved complimentary salon memberships have access to compliance tools, staff management, Compliance Vault, training, and the member dashboard. If an eligible membership renewal is overdue, full member access continues during the seven-day renewal grace period. After the grace period, member tools are locked, while the basic directory listing may remain visible under the directory rules below. Suspended, inactive, pending or rejected accounts do not receive member access.
• Staff Account: An individual staff profile created within a salon account. Staff accounts have their own login and profile, linked directly to the salon they belong to. Staff training activity, quiz results, pass/fail records, and certificates contribute to the salon's overall Compliance Score.
• Supplier Account: A business supplying products or services to the sunbed industry. Approved suppliers receive 12 months of introductory access from approval. Supplier accounts can use member tools only while their access is active; an eligible overdue renewal receives the seven-day full-access grace period, after which member tools are locked. An expired supplier's basic directory listing may remain public. Suspended, inactive, pending or rejected accounts do not receive member access; suspended or rejected accounts are not listed publicly.

All account holders must:

• Be a genuine, operating UK business, sole trader, or authorised representative of that business
• Provide accurate and complete information during registration
• Maintain the security of their account credentials
• Keep their profile information up to date

Salon applicants and account holders confirm that the information they provide is accurate and that they are authorised to apply for and manage the salon account. The salon's trading name is the name used for its public directory profile. Legal or registered names and company or other registration numbers are private account information: they are available to the authorised account holder in their own private account settings and to authorised Sunbed Hub administrators, not to other members or the public.

We use private identity details for account administration, identity and eligibility verification, billing, fraud and referral checks, and legal compliance. We may ask for reasonable supporting evidence where needed. If information is incomplete, disputed or appears inconsistent, we will explain the concern and provide a way to contact us to correct the information or request a review. Identity checks against Companies House or another public register are manual unless we explicitly tell you that an integration has been introduced.

For salon identity checks, choose the appropriate business structure: limited company, LLP, partnership, sole trader, CIC/charity, or other. We ask for the legal or registered name appropriate to that structure: for example, a sole trader's full legal name or a partnership's legal name. A limited company, LLP or CIC should provide its applicable company or registration number. A charity or other organisation may provide an appropriate registration number where it has one; an ordinary partnership or sole trader is not required to invent a number when none exists.

By applying, you confirm that you have authority to provide these details and disclose whether the salon is linked to other salon locations or businesses under common ownership or control. Please contact hello@sunbedhub.co.uk if you need to correct identity information or ask us to review an identity decision.

3.2 Staff Accounts: Additional Terms

Staff accounts are created and managed by the Salon Owner and are subject to the following rules:

• Each active salon location includes five staff profiles as standard, not counting the salon owner account
• Additional staff profiles beyond the standard allocation may require admin approval
• A manager is a staff member with additional permissions for one or more assigned locations and counts towards the staff allowance
• Salon owners may suspend a staff account or mark a staff member as having left, which disables their access
• Salon owners cannot permanently delete staff profiles themselves
• Permanent deletion or archiving of staff profiles must be requested through admin, as staff records may be linked to salon compliance history, certificates, and audit records
• Staff training records, pass/fail history, certificates, and activity logs may be retained after a staff member leaves, where operationally or legally necessary

3.3 Multi-Location Accounts

Where businesses under common ownership or control operate more than one salon, the owner may ask to link those salon locations under one membership:

• The first approved location is the primary location and additional approved sites are additional locations
• Every physical location has its own profile, staff records, Compliance Vault, equipment, maintenance records and Compliance Score
• All locations share one annual renewal date under the same salon business membership
• Locations added after the main membership starts are charged pro-rata to the shared renewal date
• Sunbed Hub may suspend an individual location without automatically suspending the whole business
• An active business membership must retain at least one primary location

3.4 Account Approval

• Salon Owner Accounts: Applications are reviewed by our team prior to activation
• Staff Accounts: Created by the salon owner and activated immediately
• Supplier Accounts: Subject to admin review before active platform access is granted
• We review applications against the published account requirements, accuracy and authority of the information supplied, eligibility, and relevant legal or platform-safety requirements. If an application is not approved, we will explain the relevant concern where appropriate and provide a support route to correct information or request review

3.5 Account Termination

• To request closure or deletion of a salon account, contact us at hello@sunbedhub.co.uk. A request is reviewed against any applicable legal, financial and compliance-record retention requirements.
• Staff accounts are managed by the salon owner. Staff cannot independently close their own account without salon owner action
• We may suspend or terminate accounts that violate these terms

4. Acceptable Use Policy

You agree NOT to:

• Post false, misleading, or fraudulent information
• Impersonate another business or individual
• Upload harmful content (viruses, malware, etc.)
• Harass, abuse, or threaten other users
• Scrape or copy content without permission
• Use the platform for illegal activities
• Spam other users with unsolicited communications
• Post offensive, discriminatory, or inappropriate content
• Submit false or fake reviews
• Abuse the referral programme through fraudulent signups

Violation of this policy may result in immediate account termination and, where applicable, recovery of any referral commissions paid.

