This is what salon owners should know about the GDPR

By Lex - on February 26, 2018 comments

Salonized gdpr law

May 25th 2018 a new data protection law will come into force, known as the General Data Protection Regulation (GDPR). This law will apply to all business that process personal information, including your salon. Most stories online about the GDPR are associated with big fines that could eventually result in shutting down your business. In this blog we will explain the GDPR and how your salon can easily be GDPR compliant.

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First things first, should I be worried about the GDPR?

No. As long as you and your staff are aware of the new regulations there is no need to get your hair in a twist.

This blog will outline all you need to know

  • How the GDPR will affect your salon
  • What to expect from reliable salon software
  • How to be GDPR compliant

GDPR 2018

The GDPR in a nutshell

The GDPR is a European data protection regulation that will change the currently active Data Protection Act 1998 (DPA). The new data protection law will apply to all businesses that gather personal data of European citizens.

Personal data: is any data relating to an identified or identifiable person. Think about name, address, email address or phone number. 

The big difference between de DPA and the GDPR

The GDPR wants to give individuals more control over their personal data. Therefore, the GDPR will ensure individuals more privacy rights and salons more responsibilities in regards to the way they process and protect personal data. When salons or practices do not comply to the new regulations they risk high fines that could be as much as 4% of your yearly turnover. But as we’ve already said, there is no reason to worry because you can be compliant in no time. 

What about the Brexit, will the GDPR still apply to salons in the U.K.?

Great question. The GDPR covers the data of all citizens across Europe. So it is very likely that if the U.K. leaves the European Union it will come up with a similar data protection regulation. Prepare now and you will be prepared for any other data policy in the future. 

Does the GDPR apply to my salon?

Only if your salon processes any personal data in any format. So it does not matter if you work on paper or digital. So if your hold client data such as: name, address, notes, reports and email addresses the GPDR will apply to your business.

How the GDPR will affect your salon

If your salon processes personal data we have provided a summary of the most important steps to smooth the transition to GDPR.

1. Know what to do

Informing you and your team about GDPR is the first step. Do not wait any longer and make sure you understand how the GDPR will affect your salon. Make sure you know which data you are processing and do not process any unnecessary data. 

2. Inform your clients with a privacy statement


The right to be informed is one of the new privacy rights all individuals receive with the GDPR. You need to inform your clients about the data you process and for which purposes. You do this with a privacy statement. Clients need to agree with your privacy statement before you are allowed to process any personal data. At Salonized we will create a convenient opt-in for the online booking forms so clients can make bookings with the same ease as before.

3. Minimise the data you collect

The GDPR wants you to process personal data responsibly and efficiently. Therefore you should only process the necessary data that helps you in providing the service at your desired quality standard. This way you do not only create more overview over your client data, you also reduce the risk to lose sensitive personal data. 

Example: You hold the address information of your clients. But you never send them a postcard, paper invoice and you do not visit them at their physical address. In this case there is no reason to hold clients physical address so you should decide not to collect this data.



Hint: Use this reasoning for more client data you hold and you will quickly determine which data you should process and which you should ignore.

4. Right to be forgotten, access and portability

Clients can request your salon to be deleted to see the data you processed or to receive the data you hold about them. This right is really focussed on the big tech companies like Facebook, WhatsApp and so forth. Hence, we expect the chance this will happen in your salon is very small. 

5. Data Processing Agreement

When you use a third party like Salonized to process your client data you need to sign a data processing agreement. In this agreement you can clearly read which measures and responsibilities your data processor takes in regards to the protection of your client data. At Salonized we have updated our data processing agreement and as a client or future client you can request this agreement for signing

What to expect from your salon software?

Great you now know a lot more about the GDPR and how you and your team can get ready. You take all the right measures but.. what about your software? As data controller you are the one responsible for the processing of your client data. So even if you take all the necessary measures you can still get fined if your software, who is the processor of your data, is not GDPR compliant. Therefore, you need to make sure that each party that functions as a data processor is GDPR compliant. To be sure you make use of reliable software you should:



  • Read the software’s privacy statement

  • Be able to sign a processing agreement

  • Know where your software keeps your data stored

  • Be sure that your software does not use your client data for marketing purposes

Don't wait any longer and become GDPR compliant

Well you made it this far, which means you learned a lot more about the GDPR. The most important step to becoming GDPR compliant is to be aware of the new regulations. So you are almost there. Now you need to get things done.

