Phorest is the all-in-one software solution for your salon:
|Features Included in Phorest Salon Software:|
|Client & Appointment Management||Point of Sale (POS)|
|Loyalty Program||Marketing, Social Media, & CRM Suite|
|Inventory & Stock Control||Staff Rostering & Management|
|Reporting||Training & Support|
Get new clients (and make more money)
There is nothing worse than an empty salon.
- Fill your seats when you need it most with special offers.
- Manage all your clients’ reviews in one place and attract new raving fans.
- Use our latest Before/After photo feature to showcase your latest work or impress new clients on Facebook.
- Send your own marketing emails or SMS.
- Convince people to buy for the first time with our pre-made templates.
Are you scared of running out of ideas for your next campaign?
Fear not: our team is here to give you examples of what worked for other salons and the latest tips to get new clients.
Make your clients happy (so they come back and spend more)
We are as passionate about growing your business as you are.
We want your clients to book appointments more often, spend more, and have a stellar experience. Every. Single. Time.
Phorest isn’t just a software; it’s your all-in-one solution to grow your salon.
As part of the Phorest family, you also have access to the Grow Team. They are like your own marketing team. They create the best social media or email campaigns, just for you.
Phorest Salon Software has unique features to make people come back to your salon:
- The TreatCard: an award-winning loyalty program.
- Client ReConnect: your own virtual assistant, in charge of making your best clients come back.
- Plus a range of other apps.
Manage your day-to-day
We know how hard you work and how little time there is to run your day-to-day activities.
With Phorest Salon Software, you can:
- Control your stock from within the software.
- Generate easy to understand reports in one click.
- Store all your appointments in a super easy-to-use, colour-coded appointment book.
- Have your entire salon at your fingertips 24/7 with the Phorest Go smartphone or tablet app.
- Take bookings while you sleep with your Online Booking page.
Make your life easier
We are there with you every step of the way to make your life easier.
- Our Onboarding Team helps you switch from pen and paper (or from another provider).
- Our Support Team is always one click away (whatever you need).
- Not comfortable with technology? No problem.
Phorest Salon software uses a colour-based, touch-screen design.
- You won’t have to struggle to learn to use Phorest Salon Software: the Training Team will teach you (and your staff) the ins and outs from Day One.
Stay ahead of the competition
The Hair & Beauty Industry is a competitive business. Wouldn’t it be amazing to have your very own private marketing agency?
With Phorest, you do!
- Our Grow Team creates marketing campaigns so that you don’t have to (included in the price of the software).
- We give you new ideas for your social media campaigns and share the latest best practices.
- We provide you with SMS or email templates you can actually use.
- You will always stay ahead of the curve; we innovate and come up with new features all the time!
Manage your staff and make them happy
Your team are an integral part of your salon and your success.
We want to ensure that looking after your staff is easy within Phorest Salon Software:
- Manage your staff rosters, and commissions.
- Give your staff access to their own schedule on their smartphones and tablets.
- Keep them up-to-date with changes to their schedule.
- Check client notes ahead of appointments in one click.
|Features||Included in Phorest Salon Software|
|Online Reputation Manager to monitor your salon ratings (Google, Facebook & Yelp)|
|Client ReConnect to make your clients come back|
|Cloud-based Client Card|
|Colour and medical history, patch tests|
|Special notes feature (for example, tea or coffee preferences)|
|Automatic data backup|
|Rebook on the spot|
|Auto text reminders|
|Online bookings (on your own website or as a stand-alone page)|
|Point of Sale (POS)|
|Lightning fast cash register|
|Email receipt and printing|
|Client rewards with points for referrals and services/products|
|Clients check-in with a scan of their TreatCard|
|Average spend increase by 30%|
|Inventory & Stock Control|
|Painless stock takes|
|Auto low-stock prompts|
|Produce itemised lists for orders|
|Stock transfers between branches|
|Staff Rostering & Management|
|Easy-to-use staff rostering and availability|
|Tiered commissions structure|
|Staff Performance reporting|
|Payroll and commissions|
|100+ easy-to-understand reports|
|Sales, stock and turnover reports|
|Analyse referrals and requests|
|Custom access to staff|
|Automated email reports|
|Marketing Suite & CRM|
|Automated client retention with Client ReConnect|
|SMS and Email campaigns with pre-made templates|
|Auto-appointment reminder texts|
|Automated thank-you emails|
|Automated review emails|
|Clients targeting by age, gender, profession or any category you create|
|Before/After photo feature to showcase your latest work or impress new clients|
|Special offers to fill your seats|
|Salon branded mobile app|
|Social Media Management|
|Automatic Client Reviews on Facebook and Twitter|
|Snapchat feature to build your audience|
|Auto-like Facebook feature|
|Bookings through your Facebook page|
|Automated positive review requests|
|Training & Support|
|Hardware & IT support|
|Phone & email support|
|Secure Online Backup|
|On-the-go access through your mobile or tablet|
|Access from from any computers (Windows, Apple, Linux, etc)|
Click on the image to launch an interactive guided tour of Phorest:
- Free: it’s completely free to use.
