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Tanning Waiver Form

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Tanning Release Form Including Waiver and Release by Legal Guardian or Parent

Name of Customer:

Date:

Address:

City: State: Zip:

Home Phone: Business Phone:

Date of Birth: E-mail Address:

Please read the following and sign at the bottom where indicated in you agree.

1. Using a Tanning Device.

A. A person who uses a tanning device in this tanning facility must use eye protection.

B. If eye protection is not worn, use of a tanning device in this facility may cause damage to the eyes.

C. Overexposure to the ultraviolet radiation produced by a tanning device in this facility may cause burns. A painful, blistering sunburn prior to the age of eighteen can significantly increase the risk of skin cancer/melanoma.

D. Repeated exposure to the ultraviolet radiation produced by the tanning devices in this tanning facility may cause premature aging of the skin, skin thickening, and skin cancer.

E. Abnormal skin sensitivity to ultraviolet radiation or burning may be caused by certain foods, cosmetics, or medication, including, but not limited to, the following:

1. Tranquilizers;

2. Diuretics;

3. Antibiotics;

4. High blood pressure medication;

5. Birth control medication; and

6. Other photosensitizing agents

F. An individual who is taking a prescription drug or over-the-counter drug should consult a physician before using a tanning device.

G. A person who is less than Sixteen (16) years of age must be accompanied by a parent or guardian when using a tanning device in this facility.

H. A person who is less than Eighteen (18) years of age may not use a tanning device in this facility unless the parent or guardian has also signed this written tanning release form. The form must be signed in the presence of the operator of the facility.

I. Different skin types respond differently to tanning.

J. Tanning may be inadvisable during pregnancy and for persons with photosensitizing disease, melanoma or other skin cancers. Tanning may cause possible activation of some viral conditions (cold sores) etc.

2. I agree that I will comply with all instructions on the use of the UV1 system and that I am using these services at my own risk.

3. I agree to hold harmless all Executive Tans and affiliates, its employees and agents for any injury to person or property in any way by the use of its premises and services. In addition, they are not liable for the loss or theft of any personal property. Each person is responsible for safeguarding his or her own property.

4. Purchaser agrees to use all sessions within the terms of the contract dates and understands that refunds are never given on unused portions of tanning packages for any reason.

5. I understand that it is against policy to tan in more than one indoor tanning salon in one day.

6. Waiver, Release and Consent

A. Having been advised and fully informed by , hereinafter called the Facility, concerning the nature of the sun tanning process proposed to be administered including the effects of such process and the possible risks and consequences of exposure to the indoor sun tanning equipment used in such process, I hereby authorize and direct them to administer such indoor tanning process and perform such indoor tanning procedures as may be deemed necessary or advisable.

B. My signature below constitutes my acknowledgment that:

1. I have read, understand, and fully agree to the foregoing Waiver, Release and Consent,

2. The proposed indoor sun tanning process has been satisfactorily explained to me and I have all of the information I desire and

3. I hereby give my authorization and consent which shall continue in effect as long as I tan with any Facility location now and in the future.

I have read the instructions for proper use of the tanning facilities and shall use such tanning facilities at my own risk.

For and in consideration of said being allowed to use the facilities of , I hereby release

____________________________ (Name of Business), its directors, officers, and employees (collectively “Releasees”) from all liability to me for any loss or damage to property or injury or death to me whether caused by Releasees or otherwise that result, directly or indirectly from the use by me of the tanning facilities of .

I further agree to indemnify, save and hold Releasees harmless from any loss, liability, attorneys’ fees, damage, or costs that they (or any of them) may incur arising out of or related to the use by me of the tanning facilities of , whether caused by the negligence of the Releasees or otherwise.

Witness my signature this the day of , 20 .

____________________________

(Signature of Customer)

(Printed Name of Customer)

____________________________

(Witness to Signature of Customer)

Waiver and Release by Legal Guardian or Parent

I hereby represent that I am the parent or legal guardian of the above mentioned Minor Customer (who is under the age of 18 years) and am authorized to execute this Release. I do further agree and represent that:

A. Client is physically able to safely use said tanning facilities;

B. I have thoroughly read this document and fully agree to its terms.

C. I have inspected the tanning facilities and equipment and accept them as being safe and reasonably suited for the purposes intended; and

D. I voluntarily signed this Waiver and Release.

For and in consideration of said Minor being allowed to use the facilities of Company, I, on behalf of myself and said Minor Customer, release , its directors, officers, and employees (collectively “Releasees”) from all liability to me or Minor Customer for any loss or damage to property or injury or death to Minor Customer whether caused by Releasees or otherwise that result, directly or indirectly from the use by Minor Customer of said tanning facilities operated by .

I further agree to indemnify, save and hold Releasees harmless from any loss, liability, attorneys’ fees, damage, or costs that they (or any of them) may incur arising out of or related to the use of said tanning facilities by Minor Client whether caused by the negligence of the Releasees or otherwise.

Witness my signature this the day of , 20 .

Minor Client Name:

By:

(Signature of Parent or Guardian)

(Signature of Parent or Guardian Individually)

(Printed Name of Parent or Guardian)

(Printed Name of Parent or Guardian)

(Witness to Signatures)

(Witness to Signatures)

Enter text✕

What the Tanning Waiver Form Is

A Tanning Waiver Form is a written consent and liability release used by tanning salons, spas, and mobile operators to document a customer’s acknowledgement of health risks and agreement to follow provider instructions. It typically records identifying details, health disclosures (skin conditions, medications), age or parental consent for minors, and a signature block. When executed correctly the form supports risk management, incident investigation, and secure recordkeeping; electronic execution is generally accepted under the ESIGN Act (15 U.S.C. ch. 96) and UETA (1999) where adopted.

