Covid-19 Update (as per March 11th, 2022)
PROCEDURES & PROTOCOLS
Ensuring the health and safety of our highly valued clientele, team, and community remains our top priority. We believe it is our responsibility to provide a safe, sanitized, and comfortable environment for all.
We take our role as members of your community seriously and want to provide you with the procedures and protocols we have in place to guarantee a safe salon operation.
As we continue to navigate the COVID-19 pandemic and slowly transition into communicable disease prevention, we wanted to share the decisions we’ve made to continue to provide an exceptional Vanilla Loft experience during these extraordinary times. We will be seeing clients by appointment only. Our goal is to limit the amount of people in the salon at any given time, also to reflect our benchmark one-on-one experience as a private studio. We will engage in touch-less greetings and goodbyes, as we will not be shaking hands or hugging at this time.
Kindly note that all the below protocols will stay permanently, even once the COVID-19 pandemic should be declared over.
PREPARING FOR YOUR APPOINTMENT:
1. Wearing a face mask in the location is optional for all clients and staff.
In the case you wish to utilize your face covering, please bring a personal mask with the straps ending behind the ear from home. It needs to be a proper disposable or reusable mask. Cannot be created out of other items i.e. no headbands, scarves, etc..
2. Do not come in, should you be sick (influenza)!
3. We have updated our cancellation policy for clients. Please view our updated cancellation policy below. Client cancellation fees are waived in case of sickness, provided we are given a minimum 24 hours’ notice that you will not be able to attend your appointment.
4. Client visits to the studio are by appointment only. No walk-in clients are permitted. Those wishing to purchase products without an appointment, please take advantage of our online shop, available at vanillaloft.com/shop or vanillaloft.com/accessories (Curbside Pickup is available within one processing day, once the order is placed. Pick up days are Tuesdays, Wednesdays, Fridays & Saturdays 10 am to 8 pm. Please verify with Vanilla Loft's landing page on Google for additional closing days.)
5. We ask that all clients arrive with only their personal device, jacket and handbag including laptop & form of payment. Clients may only bring essential items into the space (no food, snacks etc.) and must bring any refreshments in a container with a lid when possible.
6. Arrive no more than five minutes before your booked appointment. You will be asked to wait outside or at the lounge area until your service provider is ready to serve you. Appointments have been scheduled to include additional time to allow for proper sanitation protocols in between clients. We are asking guests to please be patient if we are running behind as we are taking extra measures to ensure everyone’s safety.
7. A maximum of 4 persons (two staff members, one client receiving hair services & one client receiving product advice) will be permitted in the studio at one time.
8. Attend appointments alone. Friends, family members, children and/or pets will be asked to stay at home. If the client requires another person to assist them in the salon during their appointment, they must contact us in advance so that we can arrange accordingly.
9. Accept the updated client waiver form and "at ease check-in" sent to you via appointment confirmation, prior to arriving at the location.
10. As always, all clients will be asked to arrive with clean, dry hair.
ARRIVING AT YOUR APPOINTMENT:
1. Client services may be forgone if our team feels they cannot confidently perform their service due to symptoms displayed by the client upon their arrival at the studio or throughout the duration of the hair service. Any team member or client displaying symptoms will be sent home, advised to seek medical attention and welcomed to return to the location when symptoms no longer exist.
2. Please disinfect your hands upon arrival, using the restrooms and/or sanitation stations provided. It is advised to wash hands with clean water and soap for a minimum of 20 seconds. Hand sanitizers are provided for clients at the front entrance of the studio, at the checkout area, as well as all stylist stations.
3. We resumed our refreshment offerings. Clients are permitted to bring beverages with them into the studio, preferably in a container with a lid. Outside food will not be permitted in the studio. Magazines will be temporarily unavailable. Clients are encouraged to bring their own digital reading materials from home if desired. Complimentary WIFI is available in the studio for client use.
4. Please note that studio doors are locked, and once the client is standing outside, they will need to gently knock on the door. Whoever is available, stylist or admin staff will approach and check them in to begin their appointment.
5. We recommend that the clients wait in their vehicle or outside in front of the building prior to their appointment time. The Anchor building has benches provided outside if they need to wait for longer periods of time. If we do not see them waiting outside the building when their appointment time has arrived, we will give them a call to let them know that we are ready to begin their service.
DURING YOUR APPOINTMENT:
1. As always, clients will be provided with a freshly laundered gown and cape during their service. Aprons worn during color services will also be changed between each client.
2. Should you have decided, through the "at ease check-in", to wear your PPE, our team will be wearing the appropriate PPE, for example face masks, during your service. Chairs and sinks used by clients will be sanitized after each use, adhering to sanitation standards.
3. If you wish to purchase product(s), as always, a member of our staff team will collect the preferred product(s) and have them ready for the end of your service. You are encouraged to browse around.
4. If you are experiencing any symptoms or feel unwell in any way, we ask that you notify your stylist immediately. We will discontinue services at that time and look to schedule another appointment when it is safe to do so.
AFTER YOUR APPOINTMENT:
1. No cash payments will be accepted. Debit, Visa and Mastercard payments only. Receipts will continue to be sent via email. Payment devices will be cleaned after every client using standard sanitation protocols.
2. We are able to schedule future appointments in-studio after your appointment if you wish, as our online booking system is disabled until further notice.
We have taken extra precautions and have put more rigorous cleaning measures in place to equip our team with additional sanitation procedures and protocols. All team members received supplementary health and sanitation training to ensure sanitation protocols are executed correctly.
Please note that due to a limited concierge team, additional safety measures in place; potentially masks worn by all staff, additional sanitation protocols, as well as to provide an exceptional studio experience for all guests, we permanently disabled the phone line. Any inquiries can be sent to us via email at hello@vanillaloft.com.
We remain committed to providing an experience that is unparalleled and are deeply grateful for your support and understanding during this time. We will continue to assess this situation as it evolves. In the meantime, we encourage everyone to keep well & stay informed. Please take care of yourselves and your loved ones.
COVID-19 CANCELLATION POLICY
We would kindly ask that all clients please provide a minimum of 24 hours' notice for cancellations, or a cancellation fee will be charged. This fee, (50% of the originally scheduled main service) will be charged in the event of a cancellation within 24 hours of the appointment start time, or for no-showed appointments.
Please note that once you have scheduled an appointment with us, it means we have reserved time in our schedule exclusively for you. However, if you are required to cancel your appointment due to illness or any other reason, please notify us via email only to hello@vanillaloft.com. If you are required to cancel your appointment due to sickness or self-quarantining after travel, we will work towards scheduling another appointment for you, a minimum of 10 days, after your original appointment date. Out of courtesy for your stylist, we ask that all clients please notify us immediately if they are feeling unwell and will not be able to attend their appointment as scheduled.
During an appointment, if a client is experiencing any symptoms or feels unwell in any way, we ask that they notify their stylist immediately. We will discontinue services at that time and look to schedule another appointment when it is safe to do so.
Client services may be forgone if our team feels they cannot confidently perform their service due to symptoms displayed upon their arrival at the studio or throughout the duration of the hair service.
Appointment amendments due to illness seen upon arrival to the studio or during an appointment will not be subject to cancellation fees.
DEPOSITS
Deposits made for future color service appointments during in-studio or virtual complimentary consultations are non-refundable. However, they can be carried forward towards another hair service appointment if a re-schedule is necessary.
Deposits can only be transferred to family and friends with management approval. All deposits will be non-transferable if an appointment is no-showed or cancelled beyond our 24-hour cancellation policy.
Clients may be asked to pay a deposit towards future appointments if they are found to be misusing our cancellation policy.