- Short: it lasts 3 minutes (or less).
- Unlimited: you can go through it as many times as you want.
- Easy: you don’t have to be a computer genius to use it.
- Computer or tablet: it can be used with any computer or tablet.
Meet some of our customers:
“You may think this is an additional cost that you cannot afford but, believe me, it pays for itself.”
I have used software packages for many years and discovered Phorest 2 years ago. It’s hard to believe but they have reinvented the way we run our business.
The actual software is very easy to use for all the staff but it’s the blogs, updates and advice by industry experts that I get that has been amazing.
I would advise taking on the salon app which our clients love and make use of the text and email messaging service. You may think this is an additional cost that you cannot afford but believe me it pays for itself.
Lastly the Phorest team and customer support is the best I have ever come across.Sue Palmer from Salon 112.
“We were very nervous about the change to being computerised.”
Nothing is ever too much trouble for the team. We were very nervous about the change to being computerised but a year on would not be without it.
Even when we ask silly little things they guide us through.
The marketing is great and so easy to use, I would say just do it and with the team at phorest to lead you you will never look back.Debbie Hulbert, Owner, Charter Cutting Company.
“We conducted a massive amount of research into salon software.”
We have just established a large beauty salon and skin clinic.
We initially conducted a massive amount of research into salon software concluding that Phorest is streets ahead of everything else currently available on the market.
It is utterly superb software and I can’t speak highly enough of it. It’s easy to use, responsive, clever and well thought-out.
Its wide-ranging capabilities are second-to-none and will make (and save) us a lot of money – we are delighted with it.
I particularly like the ‘at risk’ facility which identifies those clients who have not visited the salon in the past few months.
In addition, the service, training, advice and tips throughout the setup and training have proved invaluable. Thank you so much Phorest – you have made all of our lives considerably easier!Debbie Tams, Director, Beauty and The Bistro.
“You’re not just another number to them.”
Phorest software without doubt all pros no cons, by far the best salon software I have ever worked with, the software is very easy to use, easy on the eye, it covers everything you can think of and it is improving everyday there’s always more and more improvements, so happy we made the move six months ago and will never look back.
Can’t wait to avail of all the extra free training Phorest has to offer, they are always wanting to improve and increase your profits for your business.
I feel that as a company Phorest make you feel that your business is priority and you’re not just another number/account to them, that itself goes along away.Fiona Mc Donald, Owner, Chyna Blu hair and Beauty.
The demo takes around 1 hour and half, but there is no time limit. Your Salon Business Advisor will show you how Phorest can help grow your business, so a full tour of all the features, and answer all of your questions.
The demo can be online or in-person. Your Salon Business Advisor will get in touch to arrange those details once you book a demo.
Do you love what you do? Do you want to get more clients and get them back more often? Then Phorest is for you.
Phorest Salon Software is the perfect fit for hair and beauty salons, nail bars, and spas with 3+ staff.
However, it isn’t a good fit for mobile operators or chair rental salons.