Why a Clear Waiver Matters for Providers

A concise, well‑crafted Tanning Waiver Form documents informed consent, clarifies known risks, and helps defend against claims. It also creates an auditable record for regulatory or insurance reviews and can be executed electronically using compliant platforms such as signNow.

Why a Clear Waiver Matters for Providers

Who Typically Completes a Tanning Waiver

The Tanning Waiver Form is completed by the tanning customer and collected by the facility operator prior to service.

  • Salon and spa owners who need customer consent and a documented risk acknowledgment.
  • Front‑desk staff or tanning technicians who collect disclosures and verify age or parental consent.
  • Parents or legal guardians signing on behalf of minors when state law requires.

Keep signed waivers on file according to retention rules and make them available to insurance carriers or regulators if required.

Stepwise Completion: How to Fill and Collect the Waiver

Follow these steps before the first tanning session to ensure consent is recorded and verifiable.

  • 01
    Review Risks: Read disclosures and facility safety instructions aloud or provide a printed copy.
  • 02
    Provide Information: Enter name, DOB, contact details, and health disclosures accurately.
  • 03
    Confirm Consent: Signer reviews the consent statement and initial key clauses as required.
  • 04
    Sign and Store: Signer signs and dates; staff verifies ID and stores the record securely.

Typical Digital Workflow for a Tanning Waiver

A standard eSigning workflow streamlines collection while preserving an audit trail for each waiver.

  • Upload Document: Provider uploads the waiver as PDF or DOCX to the signing platform.
  • Place Fields: Add name, DOB, initials, signature, and optional conditional fields for minors.
  • Send to Signer: Deliver via email link or SMS code with authentication as configured.
  • Complete and Archive: Signer executes, receives a copy, and the platform records an audit trail.

Recommended Platform Settings for Electronic Waivers

Configure signing settings to balance convenience with identity verification and record integrity.

Field Configuration
Authentication Email link plus optional SMS code for added signer verification
Required Fields Full name, DOB, health disclosures, consent checkbox, signature
Conditional Logic Show parental consent fields if DOB indicates minor status
Reminders and Storage Automated reminder after 48 hours; save signed PDF to secure cloud folder

Technical Requirements and Integrations

Use a modern browser and a platform that supports PDF and DOCX uploads, basic field types, and a verifiable audit trail.

  • Browser Support: Latest Chrome, Edge, Safari, Firefox supported
  • File Formats: PDF, DOCX accepted for templates and signed outputs
  • Integrations: Connect to CRM or cloud storage (Salesforce, Google Workspace, Box)

Ensure the chosen platform can produce downloadable signed PDFs, store audit logs, and integrate with your client database for retrieval and compliance.

Essential Elements Every Professional Tanning Waiver Should Include

A comprehensive waiver balances clear risk disclosure with concise consent language and operational details the facility needs.

Risk Disclosure

Explicitly list known risks (burns, eye injury, photosensitivity, exacerbated skin conditions) and note that results vary by skin type and prior sun exposure; avoid ambiguous language.

Health Questions

Include direct yes/no questions about medications, dermatological conditions, pregnancy, or recent sunburn; flagging a positive answer should prompt staff review before service.

Age and Parental Consent

State age limits and require parent/guardian signature and contact information for minors in jurisdictions where minors are restricted or parental consent is necessary.

Operator Instructions

Document session length limits, recommended goggles, pre/post care instructions, and the obligation to follow staff guidance to reduce risk and support duty of care.

Release Language

A narrowly tailored release limits liability for ordinary risks while preserving rights for gross negligence or willful misconduct; use clear, enforceable phrasing rather than broad waivers.

Recordkeeping Terms

State where signed waivers are stored, retention period, and how to request a copy; include a statement about electronic record access and reproduction.

Security and Compliance Considerations

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Audit Trail: Timestamp, IP address, and action log recorded
HIPAA Support: BAA available for protected health information
Regulatory Standards: ESIGN and UETA compliant
Access Controls: Role-based permissions and SSO support
Certifications: SOC 2 Type II, ISO 27001

Legal and Operational Risks of a Faulty Waiver

Invalid Consent: Waiver may be unenforceable
Minor Issues: Missing parental signature creates liability
HIPAA Exposure: Improper handling can trigger violations
Insurance Denial: Inadequate documentation may void claims
Notary Errors: Incorrect notarization can impair evidence
Record Loss: Poor retention risks regulatory noncompliance

Common Preparation Mistakes to Avoid

  • Vague language that fails to specify the risks, session limits, or required safety steps undermines enforceability and confuses customers.
  • Failing to collect or verify a signer’s age and parental consent leads to regulatory exposures in states with minor restrictions.
  • Using initials in place of a full signature, or allowing unsigned electronic submissions without clear intent and attribution, weakens legal defensibility.
  • Storing signed waivers on unsecured personal drives or failing to retain audit logs prevents reliable retrieval during claims or inspections.

Timing: When to Obtain and Review Waivers

Collect waivers before any tanning service and maintain review schedules to keep records current and defensible.

Before First Session:

Waiver must be signed prior to any tanning exposure

Minor Consent Timing:

Parent/guardian signature required before minor’s appointment

Annual Review:

Re‑obtain or confirm waiver yearly for regular customers

Retention Period:

Retain records per applicable rules; see HIPAA and IRS guidance

Notary/RON Records:

If notarized, retain audio/video and journal per state RON rules

Comparison: eSignature Vendor Pricing and Core Features

High‑level pricing and feature differences for common eSignature vendors. signNow is listed first per comparison conventions.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7‑day free trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes (Business Premium) Varies by plan Varies by plan Varies by plan Varies by plan
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

FAQs and Troubleshooting for the Tanning Waiver Form

Answers to common legal and practical questions about executing, storing, and enforcing tanning waivers.


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