Your First Stylist — Contract, OHS, Health Checks, Time Records in 2026

Your nail, brow or lash salon is growing, bookings are full and you can no longer manage alone. Time to hire your first stylist. Polish Labour Code + ZUS contributions + OHS + time-and-attendance records + Sanepid + GDPR — a set of obligations no one explains to you in a "nail art course."

This article breaks it all down step by step: which contract to choose, what health checks are needed, what OHS training is required, what internal rules to set up, what contributions you pay — and what it all actually costs.

B2B or employment contract?

This is the first strategic decision. Both options are common in the beauty industry; each has different implications for both parties.

B2B (contract between two registered businesses)

How it works: the stylist registers her own sole-trader business (CEIDG) and invoices for her services. The salon rents her a workstation and equipment; she pays a fixed monthly rent or a percentage of turnover.

Advantages for the salon:

• No ZUS employer contributions — the stylist pays her own
• No Labour Code — more flexibility (holidays, hours, days off)
• The stylist is responsible for her own OHS checks, medical tests and BDO registration
• Easier separation — terminating a B2B contract is simpler than a Labour Code dismissal

Disadvantages for the salon:

• The stylist can leave with one day's notice and take her clients with her
• Less control over service quality
• The stylist may work for other salons simultaneously
• Tax risk: "false B2B" — if the stylist works exclusively for you, every day, following your schedule, the tax authority (US) may reclassify the arrangement as employment and demand back-payments with penalties

Employment contract (Labour Code)

How it works: a standard employment contract for half or full time. The salon pays the salary, employer ZUS contributions, annual leave entitlement and benefits.

Advantages for the salon:

• Full control — the stylist works your hours, in your salon, with your clients
• Stable relationship — easier to build a team brand
• Non-competition clause — can be included (with limitations)

Disadvantages for the salon:

• Employer ZUS contributions: approximately 20% of gross salary on top of the salary
• Paid annual leave: 20-26 days per year
• Sick pay: 80% for the first 33 days per year covered by the employer
• Harder to end: notice period 2 weeks to 3 months depending on seniority

Which should you choose?

Small salons (1-2 support people) typically start with B2B because:

• Lower monthly cost
• Test the working relationship without full legal commitment
• Experienced stylists often prefer B2B (control over income, flat-rate tax at 8.5%)

Established salons (3+ stylists, a recognised brand, a fixed location) typically move to Labour Code employment because:

• Team stability is critical
• A strong salon brand retains clients even when a stylist leaves
• Better standing with ZUS, tax authorities and banks when applying for credit

Required health checks

Your stylist must have current occupational health checks:

• Initial check — before starting work. The salon issues the referral; the check is done by an occupational health physician. Cost: 100-200 PLN, paid by the employer.
• Periodic check — every 1-3 years depending on age and role. Typically every 2 years for stylists.
• Return-to-work check — after sick leave longer than 30 days.

Without a current check = the stylist may not work. A Labour Inspectorate (PIP) audit records this as a violation — fine of 1,000-30,000 PLN.

OHS training — mandatory

Every new employee must complete OHS training before starting work:

• General induction training — 3 hours, usually online, certified OHS trainer. Cost: 50-150 PLN.
• Workstation-specific training — 8 hours, at the specific workstation, in your salon. Can be conducted by the owner if she holds an OHS qualification.
• Periodic training — every 3 years, 4-8 hours.

Without training = a violation + the employee has grounds for a civil claim if a workplace accident occurs.

Time-and-attendance records (RCP)

RCP (work-time register) is a legal obligation for every employer in Poland. Format: paper list, app or biometric system.

What you record for each stylist:

• Clock-in time
• Clock-out time
• Breaks (minimum 15 min after 6h; extra break during pregnancy)
• Days off, annual leave, sick leave

No RCP records = fine of 1,000-30,000 PLN from PIP. The best low-effort option: a paper list in the folder + a backup in a time-tracking app (e.g. Toggl).

Staff rules — do you need them?

A formal written work-rules document is mandatory only for employers with 50 or more employees. A small salon does not legally need one, but having it protects you from employment disputes.

Recommended content:

• Salon opening hours + stylist's working hours
• Holiday request procedure
• Rules for using salon equipment
• Professional confidentiality clause (client data, pricing, processes)
• Non-competition clause during the employment period
• Client complaint procedure
• GDPR rules — who may access client data

What does it all cost? A realistic budget

First stylist on a half-time employment contract, net salary 2,500 PLN/month:

Item	Monthly
Net salary	2,500 PLN
Employer ZUS contributions (~20% of gross)	~700 PLN
Income tax (PIT) on salary	~300 PLN
Employer health contribution	~100 PLN
Occupational health check (every 2 years, per month)	~10 PLN
OHS training (every 3 years, per month)	~5 PLN
TOTAL salon cost	~3,615 PLN

A stylist costs the salon approximately 3,600 PLN/month for a 2,500 PLN take-home pay. The gross-to-net ratio is 1.45. That is why B2B appears cheaper — but if the tax authority rules "false B2B," you pay back all contributions from day one plus penalties.

Hiring checklist

Before signing the first stylist's contract, have ready:

1. Employment contract or B2B contract (separate templates)
2. Occupational health referral (for employment contract)
3. Reference letter / work certificate from previous employer
4. Copy of qualifications certificate (if the stylist completed a course)
5. OHS training record — completed before first day
6. GDPR clause for the employee (salon processes her personal data)
7. Written staff rules or signed internal agreement
8. Time-and-attendance form — starting from day one
9. ZUS registration within 7 days of start date (for employment contract)

The full hiring document set is in the NailsReady PRO package (697 PLN): 21 documents covering the sanitary procedure, stylist contracts, time-and-attendance records, staff rules, OHS training record and more.

FAQ

Can I hire a student intern without ZUS contributions?

Yes — an "intern contract" (up to 3 months) or a youth employment contract (age 16-18) has simplified contribution rules. Both require ZUS registration and a written internship programme.

Can a B2B stylist serve my clients when I'm on sick leave?

Yes, if the B2B contract allows it. That is one of B2B's advantages. However, clients must be aware that a different person is treating them — do not conceal the change.

What about the stylist's professional liability insurance (OC)?

Under an employment contract, OC is the employer's responsibility. Under B2B, it is the stylist's. Either way: agree in writing who holds the OC policy and what the minimum coverage amount is.

Can I pay the stylist a percentage of turnover instead of a salary?

Under an employment contract: the minimum wage (proportional to working hours) must be paid as a fixed amount. Percentage-only pay = implied employment relationship = tax and ZUS risk.

After OHS training, who is responsible for safety in the salon — me or the stylist?

The employer is always responsible for safety (even after the stylist completes OHS training). The stylist is personally liable in civil law only for the consequences of her own gross negligence.