Yes. Phorest is the all-in-one solution for your salon. We check all your boxes, including:
- Touch-screen appointment book by staff member, service, calendar date and time
- POS system (your point-of-sale system)
- Marketing suite and CRM (like client cards and client database)
- Stock, full reporting on business and staff performance
- Apps so your clients can book in
- Apps for your staff to manage their appointments
We can even supply your hardware (computer, cash drawer, scanner, etc.), too!
Yes. We specialise in getting new clients and making them come back.
With Phorest, you can take bookings through Facebook, share before and after photos from your smartphone on Instagram, or run targeted SMS and email campaigns by client type.
Book a free demo with one of our Salon Business Advisors for more details.
Yes. Phorest Salon Software is the easiest to use salon software on the market.
It is all colour based and touch-screen. You get fully trained and can go on as many training sessions as possible. You can also use it on mobile and tablet, too.
Try it online right now and see for yourself.
Upgrading to the Phorest Salon Software is the best investment you could make for your business.
You can track all of your numbers, bookings, staff members, and clients in one place (even from your phone!). View the full details here.
It’s built for people who are not comfortable with technology. Try it online right now and see for yourself.
Yes. You’ll be supplied with a separate device to process debit cards and credit cards.
Integrations with certain payment gateways are also possible.
Yes. You can try the Phorest Salon Software right now on our website.
After that, you can book a free demo with one of our Salon Business Advisors. We will show you how the software works and how it can help you grow your salon (from the comfort of your computer or in your salon, whatever you prefer).
No. It’s also a team dedicated to help YOU grow.
We train you to use the software, give you ideas for your marketing, teach you how to use our most advanced features, and solve your most complex technical problems.
Yes. We will train them too.
Our promise is to get everyone on your team, at any stage of the adventure, confident, competent and at total ease with the software.
Yes. We will train your team for you.
We train everybody together to start. We also train owners and managers about more advanced features (like access levels and permissions).
Yes. We can help you switch.
Depending on the software we can import your stock, staff, appointments and clients. Book a free consultation with one of our Salon Business Advisors for more details.
Yes. This is what we do best.
Yes. You can manage walk-ins, organise timetable on your smartphone, even send automated SMS reminders, or accept bookings on your website or Facebook page.
Your staff can even manage their own diary on their phone.
Your clients have their own card where you can store their contact details, their full medical and service history, or include notes to personalise their experience.
You can manage your staff rosters, give your staff access to their own schedule on their smartphone, keep them up-to-date with changes to their schedule, or check client notes ahead of appointments in one click.
Book a free demo with one of our Salon Business Advisors using the form on this page.
We’ll be in touch within two working days. #letsgrow
Yes. Phorest is perfect for salons with one or multiple locations.
Your Internet connection is highly unlikely to go down.
If it happens, you will be able to log onto the Phorest Go app from your phone or tablet using your mobile data. You will be able to see your columns, make appointments as well as check your clients in and out and take payments.
You could also tether your data by using a personal hotspot on your mobile device and use your Phorest Salon Software on the computer as normal.
If mobile data is not available to you, you will be able to call Phorest Support and we will inform you of the appointments you have booked in on the day.
Your data is stored in multiple data centres to provide high availability and redundancy in case of data centre failure. We employ the services of Amazon Web Services who are the number one provider of Cloud Computing services.
In terms of security, multi-factor authentication is employed to secure data and access is restricted to personnel who strictly require access to manage our systems.
Take appointments 24/7 with no double booking or selection of unqualified staff; view the team’s appointments on mobile or from the comfort of your bed!
Auto-update stock levels and request new deliveries with one touch. Take payments on credit card and cash.
Streamline staff rostering; learn what clients think of your team; and get over 90 reports from commission, to product sales, to staff performance delivered to your phone.
Manage appointments and view reports on Phorest GO; get clients booking through your salon-branded app plus Showcase your services and team, and create a gallery of your styles or products.
Get full training before go-live plus continuous free online training whenever you want; round-the-clock award-winning support and free ebooks, blogs and podcasts chock-block full of ideas to grow your salon!
Manage appointments and view reports on Phorest GO; get clients booking through your spa-branded app plus Showcase your services and team, and create a gallery of your styles or products.
