How to manage client records and data requests

Salon Booking OS by OsDot™ keeps a record of each client who booked or paid online — an appointment or a shop order — with an e-mail address or phone number they confirmed with a code, and of each client account. You see their visits, orders and messages in one place; each client sees and downloads their own data; and when a client asks to be deleted, you complete it in one step.

Video tutorial #

How to manage client records and data in Salon Booking OS by OsDot™ 1.0.0

Watch on YouTube

The clients list #

Open Clients. The list shows your clients by name, with a contact, whether they have an account, and whether the record is active or archived. Search by name — or, for staff allowed to see client contacts, by a whole e-mail address or phone number. Staff without that permission see the contacts partly hidden.

New clients join the list on their own: a scheduled task adds the clients of new online bookings and orders every 10 minutes, and the list does the same when it opens. Clients booked only at the desk, without a confirmed address, are not in the list; their appointments are in the calendar as before.

Who sees what:

Stopping or allowing messages also needs See the messages sent to clients and whether they arrived; the owner and the manager / front desk hold both. A member of staff who sees only their own appointments sees only a client’s visits with them.

A client’s page #

A client’s page shows their e-mail addresses and phone numbers, each with whether messages reach it; their visits (the latest 50); their orders — appointments with a deposit and shop orders; and the messages sent to them.

Whether messages reach an address: Messages allowed, Stopped by the business, Opted out, Bounced or Erased (a client whose deletion was completed). Under it, the page shows the reminders the client stopped themselves.

To stop messages to an address — for example when a client asks you by phone — or to allow them again, choose the reason (The client asked, The address was confirmed, The address is wrong or The client complained) and choose Stop messages or Allow messages. Every change is noted in the audit log. An erased address cannot be allowed again.

Download the client’s data gives one file with everything kept about them (see below). Each download is noted in the audit log.

“Privacy and my data” — what clients do themselves #

A client with an account (they signed in to My bookings with a code, or continued with Google) finds Privacy and my data in their account menu. Your team’s accounts have it too.

• Your data → Download my data — one file with their profile and account, their e-mail addresses and phone numbers, their visits (with a home visit’s address), their orders, the messages sent to them, their message choices and their deletion requests.
• Messages — for each of their e-mail addresses and mobile numbers, they tick or untick Reminders before a visit and choose Save my choices. Booking confirmations, changes, receipts, order e-mails and sign-in codes always go out: they are part of the booking or the order.
• Deleting your account — a link to their profile, where they ask for it.

What is kept, and for how long #

In this version Salon Booking OS by OsDot™ removes these by itself:

• the address of a visit at a client’s home, 90 days after the visit (see A home visit’s address below);
• one-time codes, 30 days after they expired (every night);
• the links to change or cancel an appointment, once they open nothing (a used link 48 hours after its use; every hour).

A client’s contact details on their appointments and in their client record are kept until their deletion request is completed (below). Orders and payments, the record of messages on Messages (with addresses partly hidden), stopped addresses and the audit log are kept: the software does not delete them by itself in this version.

Your Privacy Policy is yours to publish under Website → Legal pages. A new site has a draft to start from, written from what Salon Booking OS by OsDot™ keeps and for how long: have it reviewed by your own lawyer, and make it say only what your site does.

Completing a deletion request #

A client (or a member of your team) asks under My profile → Delete your account: they read your salon’s note on what is kept, tick that they have read it, and choose Ask for deletion. The request waits under People → Deletion requests, for the owner:

1. Open the request and read who asked.
2. Under Review, choose Accept the request or Decline the request (a note is needed to decline), then Save the review. The person sees the answer on their profile.
3. For an accepted request, under Complete the deletion, tick that you understand, and choose Complete the deletion. This cannot be undone.

Completing it, in one step:

• unlinks the person’s sign-in from their staff record, if they had one;
• removes their name, e-mail address, phone number, note and home address from their appointments — the appointments themselves, their prices and history stay;
• stops messages to their addresses for good, forgets their devices and message choices, and clears their partly hidden address from the messages sent to them;
• removes their addresses and numbers from the client record;
• closes the account: it can no longer sign in, and its name, e-mail address, sign-in name and password are removed.

Orders and payments are kept for your accounts. If the client still has an upcoming appointment or an order with a payment still open, the page says “It cannot be completed yet.” and lists it; nothing is cancelled for you. Deal with those first, then complete it.

A home visit’s address #

The address of a visit at a client’s home is erased 90 days after the visit ended. You can change the number of days (0 to 730) under System → Website settings: Booking: days an address of a visit at the client’s place is kept after the visit. A scheduled task erases them every hour; each erasure is noted in the audit log. Completing the client’s deletion erases the address at once.