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: REGISTERED OFFICE ADDRESS TO BE CONFIRMED BEFORE LAUNCH. This address is a manual launch blocker and must be replaced before production publication. 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 salon group. Salon owners have full access to compliance tools, staff management, Compliance Vault, training, and the full member dashboard.
• 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. Supplier accounts gain access to a directory listing, deal management, and platform tools after approval.

All account holders must:

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

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 account includes a set number of staff profiles per location (currently up to 10 staff profiles per site as standard, not counting the salon owner account)
• Additional staff profiles beyond the standard allocation may require admin approval
• 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 a salon group operates multiple locations:

• Each location may have its own profile, staff profiles, Compliance Vault, and individual Compliance Score
• Members cannot freely create unlimited locations, and additional locations may require admin approval
• Each location is subject to the same account terms, staff limits, and compliance rules as a single-site account

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 reserve the right to reject or suspend any account without explanation

3.5 Account Termination

• Salon owners may close their account at any time from their dashboard
• 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 Access & Renewal Review

Approved supplier accounts may receive an introductory promotional access period of approximately 12 months. Supplier pricing after that promotional period has not yet been agreed. Sunbed Hub will not automatically charge suppliers at the end of the promotional period. Supplier accounts may move into renewal review or manual review while future supplier terms are agreed.

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 (members only): Your email, phone, full address, and website are only visible to verified, logged-in members
• 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

The confirmed salon membership price at this stage is one location at £299 per year plus VAT, £358.80 including VAT. Multi-location pricing has not yet been approved and may be handled as pending, custom or manually reviewed until agreed.

• Location-count validation is retained for membership administration
• Future multi-location tiers are supported by the membership architecture but are not published here until approved
• Large or multi-site groups may require custom pricing and manual review

Stripe checkout and live payment setup are intentionally completed during final external cutover. Until checkout is enabled, membership activation and payment records must be handled through the approved admin process.

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 Stripe charge. Paid-access, renewal and location-tier database fields are retained for approved membership and cutover operations.

7. Payments & Refunds

7.1 General Policy

Salon membership is an annual paid service using the pricing shown in Section 6.2. Live Stripe checkout is not active until final external cutover is completed. Sunbed Hub will not take a payment unless a valid payment flow has been presented and accepted, or an approved manual payment record has been confirmed by the Sunbed Hub team.

7.2 Refund Requests

To request a refund or raise a billing concern, contact us at hello@sunbedhub.co.uk. We will respond promptly and resolve issues in accordance with the membership terms that applied at the time.

7.3 Chargebacks

Payment disputes may be reviewed for account security and fraud prevention. Please contact us directly to resolve any billing concern promptly.

8. Referral Programme

8.1 The Referral Offer

Eligible approved salon and supplier account holders may receive a unique referral code or link to introduce genuinely new salons to Sunbed Hub. Where a 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 qualifying new salon registrations. Supplier registrations, staff accounts, duplicate applications, self-referrals, existing salons and other ineligible registrations do not generate a referral reward and do not count towards Monthly Top Referrer(s). 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. The Monthly Top Referrer(s) incentive is separate from the standard £100 reward. It is based on the highest number of qualifying salon referrals attributed to the relevant completed calendar month. 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, business, date of completion, and pack title
• 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: REGISTERED OFFICE ADDRESS TO BE CONFIRMED BEFORE LAUNCH

Manual launch blocker: replace the registered office placeholder before production publication.

Email: hello@sunbedhub.co.uk