Get full training before go-live plus continuous free online training whenever you want; round-the-clock award-winning support and free ebooks, blogs and podcasts chock-block full of ideas to grow your spa!
GDPR defines six conditions for a lawful basis for processing personal data, of which at least one of them must apply. There are, for example, vital interest (you need a person’s personal data in order to protect their life), public task (applies to official authorities or if you act in the public interest), contract (you need to process data in order to fulfill a contract with that individual) and three others who apply more specifically to your business:
- Consent: your client has given you clear consent to process their personal data for a specific purpose.
- Legal obligation: the processing is necessary for you to comply with the law – this includes if you need to store a client’s medical information for insurance reasons.
- Legitimate interest: processing your client’s data is in your (or their) legitimate interest since you wouldn’t be able to do great work without it.
Consent is the major keyword of this new piece of legislation. It is all about protecting and strengthening consumer rights and making said consumers more aware of what businesses do with their personal data. GDPR sets very high standards for consent as it is a lawful basis for processing data. Your client needs to be fully informed and aware of what data you are collecting, why you are collecting it, and what you will use it for. They also need to be given a real choice to actively opt-in and opt-out. No more pre-ticked checkboxes for getting marketing consent, for example. You’ll need to be clear and precise. Consent must be given freely, and you will need to keep a record of when and how it was given. You should review and refresh consent as appropriate.
Under GDPR, you need to apply data minimisation, that is to say, collect as little data as possible and only store for as long as you absolutely need it or as you are legally required to do so. Different data sets have different legal retention periods. For example, you should ask your insurance company how long you should store a client’s medical data. Staff data is another example of personal data you are legally required to retain for a specified period of time – even if that person requests to be ‘forgotten’ and to have all their data deleted.
You can set specific data retention periods in your Phorest system following these step-by-step instructions:
A few things can happen if you’re not GDPR compliant. It all depends on the circumstances and severity of the breach. If you can show that you are trying your best to be GDPR-compliant, you might get away with a less severe reaction from the authorities who will investigate your case and examine your business and processes. Good will goes a long way.
The cost of non-compliance has four levels: a warning, a reprimand, a suspension of all data-processing and finally a fine that can be up to 4% of your global annual turnover or €20 million.
As you can see, it is important to get as well prepared as possible!
Doing everything correctly for GDPR has two benefits: first, it greatly lowers the chances of a data breach occurring. Second, if a data breach occurs, all of this will probably be checked by the authorities and if your organisation is complying well, has good policies in place, etc, the fine charged, if any, is likely to be much less.
Data Protection Commissioner
Ireland R32 AP23
+353 (0) 57 8684800
Data Protection Commissioner
Information Commissioner’s Office,
Cheshire, SK9 5AF
+44 (0) 303 123 1113
A while back you have gotten an email detailing these next steps. If you did not receive it, can’t find it or have further questions, please call Support or your Salon advisor!
GDPR will be enforced starting May 25th, 2018, so you have to become compliant even if the UK should leave the EU. It is unclear what happens afterwards, but in the meantime, you should get ready.
We take small notes on our record cards such as, for instance, clients going on holidays or if they have children, to add a personal touch when they return. This way, we can ask if they enjoyed their holidays, etc. Do we need to stop doing this?
Yes and no. GDPR requires from all organisations collecting personal data to apply ‘data minimisation’ and to have a legitimate reason to store any sort of information about clients. You are only allowed to store data that you need to do your job or that is in the client’s own interest. So, noting what colour you use for the treatment is information you need. Noting when they’re going on holidays, could be information you need in the context of booking a new appointment, for example. Detailed family status might not fall into ‘legitimate interest’ although you might put the client in a marketing category for ‘Mothers’ for example – that is, if they agree to receive marketing offers, updates and promotions.
– If you are not a Phorest Salon Software client and work with pen & paper, please note that all these little notes you might stick into your appointment book or the client’s record is part of the data you have to carefully store and keep a trail of (i.e. it does not matter if data is in the computer system or on paper, it’s all personal data).