5. Supplier Accounts & Directory Listings

5.1 Listing Requirements

• Suppliers must be legitimate, registered UK businesses
• All information provided must be accurate and up to date
• Listings are subject to approval and verification by our admin team
• We reserve the right to remove listings that do not meet our standards

5.2 Promotional Supplier Access

Approved supplier accounts receive 12 months of introductory access from the date of approval, with no automatic charge during that free period. Future supplier pricing has not been agreed. Sunbed Hub will give suppliers advance notice of any future pricing or renewal terms before any charge applies, and will not automatically charge suppliers at the end of the introductory period.

5.3 Public Directory Display

By creating a listing, you agree that:

• Public visibility: Your business name, description, category, and town/city are publicly viewable without login
• Contact details: Supplier contact details, including website, may be shown only to logged-in accounts that meet current access and verification rules. They are not included in the anonymous directory response
• Search indexing: Your listing may be indexed by Google and other search engines. Contact details are excluded from public search results
• Directory ordering: Directory results may be ordered using relevant factors such as category, location, profile completeness and the selected search filters. Ordering logic may be adjusted at any time

6. Salon Access

6.1 What's Included

• Daily Compliance Checklist: Timestamped daily task log building a complete audit trail for inspections
• Compliance Vault: Secure upload and storage of certificates, insurance documents, and risk assessments, with expiry tracking and renewal reminders
• Equipment Records: UV equipment maintenance and lamp tracking log
• Staff Profiles: Create and manage individual staff profiles linked to your salon, with their own training records and compliance contributions
• Compliance Score & Salon Score: Platform-generated scores based on training completions, document status, equipment records, and compliance declarations
• HubBot AI Assistant: AI chat trained on UK sunbed regulations, compliance, and business questions
• Full Template Library: Editable professional documents, including consultation forms, consent forms, policy templates, staff rotas and H&S checklists
• Training Pack Certificates: Digital certificates for Training Pack completions. Downloadable PDF versions are available to member accounts
• Verification: Approved members undergo business verification to ensure platform safety and industry legitimacy.
• Exclusive Member Deals: Industry partner discounts available to members

6.2 Annual Membership Pricing

First-year membership for your first salon location is £219.99 plus VAT. Renewal and additional-location prices are confirmed separately before payment. Linked salon locations are based on common ownership or control, not merely a shared limited-company name; businesses under common ownership or control may link locations that trade through separate legal entities. Each location retains its own directory listing, staff allowance, certificate tracking, Compliance Vault, HubScore and legal and trading details.

• The current VAT rate is 20%; VAT is calculated on the net price and added to the amount payable
• Additional locations can be selected at signup or added later by the business owner
• Later-added locations use a deterministic pro-rata calculation based on the time remaining until the shared renewal date
• Any future change to published membership pricing will be communicated before it takes effect

Checkout availability depends on payment-system readiness and may not be available at every time. No payment is taken with a membership application unless and until the applicable payment arrangements are presented to you before you choose to pay. Payments are one-off and there is no automatic renewal or automatic charge.

An eligible overdue renewal has a seven-day grace period, measured using Europe/London calendar dates, during which full member access continues. After the grace period ends, member tools are locked. A basic directory listing may remain visible, subject to account status and listing rules. Suspended, rejected, refunded or disputed accounts may have access restricted or listings removed while the relevant status is reviewed.

6.3 Template Usage Rights

• Templates are licensed for use within your own business only
• You may not redistribute, resell, or share templates with other businesses
• Templates downloaded while your account is active remain licensed for use within your own business
• We reserve the right to update or modify template content at any time

6.4 Promotional & Admin Access

Sunbed Hub may grant temporary promotional or admin-approved access where appropriate. Any promotional access period will not automatically convert into a charge.

7. Payments & Refunds

7.1 General Policy

Checkout may be unavailable depending on payment-system readiness. If and when a payment is requested, it will be a one-off payment for the stated membership term or renewal; no automatic renewal or recurring charge is used. The amount, VAT and payment method will be explained before you choose to pay.

