Q&A

Reader to Reader: How do you keep your client information safe?

Q.

How do you keep your client information safe?

A.

Everybody at our salon keeps his or her own client record book, and the salon does the same with a computer program. Our computers don’t have a guest logon option (all the available logon options are password-protected) to prevent unauthorized people from accessing it. I take my book home with me every night in case I get ill or have an accident; that way I can call my earliest clients to let them know to call the salon to reschedule. The receptionist kindly handles rescheduling and calling later clients for me via the salon’s information. And if it’s a matter of a client seeing another tech, the tech can call or approach me if she wants to know specifics about what said client may want or need. - KELLI BURLESON, Harlow’s, Grand Blanc, Mich.

I keep my clients’ records safe by having duplicates on my computer. I keep the records on a disk and in a zipped program where all info is locked away. In the event my computer isn’t functioning, I also keep written client records in a filing cabinet, which only I have the keys to. My esthetics clients’ privacy is especially important to me since it may have medical information, so I’m the only one who has access to it. For the nails portion of my business, the receptionist has the open list for call back and scheduling. - JENNIFER TITRA, Jenz Esthetics & Nailz Spa, Toronto

I keep note cards in a plastic container. On one side, the info card asks a client for her name, address, birthday, favorite type of drink, and favorite scents. I use the other side to write the date and time the client came into my shop, the polish used, the service received, the lotion type, and how much the client paid (including whether it was a trade or discounted). Sometimes I note if the client is married or has kids or what she does for a living. I don’t let anyone look at it. I keep it next to my appointment book and pull it out before the clients get here. - KELLY TRAVER, Picture Perfect, Willow Springs, Mo.

In order to keep my client information safe, I bought a client data book to collect all of my clients’ information. I don’t give a new client the whole book; I place a data file on the table before the client comes in, then add it to the book later. I keep all of my client info with me at all times, including my appointment book. Also when I am at work, my book is put to the side and out of the way. - CHANDA JENKINS, Head Angels Salon, Rockingham, N.C.

I have all my client information on a writable CD. I first fill out the forms on my laptop, then I move them to a CD. I also make backup copies. - ANN-MARIE REEVES, Merle Norman Salon, Ashby, Mass.

I keep my client information in a small notebook. It stores the client’s home address, phone number, birth date and any notes I add. I keep it in my desk drawer, so it’s not sitting out. - NORMA SPROLES, The Signature Salon, Inc., Flat Rock, N.C.

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