Salon Client Intake Form Template for New Zealand

A salon client intake form is your first line of defence in establishing a professional, legally compliant relationship with your clients. This comprehensive document collects essential information about your clients' personal details, medical history, treatment preferences, and provides documented consent for the services you'll provide. In New Zealand's highly regulated beauty industry, this form isn't just good practice—it's a legal necessity that protects both you and your clients.

When do you need this document?

You need a salon client intake form every time you welcome a new client to your salon, spa, or beauty therapy practice. This includes first-time visitors seeking haircuts, colour treatments, facials, massages, nail services, or any other beauty treatments. The form must be completed before any service begins, as it provides crucial information about allergies, medical conditions, and previous treatments that could affect the safety and effectiveness of your services. Existing clients should also update their intake forms annually or whenever their circumstances change, such as new medications, health conditions, or contact details.

Key legal considerations

Your salon client intake form must clearly outline the scope of services, potential risks, and client responsibilities. Include comprehensive sections covering allergies, skin sensitivities, pregnancy status, and current medications, as these factors can significantly impact treatment safety. The consent section should specify exactly what treatments the client is agreeing to and acknowledge that they understand potential risks. Document any contraindications or areas where treatment should be avoided. Ensure your form includes clear statements about your cancellation policy, pricing structure, and what happens if adverse reactions occur. The client's signature confirms their informed consent and understanding of your terms.

Legal requirements in New Zealand

Under the Privacy Act 2020, you must clearly explain why you're collecting personal information and how you'll use, store, and protect it. Your intake form must include a privacy statement outlining your data handling practices and the client's rights regarding their personal information. The Consumer Guarantees Act 1993 requires you to provide services with reasonable care and skill, making accurate client information crucial for meeting this obligation. The Health and Safety at Work Act 2015 mandates that you identify and manage risks in your workplace, including health conditions that could affect treatment safety. If your salon uses or sells cosmetic products, compliance with the Medicines Act 1981 may also apply. Keep completed forms securely for at least seven years and ensure only authorised staff can access client information.