7.2 Refund Requests

To cancel an account or raise a billing, cancellation or refund concern, contact us at hello@sunbedhub.co.uk. Include your business name, account email, payment or invoice reference (if any), and a clear description of the issue. We will review the request, may ask for relevant information, and explain the outcome. A refund is not automatic; we assess each request under the terms that applied and any rights that cannot lawfully be excluded. A cancellation request does not by itself determine whether an amount already paid is refundable.

7.3 Payment disputes

If you dispute a payment, contact us at the email above with the payment reference and reasons. We will review the records and respond, including to any payment-provider or bank enquiry. A refund, reversed payment or dispute may affect account access while the issue is reviewed. Contact us as soon as possible; doing so does not remove any rights available to you under applicable law.

8. Referral Programme

8.1 The Referral Offer

Active paid salon members, active paid supplier agreement holders, and members with any current free or promotional access entitlement—including an active supplier introductory year, current supplier promotion assignment, or current salon promotional access expiry—may earn a referral reward. Expired, suspended, pending, rejected, unpaid, inactive or trial access does not make a referrer payout eligible. Where a genuinely new salon applies using a valid referral code and satisfies the published referral requirements, Sunbed Hub may approve a £100 referral reward for the eligible referrer. The reward applies only to a genuine introduction to a genuinely independent new salon owner or business. A reward-arranged referral, a self-referral, an additional location, or a referral involving businesses or premises under common ownership, control, management or financial connection is not eligible, even if the parties use separate companies or different contact or payment details. Additional locations never qualify for a reward. A shared franchise or brand, address, similar name, surname, accountant or contact detail is not by itself proof that businesses are connected; genuinely independent businesses, including franchisees, may qualify. Referral checks are reviewed by a person. Weak similarities may prompt a review but do not automatically disqualify a referral. A referral is blocked only where there is exact or confirmed evidence, such as the same linked customer account or business, the same company or registration number, a declared linked salon location, or an admin-confirmed common ownership or control relationship. We record the evidence and reason for the decision. We may ask for reasonable evidence, explain the concern, and provide a support route to correct information or request a review. Public-register checks, including Companies House checks, are manual unless we explicitly state otherwise; use of a public register does not itself establish that businesses are connected. A referral only qualifies once the genuinely new salon has successfully paid for and holds an active annual membership, the salon has been approved, and the 14-day referral review period has completed without a refund, dispute or confirmed duplicate. Eligibility is rechecked before approval and final payment. False or misleading declarations may result in cancellation of a reward and account review or suspension. Supplier registrations, staff accounts, duplicate applications, existing salons and other ineligible registrations do not generate a reward. Suppliers may participate in the current scheme by referring new salons. There is no current reward for referring another supplier. Referral rewards are subject to validation and admin approval. Use of a referral code does not automatically guarantee eligibility or payment. Sunbed Hub may amend, pause or withdraw the referral scheme by publishing updated scheme terms. Any future supplier-referral programme will require separate published terms and will not apply retrospectively.

9. Training System & Certificates

9.1 Training Modules

The Sunbed Hub provides structured UV safety training packs comprising multiple learning modules. Each module contains:

• Educational content covering UK sunbed regulations, safety, and compliance
• A knowledge check (quiz) that must be passed at 80% or above to progress
• A final assessment upon completion of all modules

9.2 Certificates

• All logged-in users who pass the final assessment earn a digital completion record
• Downloadable PDF certificates are available to member accounts
• Certificates display the member's name, the salon's public trading name or supplier business name, date of completion, and pack title; they do not display a salon legal name or company/registration number
• Staff certificates are linked to both the individual staff profile and the salon's overall compliance record
• Certificates are an internal platform record only. See Section 9.3 for important disclaimers

9.3 Educational Disclaimer: Important

The training content, quizzes, and certificates provided by The Sunbed Hub are:

• NOT officially accredited qualifications. They do not replace any regulatory or professional certification requirements
• NOT a substitute for proper training. You must complete appropriate accredited courses for your industry
• For information and compliance awareness only, designed to help salon operators understand their responsibilities
• Internal records only. Badges and certificates are internal Sunbed Hub records. They do not constitute an accredited qualification or regulatory approval

Always ensure you and your staff complete appropriate, accredited training from recognised providers.

