We are just over 4 weeks away from the grand release of the GDPR, that’s only 28 days to make sure you are more than ready for it, and don’t end up being charged 4% of your annual turnover. To put that into perspective, if your salon makes £80k a year, you’d be charged £3200 just for making one silly error. That’s not something you want, so here’s how you can avoid it:• Data must be processed in a way which guarantees suitable security of client’s personal data. This comprises protection against unauthorised or unlawful processing and covers accidental loss, destruction or damage by having applicable technical structures in place and suitable organisational measures. Salon Tracker hides all client data, it needs to be unlocked to gain access and every time it is unlocked it is tracked in the data base.
• Data held on clients must be accurate and kept up to date. Salon Tracker software allows you to view all a client’s data in the same place under one client card. This way, you can put a regime in place to regularly check client’s data when the client comes in and ask if it is correct.
• All data must be kept in a form which allows you to be able to identify how long that data is required for and be able to eliminate that data after that duration or if the clients asks for that data to be eliminated. Salon Tracker will be able to assist you with this and look into the data bases to be able to find out all this information and subtract their data from the system permanently.
• The data you hold must be processed lawfully, fairly and in a clear manner. This means stating exactly why you need the data and how you will use it.
• Data is only collected for specified, explicit and legitimate interest and not used in the future in a manner that wasn’t agreed by the person that the data is given from. This means no selling of client data to other businesses, and no giving out information of clients to other clients.
• All data held on clients must be specified for a reason and limited to what information is necessary for the purposes in which the data is used. Within Salon Tracker, customers have to tick to agree to marketing and text service.
Now hopefully you haven’t miss-judged the time you had left to get prepared for the release of the GDPR, but if you have, and this blog still rings alarm bells for you… don’t worry, we’ve got you covered.
We’ve got 4 weeks to go, that means 4 weeks worth of preparation. We’ve made it simple and produced you a check list of activities you can do each week so you can relax a little.
Week 1
• Create a privacy policy
• Assign one of your staff members with the responsibility of being a Data Protection Officer
• Go through your customers and remove customer’s data that is no longer needed. For example, customers who haven’t visited the Salon in over a year. This will make things a lot easier.
Week 2
• Define an age range of consent, 18+ perhaps?
• Make sure on your marketing campaigns there is an option to opt out of marketing.
Week 3
• Give clients the right to be removed from the database.
Week 4 – The final week
• Be prepared for client’s data requests - they are entitled to ask for a SAR report on everything you have on them at any given time.
• You then have 30 days to retrieve the data. Don’t worry, we’re here to help with that.
• Relax, if you have followed each step you have nothing to worry about. 4% of your annual turnover won’t be going anywhere
• Make sure your clients are aware that you follow the GDPR legislation closely, it shows your professionalism.
Any more questions? Don’t hesitate to give us a call on 0113 350 8230 or alternatively email christie@salontracker.co.uk.
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