Client notes: what to keep and what to leave out

"Same as last time?" is one of the nicest things a client can hear. Notes make that possible, but they come with responsibility.

Notes that help

• For barbers: the cut, clipper guards, and anything about their hair or preferences.
• For nail technicians: shape, length, colours and designs they liked.
• For dog walkers: the dog's habits, favourite route, treats, and how to get into the home.

Keep them short and practical, written so you could read them in the middle of a busy day.

Things to leave out

• Health or medical information, unless it is essential for safety. If it is, ask permission and record only what you need.
• Opinions about the person. Assume they could read them one day.
• Anything you do not actually use.

Why this matters

Under UK data protection rules, anything that identifies a person counts as personal data, and health details are more sensitive. Collect only what you need for the job.

Keep it secure

Use a locked phone and strong passwords, and avoid keeping notes on loose paper. A booking tool with proper security is better than a shared notes app.

Let people see theirs

If a client asks what you hold about them, you should be able to tell them and correct or delete it. Simple notes make that easy.

Review now and then

Delete details for clients who have stopped coming and no longer need to be kept.

The takeaway

Short, useful, respectful notes help both of you. Bookable stores a note with each booking and lets you delete bookings or your whole account whenever you like.

Keep reading

• How to get clients to rebook before they leave
• Should you take deposits? When they are worth it
• Client phone numbers and UK data protection, simply