Client phone numbers and UK data protection, simply

This is general information, not legal advice. If you take bookings, you hold personal details such as names and phone numbers. UK data protection law applies to that, even if you are a one-person business. The good news is that the basics are simple.

What counts as personal data

Anything that identifies a person: a name, a phone number, an email address. A note such as "nervous around bikes" about a dog's owner can also count, depending on what it says.

The basic rules

• Only keep what you need. For a booking, that is usually a name, a number and the service.
• Use it for the booking. Do not use someone's number to send promotions unless they have agreed.
• Keep it safe. A locked phone, a strong password and a tool that stores data securely.
• Do not keep it forever. Delete old details you no longer need.
• Help people see or delete their data if they ask.

Do I need to register?

Many people who handle personal data for business need to pay a small data protection fee to the Information Commissioner's Office, the ICO. There are some exceptions. The ICO website has a short self-assessment, so check there for your situation.

Be careful with notes

Avoid putting health information or other sensitive details in booking notes. Keep notes practical.

Choose tools that take it seriously

When you use a booking app, you are trusting it with your clients' details. Look for a clear privacy policy, a way to delete everything and honesty about what is stored.

The takeaway

Collect little, use it only for bookings, keep it secure and delete it when you can. Bookable stores bookings securely, shows a clear privacy notice to clients, and lets you delete your data whenever you like.

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