  • Advise your team
  • Know which data you process and you should process
  • Create your own privacy statement
  • Sign the processing agreement if you use software

The GDPR salon infographic

GDPR Infographic

Looking for GDPR compliant software that makes your work a lot easier?

Try Salonized for free and our team will be glad to advise you how you can work more efficiently and become GDPR compliant in no time. Leave your questions in the comments, send us a chat message or create your own trial account in one minute.

Lex Vergroesen

Lex Vergroesen

Growth Marketeer

Lex likes to chat, surf, play records and spend time with his dog, Sjors. He is always up to date with the latest online marketing development and enjoys sharing information and advice about online scheduling software and more with you.

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The summer of 2019

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Do away with stress, because the sun gives us such a great feeling! And do you jump right out of bed when it’s summer time? The sun comes up very early, so you’re filled with energy and you get tired less quickly. Almost everyone is at the beach or on vacation, so it might be a lot quieter in the salon. Use it to your advantage. Have you been meaning to cross things off your to-do- list? Now is the moment. Take a plunge into MailChimp A newsletter, update, or temporary promotion, with MailChimp you can promote your company by sending an email you can design yourself. You can create an account via the website www.mailchimp.com. There is a registration process and adding different contact lists. This way you can decide for yourself who gets an email from you. In Salonized, you can easily use the comprehensive filters to automatically synchronize a selection of the customers with MailChimp. Read here how you can link MailChimp to Salonized. Bring in a breath of fresh air into your automatic emails Late-night dates with your phone because you’ve been busy the entire evening scheduling appointments is a thing of the past. Just another advantage to the salon software. But even things that are automated, need a fresh look at. Is your company data still accurate? Did you, for example, move to another address? Or did you develop a new logo? Make sure your account has the correct company data. The automated messages copy this information when the following appointment is confirmed. Then schedule a test appointment with your own data, so you receive your confirmation email in your inbox. That’s a good way to thoroughly examine this email. Seeing your reviews in a more positive light Sunrays make the world look just a tad bit nicer. You’re generally more positive and you easily daydream about everything you’d like to accomplish. How do you share this feeling with your customers? Maybe by reaching out to them in person. With the feedback feature in your Salonized account, you can respond to the reviews you got from your customers. This is also possible retrospectively. Spread that summer feeling! Would you like to read more about Salonized online review system? You can, in this blog. Update your social media, give it a summer vibe Every winter, I look forward to it again: going out without having to grab a jacket. You don’t need to go on a vacation to have a feeling like you’re on vacation. Oftentimes, staying home in the summer is just as fun! Share all your summery adventures in the salon via your social channels. Maybe it’s an invitation to the next appointment... Tip 1 Do you have special promotions you’d like to promote during the summer? Or do you go on vacations? Share what you’re doing as well as the vacation opening hours on your website. Tip 2 The entire team eating ice-cream, cutting someone’s hair outside, or the fact that there is some great air conditioning in the salon. Which fun pictures are you going to post on your Facebook page? Tip 3 Have you added the Book Now button to the bio of your business Instagram page? Bye summer, hello fall! All good things come to an end, including the summer of 2019. Are you planning to offer another promotion in autumn? What kind of promotion is it going to be? Who’s going to be your target group and how many treatments will this promotion include? Enough to think about when you’re enjoying the last sunrays...
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Hidden functions

