What is GDPR and why does it apply to salons?
The General Data Protection Regulation (GDPR) is the European privacy legislation that has been in force since 2018. The law applies to every organisation that processes personal data — and that includes salons.
As a salon you collect a lot of personal data: names, phone numbers, email addresses, treatment history and sometimes even health data (allergies, skin conditions). All this data falls under GDPR and must be processed and protected according to the rules.
GDPR is not a formality. The Data Protection Authority actively enforces and small businesses can also receive fines for violations. Fortunately, GDPR compliance for salons doesn’t need to be complicated if you follow the basic principles.
The basic principles for salons
GDPR revolves around a number of core principles that you as a salon owner need to know and apply. These principles determine how you handle client data:
- Purpose limitation: only collect data you genuinely need for your service delivery
- Data minimisation: do not store more data than necessary
- Accuracy: keep client data current and correct
- Storage limitation: do not keep data longer than necessary
- Integrity and confidentiality: secure data against unauthorised access
- Accountability: you must be able to demonstrate that you comply with GDPR
Practical steps for GDPR compliance
Working GDPR-compliant starts with a number of concrete steps. First inventory which personal data you collect, where you store it and who has access. This overview forms the basis of your privacy policy.
Draw up a processing register. This is a document in which you describe which data you process, for what purpose, how long you keep it and with whom you share it. For most salons this fits on a single page, but it is legally required.
Ensure you have a privacy statement available for clients. In this you explain which data you collect, what you use it for and what rights clients have. You can display this in the salon and place it on your website.
Explicitly request consent for marketing communication. A client who makes an appointment does not thereby consent to newsletters or offers. Use a separate opt-in moment for marketing.
Salon software and GDPR compliance
Your salon software plays a central role in your GDPR compliance. All client data you store digitally must be properly secured. Therefore choose a reliable software provider that is itself GDPR-compliant.
MyWest takes the protection of client data seriously. All data is stored encrypted, servers are located in the EU and there are strict access controls. Moreover, from MyWest you can easily export or delete client data if a client requests it — an important right under GDPR.
Also pay attention to your physical data security. A paper client card lying openly behind the counter is a GDPR risk. Digitalise as much as possible and ensure that only authorised staff have access to client data.