Here are the most Frequently Asked Question on GDPR.
We’ve tried our best to get answers for you, but we cannot guarantee that they are 100% correct. For more information or answer to sensitive questions, please seek advice at the appropriate authorities.
GDPR defines personal data as “any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.”
For you and your salon that means:
- Address/Email Address
- Phone number (Mobil und Festnetz)
- Insurance information
- Medical information
GDPR identifies two core parties responsible for data protection: the data controller and the data processor. As a salon, you are the controller. You collect the data and choose how that data is collected and how to use that data for styles, colours, treatments, marketing, retail promotions, etc. In other words, you are making decisions on how your clients’ personal data should be collected and used. Phorest Salon Software is a processor, as it is a tool that can help you do this. Salons using our software are using it to process and collect the personal data.
This is why it is so important to have a GDPR compliant software solution!
– In the case of your staff’s data, for example, you are still the data controller, but your accountant or accounting software would be the data processor. This is also the reason why just using a GDPR compliant salon software doesn’t automatically make you 100% GDPR-compliant. You need to consider how you and all third-parties involved handle personal data. You will have to put in place policies and procedures for data handling, training and managing staff and checking with third party data processors.
An audit trail notes every action taken concerning personal data, from beginning to end. This means, from the moment someone in your salon collects a client’s personal data up until the client asks you to remove it. Every action and process will have to be demonstrated and proved, detailing which staff member was involved, at what time, the reasons for processing and if the client consented to it. If you don’t use a software, you might find it difficult to prove when a staff member accessed a client’s data, unless you have a log somewhere where everybody writes down their actions carefully and sign said log. If you do use software, make sure it is GDPR compliant and uses, for example, PIN numbers. Also, verify that it automatically keeps a precise trail of all actions and transactions concerning your client’s data.
You will need to provide an audit trail in the case of you being audited or in case a client or staff member makes a subject access request. This is an important part of GDPR compliance.
You might ask them about their marital status for ‘marketing’ reasons. So for instance, you could create a client category for married clients which you can then use for filtering marketing messages. Keep in mind though that you have to tell clients why you are asking them about their marital status, and that one day, they might make a ‘subject access request,’ in which case you’ll have to hand them over all the data you have on them – including all notes you’ve ever taken. So don’t ever write anything down that you might not want them to see.
This is information that is necessary for you to do your job, so it is relevant and legitimate to collect and store the data.
By the way, if you use Phorest Salon Software, you’ll see that on the client’s card there are different categories of notes you can add: treatment notes and client notes.
Training has always said I had to take notes following a treatment. How is this handled and covered by GDPR?
Under GDPR, if the information is relevant to your treatments, then it is considered to be in yours and the client’s legitimate interest. Make sure that this information is only accessible to staff who truly need this to do their job.
Soweit wir wissen, arbeitet Facebook daran DSGVO-konform zu werden, dafür kann Phorest aber nicht einstehen und garantieren.
Photographs are personal data, and therefore you need to ask your client’s permission for 1) taking the picture and 2) publishing it on social media. GDPR considers a person’s picture, even without the name and even if it’s just the back of the head, as “information relating to an identifiable natural person.”
Like all businesses operating within the EU, Facebook is undoubtedly working on becoming GDPR compliant. However, Phorest cannot assure you of Facebook’s GDPR compliance.
The client’s right to be deleted… I get it, but how can we delete clients’ appointments? Surely the revenue would have an issue with this?
When a client redeems their right to be forgotten, you will have to delete or anonymise all data you are not legally obliged to keep. If you use Phorest Salon Software, you can simply pull up the client card and click on “forget client.” The system will then automatically delete all personal data and anonymise the client. That means that their name and information will no longer show up anywhere in the software. Their transactions and appointments, however, will still be there. They just won’t show a name or any other information. All your financial reports and transactions will still be accurate.
A former staff member was using the salon’s mobile app. She has now left and taken clients with her. How do I stand with her using my client base?
At the time being, we are unsure about this. You might have to seek legal counsel. Should this happen again after May 25th, 2018, you will have to report it as a data breach to the authorities as well as inform your clients.
