Customer asking for her record details

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Clo1990

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Jan 24, 2016
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How does everyone stand on giving customers their record details. Cannot find anything online if it's a legal requirement, or weather I should or not. I've heard opinions that it's your formula and shouldn't hand it out and someone else said they have a right to see what they've had done. Some help please x
 
Personal data so I'd say they can have it IF requested.
 
Presumably, you keep records of what you’ve used on each occasion? If so, they’re entitled to access whatever information you have recorded for them under GDPR rules. Also, you need to familiarise yourself with the Data Protection laws as you are obliged to obtain their permission before you complete your record cards and keep them secure and not share the information with other people.

Also, the client is meant to put the request in writing and pay a fee (£10?), but I’d normally just let them have the information, (unless they’ve been very annoying).

I tend to write my notes in a sort of shorthand so for instance, if you use Wella 10/38 with 6% developer at a ratio of 1 part tint to 2 parts developer and leave it for 30 minutes, you might annotate your records as 10/38-1/2-6%30

That would make complete sense to you, but might confuse the client if they’re trying to replicate the formula at home.
 
I imagine they would just want to use what you use and get it done cheaper or DIY. Maybe even claim on insurance...I would never feel comfortable giving out my consult forms back to the clients..I think because so many other therapists have tried to pinch them and use my personalised forms haha. Not to mention my personal notes like ‘ALLERGY: xyz, likes 2 sugars, husband is john, went to Barbados. Has fungal foot infection, green, toenails falling off and v smelly.’ Or else how would I remember to not book them back in for a pedi hahaaaaa.

So as much as it’s GDPR, to avoid any possible future issues with them, i’d maybe scrap what I did hold on them or as above said with their own shorthand make an unidentifiable except to you formula and give them that in place of the original and scrap the original. You don’t have to give it to them if you don’t have it.

But then I am paranoid..because weird stuff does happen to me and people have been nasty in the past.
 
So as much as it’s GDPR, to avoid any possible future issues with them, i’d maybe scrap what I did hold on them or as above said with their own shorthand make an unidentifiable except to you formula and give them that in place of the original and scrap the original. You don’t have to give it to them if you don’t have it. But then I am paranoid..because weird stuff does happen to me and people have been nasty in the past.

You do need to be careful about disposing of, or deleting client data as this is actually an offence under the legislation. Therefore, it’s best practice moving forwards to ensure that you only write down details that you are happy for the client to see.

I think personal details to help you recall the client such as their career info, recent holidays, children’s names etc. is perfectly reasonable but you may want to use a code word or phrase to highlight any difficulties such as smelly personal hygiene issues e.g. sunny day, wet weather chat, anything that looks innocent to the uninitiated. ;)
 
I've been following this thread with interest as you guys and gals obviously write notes alongside the client information and I was thinking would this come under disclosure and I'd say no...

GDPR is about personal identifiable information and you do not have to show them originals. You just have to tell them what personal information you have which would be your standard name, address, phone number etc.

I'm not a solicitor so don't hold me to it but that's how I understand.

I think writing in shorthand though in only a way you know makes sense in case anyone catches a glimpse.

Also, they can ask you to destroy personal information under GDPR but remember you need to hold a lot of that information under legal law if you're a limited company or for insurance purposes so you can't actually destroy it in most cases.
 
“What is Personal Data under GDPR?”
“‘Personal data’ means any information relating to an identified or identifiable natural person (‘data subject’).”

In other words, any information that is clearly about a particular person.

But just how broadly does this apply?

The GDPR guidance clarifies:

“[A]n 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.”

Therefore, it’s reasonable to assume this can include someone’s hair colour, state of mind at the time, personal beliefs and opinions etc. so anything that you write down in your client notes that relates to your client, could be considered personal data.


If you’re asked to disclose the data you hold on a client and you’re unsure how to proceed, it’s best in that instance to seek specialist legal advice.
 

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