How client privacy & data protection work
Requirements
- Available on: All plans
- Device access: Web & mobile browser
- Permission: Owner or Manager (any staff with the client-management permission)
SalonHub360 is built so the personal details you collect about your clients stay private and under your control. This article explains what's visible to whom, what the consent settings mean, and a few habits that keep you on the right side of your clients' trust.
Internal notes are staff-only
Anything you write in a client's Internal notes — or in the Notes tab of their profile — is visible only to you and your staff. It is never shown to the client, even when they sign in to the Customer Portal.
That makes notes the right place for sensitive operational details: allergies, sensitivities, preferences, or a "front desk, please confirm by phone" reminder. The edit screen even labels the field "Internal notes (not visible to customer)" so there's no doubt.
Birthday year is optional
When you record a client's birthday, the Month and Day are enough to power birthday reminders and birthday rewards. The Year is optional — leave it blank and you simply never store the client's age. This is deliberate: you get the birthday benefit without holding data the client may not want to share.
Consent flags: who agreed to what
Each client record carries separate consent settings so you only contact people the way they've agreed to:
| Setting | What it controls |
|---|---|
| SMS consent | Whether the client agreed to receive text messages |
| Email opt-in | Whether the client accepts email from your salon |
| Marketing opt-in | Whether the client accepts promotional messages (e.g. birthday emails) |
When you add or edit a client, tick Customer has consented to SMS notifications only if they've actually agreed. SalonHub360 respects these flags automatically — for example, birthday emails only go to clients who have both an email and marketing consent on file.
What clients can and can't see
- Can see (in the Customer Portal): their own appointments, their rewards and stamps, their memberships and packages, and messages they exchange with your salon.
- Cannot see: your internal notes, alerts, tags, other clients' information, or anything from your dashboard.
Good habits
- Keep private details in notes, never in a field a client could read (like the appointment title).
- Don't paste a client's personal information into messages to other clients or into public website content.
- Only the staff who need client access should have the client-management permission — review roles in Team & Staff.
Note: Tenant isolation is enforced everywhere in SalonHub360 — your client data is scoped to your salon and is never visible to other businesses on the platform.
Tip: To control which reminders and messages go out, and on which channels, see Notifications & reminders.
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