07728860220
Policies
Cancellation Policy
Terms of Service
Privacy Policy
Complaints Policy
Cookies Policy
Cancellation and Missed Appointment Policy
Effective Date: 23.10.2026
Business Name:The Form Fairies
1. Purpose
This policy explains how cancellations, rescheduling requests, and missed appointments are handled by The Form Fairies
We understand that plans can change and will always aim to be fair and reasonable while protecting appointment availability and business time.
2. Notice of Cancellation
Clients may cancel or rearrange an appointment by contacting us using the agreed booking contact method.
More Than 24 Hours’ Notice
Where at least **24 hours’ notice** is provided before the scheduled appointment time:
* No cancellation charge will apply.
* The appointment may be rearranged subject to availability.
Less Than 24 Hours’ Notice
Where less than **24 hours’ notice** is provided:
* Any deposit or advance payment will be retained in lieu of a cancellation charge.
* Any deposit or advance payment may be deducted from future bookings where extenuating circumstances have been found to apply.
3. Missed Appointments / No Shows
If a client does not attend an appointment or is unavailable at the agreed time without notice:
* The appointment may be treated as a missed appointment.
* A charge may apply.
4. Extenuating Circumstances
We understand unexpected emergencies can happen. Cancellation charges may be waived at our discretion in genuine extenuating circumstances.
Clients should inform us as soon as reasonably possible.
5. Business Cancellations
If we need to cancel or rearrange an appointment, we will provide as much notice as possible and offer an alternative appointment or refund of any prepaid amount where relevant.
6. Discretion and Fairness
We reserve the right to consider individual circumstances and apply this policy reasonably and fairly.
7. Contact
For cancellations or rearrangements, please contact:
jade.lloyd@theformfairies.co.uk
Term of Service
Terms of Service and Disclaimer
Last Updates 13.03.2026
Welcome to The Form Fairies, a sole trading service operated and owned by Jade Lloyd, by browsing and using this website, booking an appointment, or submitting an enquiry, you agree to comply and be bound by the following terms, conditions and disclaimers. If you do not agree, please do not use this website or book services.
1. Who We Are
- Jade Lloyd or The Form Fairies (“we”, “our”, or “us”)
- Based in Wales, United Kingdom.
- jade.lloyd@theformfairies.co.uk
2. Website use
The content on this site is for general information only.
We may change or update content without notice.
You use any content, information, or services from this website at your own risk. It is your responsibility to ensure they meet your needs.
3. Intellectual Property
All content, designs, graphics and text on this website are owned by or licensed to Jade Lloyd, The Form Fairies.
You may not reproduce, distribute or use any content without written permission.
4. Service Information
We make every effort to ensure all details, prices and descriptions are accurate.
We reserve the right to make changes to services, availability or pricing without prior notice.
All appointments are subject to availability and confirmation.
5. Bookings and Cancellations
A booking form must be completed to secure you appointment.
Deposits will be required for services. These will be outlined clearly before confirming your appointment.
Deposits are non-refundable unless otherwise stated.
The remaining balance must be paid in full during your appointment or before any documents are released to you.
If you cancel your appointment with less than 24 hours notice, the full service fee may still apply.
In the unlikely event that we must cancel your appointment, any payments made will be refunded in full or used toward a rescheduled appointment.
6. Refunds
All services are non-refundable once provided.
If you are unhappy with your service, please raise your concerns during your appointment so adjustments can be made.
7. Limitation of Liability
We are not responsible for any loss, damage or delays arising from your use of our website or services. We do not guarantee outcomes from your applications.
We are not responsible for issues caused by circumstances outside of our services (eg. Postal loss, paperwork misplacement by DWP etc.)
8. Privacy and Data
Your use of this website and booking forms is also governed by our Privacy Policy and GDPR Policy, which clearly explain how we collect, use, store and manage your data.
You have the right to request copies of all data we hold on you at any time.
