Salon Client Consultation Card

Client Personal Details Section

Collecting accurate personal information is the first step in providing professional service and meeting your legal obligations. Under the Privacy Act 1988 (Cth), you must handle client details securely and only use them for the purpose they were collected. If a client asks why you need their data, explain it is for appointment booking, service history, and emergency situations.

Required Fields

Full Name: Ask for the client’s legal first name and surname. This avoids confusion with duplicates in your booking system and ensures you identify the correct client file.

Date of Birth: This is not just for marketing. It is a practical requirement for age-restricted services, such as cosmetic tattoos or piercings. In Australia, you must verify a client is over 18 years of age for specific procedures.

Address: Request a residential address and postcode. This is particularly important if you operate a mobile business or offer home visits. It also assists with identity verification.

Phone Number: Record a mobile number for SMS reminders and a daytime contact number. Ensure you have consent to send text messages under the Spam Act 2003 (Cth).

Email Address: Use this for sending digital receipts and confirmations. Keep this data secure to prevent cyber breaches.

Emergency Contact Section

Accidents or medical incidents can happen in a salon environment. Having an emergency contact is a risk management requirement recommended by Safe Work Australia standards. You need someone to call if a client becomes unwell or has a severe reaction to a product.

Emergency Contact Name: Record the full name of a person who does not live with the client.

Relationship to Client: Specify if the contact is a partner, parent, sibling, or friend.

Emergency Phone Number: Ask for a mobile number. Ensure the client confirms this person is likely to answer during business hours.

Medical Information

While not always a contact detail, the Health Records Act or relevant state privacy laws require you to store medical history securely. Include a checkbox asking if the client has any allergies or medical conditions you should be aware of. This protects you from liability if a reaction occurs.

Store all paper forms in a locked cabinet. If you use digital records, ensure they are password protected. Only allow staff members who need the information to do their job to access these files. You must keep this information for as long as necessary to provide your service, but destroy it securely when it is no longer needed.

Medical History & Allergies

Client safety is the top priority for any Australian salon or spa. Before starting any service, you must identify potential risks to prevent adverse reactions or injury. Failing to screen clients properly can lead to legal liability and professional negligence claims. You must assess whether a client is fit to receive a treatment or if you need to modify the procedure to protect their health. This section serves as a vital record of that screening process.

Under Australian Consumer Law, services must be provided with due care and skill. If you perform a treatment on a client with a contraindicated medical condition, you may be found in breach of this duty. , safe work practices in states like New South Wales and Victoria require businesses to manage risks to client health. The standards set by the Australian Competition and Consumer Commission regarding consumer guarantees for services reinforce the need for proper consultation.

Use the checklist below to identify common medical conditions, skin sensitivities and allergies that may impact hair or beauty services. This includes conditions that affect blood circulation, skin integrity or immune responses.

Checklist of Medical Conditions & Allergies

Please tick any conditions that apply to you:

• Heart Conditions or High Blood Pressure
• Diabetes
• Epilepsy or Seizures
• Asthma
• Skin Conditions (Eczema, Psoriasis, Dermatitis)
• Cancer or Undergoing Chemotherapy/Radiotherapy
• Blood Disorders or Bleeding Problems
• Previous allergic reactions to beauty products
• Latex Allergy
• Pregnancy or Breastfeeding
• Metal Allergies (e.g. nickel, titanium)
• Hay Fever or Sinusitis
• Migraines or Frequent Headaches
• Thyroid Conditions
• Recent Surgery or Accidents (within the last 6 months)

Treatment Notes & Advice

Review the information provided by the client against the treatment plan. If a client ticks a box, you must ask follow up questions to understand the severity and current status of the condition.

For example, high blood pressure may require avoiding heat treatments or specific massage techniques. Diabetes can affect skin healing and sensation. Pregnant clients often need to avoid essential oils and certain electrical currents.

If a client discloses an allergy, you must check the ingredient list of every product you intend to use. Do not rely on brand names alone. You must have a Safety Data Sheet accessible for all products used on the premises.

If a condition presents a significant risk, you have the right to refuse service or ask for a medical certificate from their doctor. Write your specific decision or modification to the treatment plan below.

Notes

Service Agreement & Formula Details

Service Type: Product Brand: Colour Number / Shade: Developer Strength: Processing Time:

You must keep precise records of every chemical service performed in your salon. Recording the exact formula, developer strength, and processing time is not just about recreating a look for the client. It is a critical requirement for meeting your duty of care under Australian Consumer Law and Work Health and Safety regulations.