We would advise you to look into software options. Running a salon on pen and paper will become increasingly complicated with GDPR in effect. You will have to keep exact records of when you asked for what information, how you asked for consent, when it was given, etc. For example, in case of a subject access request, you will need to be able to provide every bit of paper that person’s information shows up on. This will include appointment calendars, notes about colour, emails, etc. You will also have to redact everybody else’s personal data that might show up on that same page of the diary for instance! Even worse, if a client asks to be ‘forgotten,’ you will have to get rid of all their data, without erasing your other clients’ data, and in a GDPR compliant way (and not all shredders are GDPR approved). There are a lot of difficulties coming your way, and a GDPR compliant software solution will make it easier and safer for you.
I use software but use paper consultation cards. The information collected is then added to the software, but we store the hard copies in a locked safe. Do I need to get rid of the hard copies?
No. If you store them in a GDPR approved locked safe you can keep your paper records. You will need to make sure though that only the people who really need to access them have access to it. You will also need to enforce a protocol with a timesheet and a signature every time someone accesses that safe.
Ensuring secure storage and access can prove to be tricky, which is why Phorest Salon Software provides all of their clients with at least a basic digital consultation form that allows salon owners to check their clients in, and get their consent in a GDPR compliant way (including a time stamp and digital signature). We also offer salons who are on the Complete Advantage Package to create their own forms and store them securely. In fact, twenty pre-made forms will already be in their systems, ready to use and GDPR compliant.
You might have to actually delete all old client cards – that is, unless you need to store them for a certain amount of time for insurance reasons!
Staff personal info needs to be treated just as carefully as your clients’ information. Make sure your processes are in line with the new regulations and look up for how long certain staff data needs to be kept. You should also know that staff members, as well as former staff members, also have a right to make a subject access request.
I keep both a written consultation card and a digital one on Phorest Salon Software. Will I be able to have just a client name and their colour on a card, no other details?
You will, but like any other personal data, this card will have to be stored securely in a GDPR compliant way. You’ll have to make sure that only staff who need to have access, actually do have access to it and that these cards are kept in a locked, GDPR-compliant filing cabinet. Using a digital consultation form or the treatment notes option on the client card might be safer.
What happens if I was to delete, as per a client’s request, all of their information and they came back to me with a medical condition, which I can no longer prove with client notes?
We advise all salons to check with their insurance companies for how long they are required to keep client data. As a salon, this is a legal obligation that of yours which overrides a client’s right to be forgotten.
What do we do with client information on customers that haven’t had an appointment in over two years; information of which is held on Phorest Salon Software? Do we just delete their information?
There is a Data Retention Option under Manager/Settings/General Settings that can automate the removal of clients who have not visited in a specific period. This ranges from 2-10 years. The default is off. It is the salon’s responsibility to check with their accountant and insurance company as to how long the client data needs to be retained and switch the feature on. Once you have set this, Phorest Salon Software will automatically remove the clients’ data which match the settings you’ve decided on.
If I have done a report which has client data on it and saved it as an Excel document for marketing, can I keep this type of information?
You can, if you can assure it is safely stored and not accessible to anyone but the authorized staff. Saving it on a hard drive which would be put in a safe, could be such an option.
Would it be recommended to archive our current database and start from scratch with the new digital client cards? And if a client requests her or her information, is there a need to keep a client’s data from since their first visit?
For insurance or tax reasons, you might be required to keep this database. You should make sure of this before taking any action.
Starting May 25th, we do advise you to get every client who comes into your salon – old or new – to fill out a digital consultation form so that they can give you their information for the first time, or review and update previous details.
I have data that is more than 3 or 4 years old. Can I email the concerned clients and ask them if they are happy to stay on our system and receive newsletters?
If they haven’t been to your salon in the last 3 or 4 years, chances are they’re just not that into you anymore. We advise against doing this. After 3 years, the argument of legitimate interest as a reason to contact them is no longer valid. Also, it probably won’t prove to be very efficient.
For insurance purposes, I am supposed to hold my clients’ data for 7 years – even if they haven’t visited the salon in 6 years. It is very much not needed but required. What are your thoughts on this?