9. Changes to these Terms and Disclaimers
We may update these terms, conditions and disclaimers at any time. Please check this page regularly to ensure you are aware of any changes.
Contact Us
For any questions relating to these terms, conditions or disclaimers, please email:
jade.lloyd@theformfairies.co.uk
Privacy Policy
Effective Date: 09.10.2026
Business Name: The Form Fairies
Contact Email: jade.lloyd@theformfairies.co.uk
Phone Number: 07728860220
Business Address: 61 Bridge Street, Kington, HR5 3DJ
1. Introduction
The Form Fairies is committed to protecting your privacy and handling your personal information fairly and lawfully in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This Privacy Policy explains how we collect, use, store, and protect your personal data when providing assistance with disability benefit applications and related support services.
2. Personal Data We Collect
We may collect and process the following information:
* Full name
* Date of birth / age
* Postal address
* Email address
* Telephone number
* National Insurance number (if required for applications)
* Health and medical information
* Disability and mobility information
* Employment and financial circumstances where relevant
* Details needed to complete benefit forms
* Notes taken during interviews by telephone or video call
* Copies of supporting documents you provide
3. How We Collect Your Data
We collect information directly from you through:
* Telephone consultations
* Video calls using Microsoft Teams
* Email correspondence
* Online messages
* Documents you send to us
* Completed forms and questionnaires
* Online Bookings – we use SimplyBook.me to manager our appointment bookings. When you book an appointment, SimplyBook.me processes information such as your name, contact details and appointment information on our behalf to facilitate and manage your booking. The processing is governed by the applicable Data Processing Agreement between The Form Fairies and SimplyBook.me. For further information, please refer to SimplyBook.me’s Privacy Policy.
4. Why We Use Your Data
We use your personal data to:
* Provide advice and assistance with disability benefit claims
* Complete application and review forms on your behalf
* Contact you about appointments or your case
* Maintain service records
* Issue invoices and manage payments
* Meet legal, regulatory, and tax obligations
5. Lawful Basis for Processing
We process your personal data under one or more of the following lawful bases:
Contract – to provide the services you request
Legal obligation – where required by law
Legitimate interests – to operate and improve our services
Explicit consent – where required for health or medical information
Health information is treated as special category data and handled with additional care.
6. Sharing Your Information
We only share your data where necessary. This may include:
* Government departments such as the Department for Work and Pensions where authorised
* IT providers such as Microsoft Teams or secure cloud storage providers
* Accountants or professional advisers
* Legal or regulatory authorities where required
We do not sell your personal data.
7. How We Store and Protect Data
We use appropriate security measures including:
* Password-protected devices
* Secure email systems
* Restricted access to client records
* Secure digital storage
* Confidential handling of all case information
8. Data Retention
We keep your information only as long as necessary for service delivery, record keeping, legal obligations, or dispute resolution. Normally records are retained for 12 months after your case closes, unless longer retention is required by law.
9. Your Rights
Under UK data protection law, you have the right to:
* Access your personal data
* Correct inaccurate information
* Request deletion of your data
* Restrict or object to certain processing
* Withdraw consent where applicable
* Request transfer of your data where relevant
* Complain to the Information Commissioner's Office (ICO)
ICO website: ico.org.uk
10. Call Recording
With your knowledge and permission, The Form Fairies may audio-record appointments conducted by telephone or video call.
Purpose of Recording
Recordings are used to help us accurately capture the information you provide about your circumstances, health conditions and daily living needs, so that we can prepare your disability benefit application as accurately as possible.
Information Recorded
Recordings may contain personal information and special category data, including information about your health, disabilities, treatment and support needs.
Storage and Security
Audio recordings are stored securely and access is restricted to authorised personnel who need the recordings to provide our services. Recordings are not used for unrelated purposes.
Retention
Audio recordings are retained only for as long as necessary for the purposes explained above and in accordance with our data retention arrangements. We will securely delete recordings when they are no longer required, unless we are legally required to retain them for longer.