Under the Work Health and Safety Act, you have a primary duty of care to ensure the health and safety of your clients. If a client suffers an adverse reaction, such as a chemical burn or allergic dermatitis, you must be able to prove exactly what substances were applied to their skin and hair. Vague notes like "regular blonde" are insufficient. You need to record the specific product brand, the batch number if possible, and the volume of developer used. This documentation is your first line of defence if a client makes a claim against you.

The Australian Consumer Law requires services to be provided with due care and skill. If a colour result goes wrong, detailed formula records help you identify whether the error was due to product performance, application technique, or an unknown client condition. Without these records, you cannot accurately troubleshoot the problem. This level of detail supports your compliance with the Australian/New Zealand Standard for Cosmetic Colouring and Bleaching Products (AS/NZS 2635), which outlines safe handling and application practices.

From a business perspective, these records protect your bottom line. If a client claims the colour is different from last time, you can refer to the previous formula card to verify the mix. If the client has changed hair history since their last visit, perhaps using a box dye at home, your new record shows the current starting point. Managing client expectations is easier when you have the facts written down.

Always ask the client to confirm the processing time recorded. If they leave the salon with a colour they dislike because they asked you to take them off the bowl too early, your record of that request protects you. Make sure these records are stored securely and kept for the required period, usually at least five to seven years, depending on your state or territory requirements for civil liability claims. Accurate records turn a simple consultation card into a powerful legal and professional tool.

Consents and Signatures

I declare that the information provided in this client consultation card is true, correct, and complete in every detail. I understand that providing incorrect or incomplete information regarding my medical history, allergies, or previous cosmetic treatments may affect the safety and results of the services provided.

I acknowledge that I have been given a reasonable opportunity to ask questions about the proposed treatments, the products used, and the likely outcomes. I confirm that the technician has explained the process to my satisfaction and that I have disclosed all relevant health information. I understand that I retain the right to stop the treatment at any time if I feel uncomfortable or experience adverse reactions.

Privacy Consent

By ticking the box below, I consent to the collection, use, and disclosure of my personal information by this business.

I understand that my personal details are collected primarily for the purpose of providing hair, beauty, or grooming services. This includes maintaining client records, managing appointments, and tracking treatment history. I acknowledge that this business may use my contact details to send promotional material, marketing communications, or appointment reminders, unless I advise them otherwise in writing.

I am aware of my rights under the Privacy Act 1988 (Cth). I understand that I can access the personal information held about me by requesting it in writing. If the information is inaccurate, incomplete, or out of date, I can request that the business correct it. I understand that if I do not provide the required information, the business may not be able to perform the requested services safely or effectively.

Please retain this signed document for your business records. In Australia, privacy laws require you to keep personal information secure. You must protect these records from unauthorised access, use, or disclosure. Storing these consultation cards in a locked cabinet or a secure, password-protected digital system satisfies this obligation. Under Australian Consumer Law, maintaining accurate consultation records is also a critical part of your duty of care to provide services with due care and skill.

[ ] I consent to the collection and use of my personal information as described above.

Client Signature: __________________________

Date: ____ / ____ / 20____

Aftercare Instructions

Maintaining your results at home is just as important as the service performed in the salon. As a client, following the correct aftercare routine ensures the longevity of the treatment and protects the health of your hair and skin. Under the Australian Consumer Law (Schedule 2 of the Competition and Consumer Act 2010), services must be provided with due care and skill. To uphold this standard, we provide these specific instructions to help you care for your investment and avoid damage that could result from improper home maintenance.

Please read the instructions below carefully. If you do not follow these steps, the salon cannot guarantee the outcome of the service.

Recommended Home Care Routine Our stylist has written specific directions for your hair type and treatment. This may include how often to wash, the temperature of water to use, and how to style your hair without causing heat damage. It is vital that you use professional grade products rather than supermarket alternatives. Professional products are formulated with a pH balance suitable for salon treated hair. Using products with high pH levels or harsh sulfates can strip colour, lift cuticles, and degrade bonds repaired during chemical services.

Products Sold / Recommended Retail We stock a range of professional products specifically chosen to maintain your look. Using these products ensures compatibility with the chemicals and techniques used during your appointment.

Our recommendations for this appointment are listed below. Please ask staff if you would like to purchase any of these items today.

Stylist Notes:

Safety and Storage Always keep hair and skin care products out of reach of children. Store products in a cool, dry place away from direct sunlight. If a product causes an adverse reaction, stop use immediately and contact the salon. We are required to comply with the Standard for the Uniform Scheduling of Medicines and Poisons (SUSMP) regarding the safe handling and advice on chemical products, so please inform us of any known allergies before using any new product.

Product Warranty and Returns If a product sold to you is faulty or not fit for purpose, you are entitled to a remedy under the Australian Consumer Law. Please retain your receipt.

Client Signature: __________________________ Date: ____ / ____ / ____