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Software. How do you get the most out of your program if you are not technically inclined? You have a morning off and take a seat. After you’ve poured yourself a nice cup of coffee, open your laptop and rub it in your hands. Time to dive deeper into your software program! But where do you start..? No worries! In this blog I give you more insight into certain (hidden) functions of salon software. I have selected 5 for you to help you on your way: 1. Have important information sent automatically? Yes! Working with a software program takes a lot of work off your hands. Just look at the emails that are sent after every reservation. With the correct customer information, emails are sent automatically, without you having to do anything. Did you know that you can edit them as desired? This is ideal if you want to provide extra information. For example, you can let your customers know that you work at the Amsterdam location on Monday and in your salon in Amstelveen on Tuesday. Congratulations! Do you want to give your customers a little something extra on their birthday? We have made it possible so that you can add a voucher to the birthday message. You can read how to do this step by step via this article. 2. How do you make it easy for your customers to schedule a new appointment? How about a separate booking link? In addition to the booking widget, you can also opt for separate booking links. They look the same, only they skip the employee choice or name of the service. For instance: A booking link for 1 employee You have just taken on a new employee. To let your customers know the good news, you have placed a profile photo and a piece of text on your website. If you place the "Book now" button next to it, you immediately send the customer to the available dates and times of that employee. Et voilà, the first booking has arrived! A discount for a specific service You want to promote your new "Acne treatment" on your Facebook page. You have put a nice sentence on your page with the link. The "Book now" button immediately redirects the customers to the available dates and times for this specific treatment. Please contact us so that we can create this unique link for you. Then the specific treatment can be booked immediately! 3. How do you complete your time registration? Vacuuming, washing dishes, window cleaning ... There are always plenty of things to do in the salon. And when you do this every day, your salon is quickly cleaned up and tidy. In your agenda you can block these times as “Chore”. To apply these chores as worked hours in your agenda, we have highlighted the hours in green. This way you have a clear overview and can easily distinguish the hours worked as a chore, from the appointments and absences. Visiting a trade show or workshop with the whole team? You can also create tasks for the entire company. In your time registration you can find these hours again on the basis of the description you have given them. 4. How do absences automatically appear in excel? Public holidays, vacation, an extra long weekend, or: your well-earned days off! Because in addition to all the hard work, you also have to make room for relaxation. Don't forget to include your absences in your agenda! This ensures that an appointment cannot be accidentally booked when you are just relaxing in your beach chair. These absences are recorded via the "Absences" heading. Here you can filter by employee. And choose a specific period. Did you know that these absences are automatically saved in your data export? This file contains all the absences from the past. Both per employee and the absences at company level. So you no longer have to fiddle with excel files yourself! 5. Advanced filtering, what can you do with it? Are you also curious about who your best customers are? Good news, a new filter option has recently been added to the customer filter: the "total amount spent" of the past year. This looks at the amount spent by customers between today and 365 days ago. For example, you can find out quickly which customers spent more than 200 euros in the past year. In addition, the filter option in your customer base is ideal when you want to send an e-mail to a portion of your customers. For example, you have a new massage in the field of relaxation massages, and want to let all customers who have ever been with you for a particular massage know. In this case you can choose the filter to search by service. The steps of applying the filter are explained further in this article. You don't have an online calendar for your salon yet? Clients can easily book in an appointment with the salon software by Salonized. Start your free trial here and add your booking link to your website or Facebook page immediately!
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Make your Facebook business page more effective

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The (online) marketing world is continuously changing and this affects all entrepreneurs into a certain degree. For instance, who does not have a business page on Facebook? We post interesting offers, make-over pictures, promotions and the latest news from the salon. And of course, we hope that most of our followers will see them. In January 2018, Facebook announced that it would make major changes to its news feed. “Bringing People Closer Together” was the title of the press release. Facebook wants to connect people to each other, using posts from friends and family. However, there is another trend on the platform, you can see more posts from Facebook pages and less from friends. This often results in an endless scroll session without of any useful interaction. Which thus results in a less positive user experience. Oh dear. People stop using Facebook. What’s next? This makes the alarm bells go off for Facebook. The changes implemented by Facebook during the next few months will have a positive effect on the use of Facebook by persons. For instance, posts from family and friends will become more important. But what will be the effect on the visibility of your business page for your followers? It will be extra important that followers will be active under your posts. What really works are posts which receive reactions, and posts followers want to share with friends. In this respect, you might consider: News from the salon with a personal touch Fun offers Live video in the salon Tips for keeping your "community" active The tactics behind the old model of just sending information, is outdated. It is better to regard your business page as a type of ‘community’. What fits this community? Facebook prefers images. Moving images are even better – which means videos. Live videos have the most effect. And are fun to make! Why not make a video while you are working on the latest nail art. Reviews are still the best possible means of advertising. Unfortunately, this is not a matter of waiting and seeing whether customers will post a review on your Facebook page. But of actively asking customers to write a review, for instance after an appointment or via a newsletter. Can’t you get around to it? With the Salonized salon software you can automatically sent the customer a review request after the appointment. The feedback tool also makes it very easy to respond to reviews. It goes without saying that the opportunity to schedule an appointment must be on your Facebook page. Facebook offers several call to action buttons which can be used; for instance, a Contact button or a Call-now button. Of course, the best option is the Book-now button. This forwards the customer to your online scheduler, so that they can schedule their appointment with you directly from your Facebook business page! Do you want to get started with reviews and an online schedule? Create a free trial account with Salonized. You can start immediately and our team is ready to assist.