If you need to hold data for insurance or tax reasons, that means you have a legal obligation to collect and store this data, which is one of the legal bases to process data under GDPR. In fact, your legal obligation in these cases prevails over your clients’ right to be forgotten.
In Phorest Salon Software, you can set up the data retention period to 7 years, and then the system will automatically remove all personal data from clients who haven’t been in your salon during that period of time.
Your prevailing obligation is your legal obligation towards your insurance company, so even if a client demands his right to be forgotten, you may hold on to their data in if your insurance requires it.
You will probably have paper records of clients with their signature. You will have to keep those safe until the retention period is out. If you are a Phorest Salon Software client and on the Complete Advantage Package, you will get digital consultation forms that will allow you to get rid of all paper records starting May 25th, 2018 and switch over to a paperless solution. Your clients will sign these digital forms directly on a tablet, in your salon.
I work in the corporate sector only, going into the workplace and carrying out massage services on staff. My records are paper and pen, can Phorest Salon Software work for me?
We’d love for you to come over to our offices! 😉
Why don’t you get in touch with one of our salon business advisors – they’ll be happy to help! Get in touch at firstname.lastname@example.org
Would it be possible to consider a Phorest Salon Software sticker or poster – similar to the Client Experience Award sticker – to identify that we are GDPR compliant?
This is a very good idea, one that we are currently working on. Every Phorest Salon Software client will get what we call a GDPR window seal that shows that you care about your clients’ data.
Keep in mind though that using a GDPR compliant software is not the only thing you need to do to become fully GDPR compliant! GDPR compliance is an ongoing process, and you should keep informed about what you need to do.
Subject Access Requests are requests filed by consumers. The authorities should publish templates for all citizens, should they wish to file such a request.
On the updated Phorest Salon Software consultation forms, will there be the option for the client to add more information, such as details of what medication they’re on?
Again, you are only allowed to collect and store data you actually need. This is the principle of ‘data minimisation’. If it is necessary for you to know a client’s medical history to ensure the treatment is safe for your customer or of your insurance asks you to collect that data, then yes, you may do so. If you are on the Complete Advantage Package, you will be able to build your very own forms and may ask for whatever information you need in order to do your job well.
With consultation forms, can the medical questions be generic to all treatments, or do they have to be specific to the individual treatment?
With the consultation forms on the Complete Advantage Package, you will be able to build your own forms, according to what your treatments and services require. You will be able to assign a form for each service or treatment. So, if you wish, you can be as specific as you like. If you choose to be more generic, keep in mind that GDPR wants you to ask for as little information as possible, meaning, only what you reasonably need to know.
The new Phorest Salon Software digital consultation forms will come in a tablet-friendly format and your client will be able to fill them out and sign them directly on said tablet.
Can you put a statement on the Phorest Salon Software digital consultation forms as to when they are due to be updated every year?
When building your forms or setting up your templates, you can ask the system to prompt the form for updates at various intervals, according to your needs. Everything from “Just the one time” up to “Prompt at every visit” will be possible!
Yes. You’ll be able to remove ‘old’ clients from your database before May 25th, 2018. You will also be able to set a data retention period. (See the section about data retention periods).
We currently have 7,000 clients emails in our database. Can we send an email out to clients to let them know we are using GDPR compliant software?
You can certainly do so, but we need to remind you that GDPR compliance is more than using a GDPR compliant software. Please make sure you and your staff understand what GDPR compliance means to you and your business and prepare accordingly. For example, make sure all those 7,000 emails have consented to receive such emails and are ‘active’ clients (they have visited the salon in the last 18 months or less).
If you’re on the Complete Advantage Package, you get a set of 20 templates and will be able to build your very own forms!
Will the new Phorest Salon Software digital consultation forms also include company ones such as Dermalogica’s for instance?
If you are on the Complete Advantage Package, we will provide you with 20 templates. You will be able to build your own forms on top of that. This means you will be able to take your usual paper Dermalogica form and build a digital copy of it.
