Reviewing old clients and answering data requests
In short
Clients with no visit and no booking for your retention period (two years unless you change it) are listed for you to review, and the owner gets a monthly reminder. Nothing is erased automatically. When a client asks Scisso about their data, the request reaches every shop that holds it, and the owner answers from Settings.
The law says you should not keep client details longer than you need them. Scisso helps with that in two ways: a list of clients you have not seen in a long time, and a place to answer when a client asks about their data. In both, you decide. Nothing is erased on its own.
The retention review
A client is listed for review when they have had no visit and no booking for your retention period. Anyone with an upcoming booking is never listed, however long ago their last visit was.
Values shown for an example shop.
Clients with no visit and no booking for this long are listed for you to review in Customers, and you get a monthly reminder. Nothing is deleted automatically.
The period is two years unless you change it, and it can be anywhere from 30 days to 10 years. To see the list, open Customers, then the Last visit filter, and pick To review (retention). The owner also gets a reminder, in the app and by email, at most once every 30 days and only while someone is on the list. It gives a count, never names.
For each client on the list you choose one of two things:
- KeepThe client leaves the list and their clock starts again from today. They come back only if another full period passes with no visit or booking.
- EraseNames, phone numbers, emails, birthdays and notes are deleted for good, and their numbers join the opt-out list. Appointment history stays, without their details.
Owners and receptionists can Keep. Only the owner can erase from the list, a few selected clients or everyone listed at once. To erase everyone listed, or ten clients or more, you type the number to confirm. Anyone who books while you are erasing is skipped, not erased. A receptionist can still erase one client from that client's page, as described in Client data, deletion and opting out.
When a client asks about their data
Clients do not have to find you to exercise their rights. They can ask Scisso on its public data request page: to see their data, get a copy, correct it, erase it, or limit or object to how it is used. They confirm a phone number or email with a one-time code, and the request goes to every shop that holds a client record with that number or email.
No shop is named to the client, and no shop learns about the others. If the client says which business they mean, only Scisso sees that.
- Day 1Request arrivesOwners get a notification, in the app, by push and by email
- About 9 days beforeReminderIf it is still open
- One monthDeadlineCounted from the day Scisso received it
- After the deadlineThe client may be told your nameIf you have not answered and their record with you is recent
The request appears in Settings, under Data Requests, with the deadline and a link to the client's page. Export or erase from there, then reply to the client.
Where to find it
When you have replied, the owner chooses Mark as answered and picks what was done, for example data sent to the client or data erased. This cannot be undone. For a complex request, the owner can Extend deadline once, before it passes, by one or two months. The reason you write is sent to the client as written, without your shop's name.
Receptionists see the requests, but only the owner answers them. Answering, exporting and erasing keep working even if your subscription has lapsed, because the deadline does not stop.
Related
See it with your own shop
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