Your health and safety are our first priorities, and we are taking extensive measures to make your visit as safe as possible. We hope you will ensure the health and safety of your therapist and anyone you may encounter while in our office by respecting our new policies.
If you reply ‘yes’ to any of the following questions, please contact us to reschedule your appointment without penalty as soon as possible:
- Have you had a fever in the last 24 hours of 100.4°F or above?
- Do you now, or have you recently had, any respiratory or flu symptoms, sore throat, or shortness of breath?
- Have you been in contact with anyone in the last 14 days who has been diagnosed with COVID-19 or has Coronavirus-type symptoms?
If you have prepaid, your payment will be refunded or applied as a credit to your account. You may be required to provide a doctor’s note or proof of diagnosis, if applicable.
Please notify your therapist if you ever tested positive for COVID-19 so your session can be modified if necessary, as certain techniques may be contraindicated. As some affected by the virus are asymptomatic, every client will be required to sign a liability waiver prior to treatment stating you agree to receive massage therapy at your own risk. You may review, print & complete that form to reduce time spent in the office here: COVID-19 Client Screening & Waiver
Our waiting room is closed until further notice. Please text us at (716) 219-8055 when you have arrived and wait in your vehicle until we notify you that your therapist is ready for you to come in. You will be taken straight to your treatment room to complete any paperwork that was not completed online before your session. We highly recommend completing the online intake form that is emailed to you.
To ensure your therapist has adequate time to sanitize the treatment room for the next client after your departure, late arrivals may result in shortened sessions.
Clients MUST wear a mask/face covering that covers the mouth and nose for the duration of their presence in our office unless they are alone in a room or face down on a treatment table where the face cradle has been outfitted with a cloth barrier. If you do not have a mask, one will be provided for you. If you are not able to wear a mask/face covering due to a documented medical reason, please discuss this with your therapist prior to coming in. *Refusal to wear a mask for any other reason WILL result in refusal of service, termination of service, and forfeit of any gift certificate or prepayment.* Please dispose of masks in appropriate trash receptacles after leaving the office.
Clients are encouraged to wash their hands for a full 20 seconds before and after treatment, and after using the restroom. Hand sanitizer will be available in treatment rooms as well, and we recommend using it upon your entrance to and exit from the room.
Therapists will be checking and logging their temperatures before every shift. They will wear a mask during all interactions, maintain at least 6 feet of distance when not performing a service, and wear a clean mask, clean goggles or face shield, and a clean smock/gown for each client while performing a service.
In addition to the strict hygiene measures we have always taken, we have HEPA air purifiers in each room and will be disinfecting high-touch areas after every single client (i.e. payment terminals, light switches, door knobs, hand railings, etc.)
Client information is confidential and will not be shared with any third party without client’s written authorization, unless required by law.
We welcome clients of all ages; however, minors must be accompanied by a parent/legal guardian that can sign off on their consent for treatment form. Parents/legal guardians are also expected to accompany their minor child in the treatment room.
We accept cash, all major credit cards, HSA/FSA cards, PayPal and Venmo. We also accept Shop716 gift cards. We do not accept personal checks. We suggest bringing a back up method of payment if you have not prepaid. Declined payments will require us to obtain a copy of your driver’s license and require you to complete a Client Financial Responsibility Form.
*New Clients* All services and packages valued at $125+ require prepayment. A PayPal invoice will be emailed to you prior to your session and should be paid in full 24 hours before your appointment. Cash will not be accepted in these instances unless specific arrangements are made. If you cancel or reschedule at least 24 hours prior to your appointment, a full refund will be provided. Cancellations within 24 hours will receive a 50% refund. Exceptions may be made for COVID-19 symptoms or diagnoses in the 24-hour window; a doctor’s note or proof of diagnosis may be required. No-shows will not receive a refund. If you have a gift certificate you planned to use as payment, please contact us to provide the gift certificate code to settle your invoice. If payment has not been received 24 hours before your session and you have not contacted us to discuss alternative arrangements, your appointment may be cancelled. This policy is in accordance with NYS COVID-19 recommendations for restricting in-person payments, and also ensures the livelihoods of our hardworking staff during these difficult times – thank you for your understanding.
Cancellation & No-Show Policy*
*See COVID-19 Policies for temporary changes to this policy.
Your appointment time is reserved especially for you. Please arrive at least 10 minutes prior to your appointment to complete any necessary paperwork, use the facilities and/or get comfortable so your session can start on time.
Late arrival will unfortunately result in a shortened session, but will not reduce the cost of your treatment. If you are more than 15 minutes late for your appointment without calling to notify your therapist, you will be considered a no-show and may not be seen.
Kindly provide at least 24 hours notice if you are not able to keep your appointment. Please understand that we are a very small business, not a corporate entity with hourly employees, and last minute cancellations/no-shows are extremely detrimental to our livelihood. For cancellations within 24 hours of your session start time, you may be responsible for 50% of the cost of your scheduled service and may be required to prepay for future services.
In addition, if you do not cancel/reschedule and fail to show up for your session, you may be responsible for the full cost of the service for which you were scheduled. Clients who no-show may be required to prepay for future services. Clients with gift certificates who no-show for their appointment will consider their gift certificates redeemed for the value of their scheduled treatment and will be responsible for any remaining balance. Clients with service packages who no-show for their appointment will consider their package redeemed. Clients with series packages who no-show for their appointment will consider one session of their package redeemed.
In an effort to maintain a healthy environment, we ask that if you are sick (including a cold, fever, flu-like symptoms, etc.) that you reschedule your appointment as soon as possible. Likewise, if your therapist is ill, your appointment will be rescheduled to protect your health.
Inappropriate behavior will not be tolerated. Suggestive or offensive comments, regardless of whether they are directed toward the massage therapist, or touching of the massage therapist in an inappropriate manner, will result in immediate termination of the treatment session and the client will not be allowed to return for massages in the future. The full cost of the session will be charged.
Gift Certificate & Package Policy
Gift certificates may be redeemed for any services or products available through Calm Earth Organic Spa. Should a gift certificate state a specific service rather than an amount, the value of the listed service at the time of purchase can be applied to a different service or product, in whole or in part. Service Packages (multiple services) and Series Packages (multiple sessions) are prepaid services that are redeemable only for the services purchased.
Clients with gift certificates who no-show for their appointment will consider their gift certificates redeemed for the value of their scheduled treatment and will be responsible for any remaining balance. Clients with service packages who no-show for their appointment will consider their package redeemed. Clients with series packages who no-show for their appointment will consider one session of their package redeemed.
Gift certificates, service packages and series packages are not eligible for refunds. They may, however, be transferred to another individual.
If your gift certificate is lost or stolen, contact us as soon as possible – we may be able to issue a replacement in certain circumstances.
Gift certificates comply with the Credit Card Accountability and Disclosure Act of 2009. The full value of a gift certificate expires one year from the date of purchase, which is noted on the certificate. An annual inactivity fee of 25% of the original value will be incurred on the expiration date, regardless of any remaining balance amount, and every year thereafter until the balance is used or reduced to $0. Series and Service Packages expire one (1) year from date of purchase.