We don’t use Phorest Salon Software but instead, use another software. Do we need to make sure that throughout the day, everyone logs in with their own password and signs out when finished?
Yes. Using PIN numbers will be mandatory after May 25th, 2018. GDPR requires you to provide a full, seamless audit trail on all data you collect and make sure that access is restricted to only the people who actually need it. PIN numbers make sure only the authorised staff member gets to see a specific type of information.
Within the Phorest Salon Software, you can set a data retention period which defines how long you plan on keeping clients’ personal data. GDPR requires you to hold data for a certain amount of time, but also to delete it after a specific amount of time (depending on the type of data you’ve held). Please look up what those periods are. Also, check with your insurance company to know how long they require you to hold certain types of information. Since this is a legal obligation of yours as a salon, it will override a client’s right to be forgotten.
You will be able to keep marketing to all the clients who have opted in before May 25th, 2018, on the basis of legitimate interest. You should, however, ask them to refresh their consent in a GDPR compliant way when they next visit the salon.
We advise to stop marketing to clients who haven’t been in your salon in over 3 years. In fact, Phorest Salon Software will not allow you to market to clients who haven’t visited your salon in over 3 years – the system will automatically remove their marketing consent. You can always have them opt back in with our digital consultation forms when they visit the salon next. This way, you’ll be getting their consent in a fully GDPR compliant way.
Starting May 25th, 2018 your Phorest Salon Software system will prompt a pop-up window every time you check out a new client, asking you to fill out their information and ask for their marketing consent. It will also do so on your older clients’ next visits.
What about Facebook pictures that I have posted prior to May 25th, 2018? Do I have to take them offline?
At this moment, we are unsure about this. If you have gotten your clients’ consent in the first place, you’re probably alright, but you might want to inquire the matter further. The appropriate authorities should be able to give you information on this.
Confirmation SMS and emails, as well as reminder messages, are considered ‘transactional’ messages, rather than marketing. It is part of the service your client asks of you, so you have a legitimate interest, and it is also in the client’s interest to get these messages. However, should a client come in and ask you to stop sending these messages, you should remove their consent to receiving reminder messages. Asking for reviews is also considered a transactional message, as it is part of your service.
Once you have your client’s consent to marketing, you may market to them in the usual way. That is to say, do not send them too many messages, as that might be more of an annoyance than a successful campaign! 😉 All of your messages, SMS or emails must include an unsubscribe link. If you’re using Phorest Salon Software, it will be impossible to remove the opt-out link from your SMS message.
Yes. You can still set up client categories and add clients those. While we advise against writing down personal information on client notes, you may add a client to a particular category such as “Pet owner,” “Young professional,” “Mom,” etc. Using client categories allows you to target your marketing more closely, ensuring that clients only get offers and emails that are actually of interest to them. So you are basically restricting the amount of marketing emails they’ll receive. We understand this to be in the client’s interest, especially since you will only market to people who have given their consent to receiving marketing updates and promotions.
GDPR places minors under particular protection, although it is not entirely clear how they want businesses to handle children’s data. We tend to advise salons not to store data on minors at all, if possible. If you do have to collect and store data on minors, be extremely vigilant. Only ask for the minimal data necessary and make sure that the access to it is as restricted as possible. Finally, get a parent’s or legal guardian’s consent to keep this data.
Phorest Salon Software gives clients the option to take and share a selfie with their review. Will there be an age restriction to this so that children don’t send a selfie without their parents’ knowledge?
It is not 100% decided yet on how children’s data is to be processed and handled. The authorities don’t seem to have found a solution to this particular problem yet. In the meantime, we strongly advise you only ever store the least necessary amount of personal data on children that you need. That is, even with the parents’ consent (and remember, knowledge doesn’t equal consent). The best thing to do would probably to avoid storing any data on minors at all!
Phorest Salon Software has more than 3,000 spas and salons as customers in Ireland, the UK, Finland and the USA.
It was founded in Ireland in 2003 by Ronan Perceval. Forbes describes us as “…the leading salon appointment and CRM software company”.
There is now over 120 people on our team dedicated to helping you grow your salon.
Phorest U.K. Office