Your Choice
We will explain the recording process before recording begins and obtain the appropriate consent where required. You may ask questions about the recording or raise any concerns by contacting us at jade.lloyd@theformfairies.co.uk.
Further information about your data protection rights is available in Section 9 of this Privacy Policy.
11. Contact Us
If you have any privacy questions or requests, contact:
The Form Fairies
61 Bridge Street, Kington, HR5 3DJ
jade.lloyd@theformfairies.co.uk
07728860220
12. Changes to This Policy
We may update this Privacy Policy from time to time. The latest version will always be available on request.
Complaint Policy
Business Name: The Form Fairies
Owner: Jade Lloyd, Sole Trader
Introduction
The Form Fairies is a sole trader service operated by Jade Lloyd. The service aims to provide professional and supportive assistance to individuals seeking help with disability benefit applications and related documentation.
If a client is unhappy with any aspect of the service provided, they are encouraged to raise their concerns so that the matter can be addressed fairly and promptly.
How to Make a Complaint
Complaints should be submitted in writing by email to:
jade.lloyd@theformfairies.co.uk
Please include:
• Your name
• A clear explanation of the issue or concern
• Any relevant dates or details
Complaint Process
Upon receiving a complaint:
• An acknowledgement will normally be sent within 5 working days
• The concern will be reviewed carefully by Jade Lloyd, the business owner
• A response will normally be provided within 14 working days
If additional time is required to investigate the matter, the client will be informed.
Resolution
Where appropriate, steps will be taken to address the concern, which may include clarification, correction of information, or other reasonable actions.
All complaints will be treated seriously and handled in a respectful, fair, and confidential manner.
Commitment
Jade Lloyd, trading as The Form Fairies, is committed to maintaining high standards of service and welcomes feedback that helps improve the support provided.
Cookie Policy
Effective Date: 23.10.2026
Business Name: The Form Fairies
Website: theformfairies.co.uk
1. Introduction
This Cookie Policy explains how The Form Fairies uses cookies and similar technologies on our website.
Cookies are small text files placed on your device when you visit a website. They help websites function properly, improve user experience, remember preferences, and provide information about site performance.
This policy should be read alongside our Privacy Policy.
2. What Cookies We Use
Depending on how our website is set up, we may use the following categories of cookies:
Strictly Necessary Cookies
These cookies are essential for the website to operate properly. They may include cookies used for:
* Security
* Page navigation
* Form submission
* Session management
* Load balancing
These cookies do not usually require consent.
Performance and Analytics Cookies
These cookies help us understand how visitors use our website so we can improve performance and usability.
Examples may include website traffic statistics, popular pages, and error monitoring.
Functionality Cookies
These cookies remember choices you make, such as:
* Language preferences
* Accessibility settings
* Saved form details
Marketing Cookies
These cookies may be used to track browsing activity and show relevant advertising. We will request consent before using these where applicable.
3. Third-Party Cookies
Some cookies may be placed by third-party services used on our website, such as:
* Website analytics providers
* Embedded maps or videos
* Appointment booking systems
* Live chat tools
* Social media integrations
These providers may use their own cookies subject to their own privacy notices.
4. Consent
Where required by UK law, we will ask for your consent before placing non-essential cookies on your device.
You can choose to:
* Accept all cookies
* Reject non-essential cookies
* Manage cookie preferences
You may change your preferences at any time through our cookie banner or website settings (where available).
5. Managing Cookies Through Your Browser
Most web browsers allow you to control cookies through browser settings. You can block or delete cookies if you wish.
Please note that disabling some cookies may affect website functionality.
6. Cookie Retention
Some cookies are deleted when you close your browser (session cookies). Others remain for a set period or until deleted (persistent cookies).
7. Changes to This Policy
We may update this Cookie Policy from time to time to reflect legal, technical, or operational changes.
8. Contact Us
If you have questions about our use of cookies, please contact:
The Form Fairies
jade.lloyd@theformfairies.co.uk
07728860220