How do I store client notes without breaking privacy rules?
Keep notes useful and limited
Client notes should help you do the job well. A note about a preferred service, an allergy or an access code can be useful. Personal details that have nothing to do with the appointment do not need to be stored, and removing them lowers your risk.
Write notes in plain, factual language. Avoid guesses or judgments about a client's personality, background or health. If a client shares sensitive information, ask how they want it recorded.
- Store only details that help the service
- Use factual, plain language
- Avoid guesses or judgments
- Ask before saving sensitive details
Protect the information
Choose a booking or client system that offers password protection, two-step sign-in and role-based access. Give staff only the access they need. Remove access when someone leaves the business.
Privacy rules vary by location and industry. Some places have specific rules about how long records are kept and how clients can request copies or deletion. Check the rules that apply to you, or ask a qualified professional.
- Turn on two-step sign-in
- Limit staff access by role
- Remove access for former staff
- Check the privacy rules that apply to you
Common mistakes
- Storing personal details that the appointment never needed.
- Sharing one login across the whole team.
- Assuming one privacy rule applies everywhere without checking your location.
Related questions
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- What is the best way to confirm appointments with clients?
- How can I get more clients to book appointments online?
- Should I let clients reschedule their own appointments?
- How do I handle appointment requests outside my business hours?
- What information should I collect when a client books an appointment?