9.4 HubBot AI Assistant

• HubBot is an AI assistant trained on UK sunbed industry and compliance content
• Available to member accounts
• HubBot responses are for general information and guidance only. They do not constitute legal, regulatory, or professional advice
• Always verify AI-generated information with authoritative sources or qualified professionals
• Conversations are stored to improve the service and may be reviewed by our team

10. Compliance Tools & Scores

10.1 Compliance Vault

The Compliance Vault is a document management tool allowing salon members to upload, categorise, and track compliance documents (certificates, insurance, risk assessments, and similar). Key features include expiry date tracking, renewal reminders, and document status flags. The Compliance Vault is a management aid only.

10.2 Compliance Score & Salon Score

The Compliance Score and Salon Score are platform-generated indicators only. They are calculated based on training completions, document status in the Compliance Vault, equipment records, and compliance declarations entered into the platform.

Important:

• Scores are internal management tools. They are not legal certification, accreditation, or proof of regulatory compliance
• A high score does not guarantee that your business meets all applicable legal or regulatory requirements
• Scores are indicative only and should not be relied upon as a substitute for professional compliance advice
• We reserve the right to adjust scoring algorithms at any time

10.3 General Compliance Disclaimer

The compliance tools provided on The Sunbed Hub (daily checklist, Compliance Vault, equipment records, scores) are designed to help salon operators organise and demonstrate their compliance efforts. Please note:

• These tools are management aids. They do not guarantee regulatory compliance or acceptance by any authority
• You remain solely responsible for ensuring your business meets all applicable legal and regulatory requirements
• Documents stored in the Compliance Vault are accessible only to you and authorised staff, and are not shared with any third party except as described in our Privacy Policy
• We recommend keeping backup copies of all important compliance documents independently

11. Job Postings

• Job postings must be genuine employment opportunities within the sunbed or beauty industry
• Posts must comply with UK employment law and equality legislation
• Discriminatory job postings are strictly prohibited
• We do not verify job postings or employers and are not responsible for disputes between employers and applicants
• Job postings expire automatically after 30 days

12. Reviews & Ratings

12.1 Submission

• Only approved salon members may submit reviews for suppliers
• Reviews include star ratings (1–5) for Quality, Service, and Reliability, plus an optional message (max 500 characters)
• One review per user per supplier

12.2 Moderation

• All reviews require admin approval before being published, typically within 1–2 business days
• Reviews that violate our guidelines will be rejected
• Suppliers may not offer incentives for positive reviews

12.3 Review Guidelines

Reviews must be honest, based on genuine experience, free from offensive language, and must not contain spam or false claims.

13. Content & Intellectual Property

13.1 Your Content

• You retain ownership of content you post (listings, job posts, reviews, forum posts)
• You grant us a licence to display and distribute your content on the Platform
• You confirm you have the rights to post your content

13.2 Our Content

• The Sunbed Hub name, logo, branding, training content, and templates are our intellectual property
• You may not reproduce, redistribute, or resell our content without written permission

14. Disclaimers & Limitations of Liability

14.1 Platform Provided "As Is"

We do not guarantee:

• Uninterrupted or error-free service
• Accuracy of user-submitted content (listings, reviews, job posts)
• Availability of specific suppliers or jobs
• Any specific business outcomes from using the Platform

14.2 Not Professional Advice

• All guides, training content, and compliance tools are for informational purposes only, not legal, regulatory, or professional advice
• Insurance is facilitated, not provided by us. Oak Insurance Brokers is a trading style of Oak Brokers Limited and is an appointed representative of Gauntlet Risk Management Ltd. Gauntlet Risk Management Ltd is authorised and regulated by the Financial Conduct Authority under firm reference number 308081.
• Always consult qualified professionals for legal, financial, or regulatory matters

14.3 Third-Party Services

• We are not responsible for the actions, content, or services of third-party suppliers listed in our directory
• Links to external websites do not constitute endorsement

14.4 Limitation of Liability

To the maximum extent permitted by UK law, we are not liable for indirect, consequential, or special losses arising from your use of the Platform. Nothing in these Terms limits liability that cannot legally be limited.

15. Governing Law

These Terms & Conditions are governed by the laws of England and Wales. Any disputes arising from these terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

16. Changes to These Terms

We may update these Terms & Conditions from time to time. We will notify you of significant changes by email or via a notice on the Platform. Continued use of the Platform after changes are posted constitutes acceptance of the new terms.

17. Contact Us

If you have any questions about these Terms & Conditions, please contact us:

THE HUB COLLECTIVE LTD (trading as The Sunbed Hub)

Company number: 16874227

Registered office: The Courtyard, Holmbush Farm, Crawley Road, Faygate, Horsham, RH12 4SE

Email: hello@sunbedhub.co.uk