Client records for Canadian salons that know which clients you may email
Every booking adds to a client's profile: when she came, what she had, what she spent, the notes you left and the forms she signed. In Canada one more thing matters — whether Canada's Anti-Spam Legislation lets you send her an offer — and Slotora works that out from the same record.
Bring your clients over — 14-day trialOne profile per client, built by the diary
You do not keep the record; the appointments do. Each completed visit adds the treatment, the colleague, the price and the date. The profile shows how often she comes, her total spend and every no-show, and you add what only you know: the formula you mixed, the pressure she likes, that she is nervous about needles.
Tags such as VIP, sensitive skin or bridal party let you filter the list in a second and are what your campaigns are aimed at later. Before-and-after photos sit on the visit they belong to, so you can show her the change over a year. A client who keeps missing appointments can be blocked from booking online with one click; she can still be booked by you.
Two Saras who are really one person happen in every list. When the same client appears twice — once from your import, once from her own booking — the two profiles can be merged, history and all.
Moving your list from another system
Most Canadian owners arrive with a spreadsheet or an export from their old software.
A spreadsheet import that reads your columns
Upload a CSV or Excel file from a computer and Slotora recognises the usual headings — name, phone, email, notes — whichever system they came from. Nothing is saved until you have looked at the preview.
No marketing permission comes with it
A column called newsletter or marketing is never read as consent. Under CASL, permission you cannot prove is not permission, so imported clients start with none recorded.
Balances that should not be lost
Gift card balances, sessions left on a pass, loyalty points and notes can be carried over from your old system, so the switch does not cost a client what she has already paid for.
Who on your team sees what
A colleague with a staff login sees the calendar and her own hours, not your reports or settings. The answers clients give on health and consent forms are shown to the owner, admins, managers and the person treating that client, and to no one else.
Consent, privacy law and where the records are kept
For marketing, Slotora applies CASL's rule to every client of a Canadian salon: an offer, a win-back or a birthday email goes to her only if she gave express consent, or if she has had a visit with you in Slotora in the last 24 months. An imported client with no visit yet is therefore left out of your offers until she comes in. Today the way to record express consent is the offers sign-up box on your booking page, which you can switch on; the visitor confirms it from an email, and that confirmation is what Slotora stores.
The records are your business's, not Slotora's: you decide what is kept, and we process it on your behalf. For a salon, the privacy law that usually applies is PIPEDA, Canada's federal private-sector law; a business operating only within Alberta or British Columbia falls under that province's own private-sector law instead. Either way, a client can ask you what you hold about her, and you can export your client list as a CSV or delete a client from her profile.
Your salon's data is stored in a database in London, United Kingdom (Amazon Web Services, region eu-west-2), and the providers that send your emails and texts, take card payments and deliver app notifications process some of it in the United States. Data stored or processed outside Canada is subject to the laws of the country where it is held, and may be accessible to the courts, law enforcement and national security authorities of that country.
What this record is not
Said plainly so nobody relies on it for the wrong job.
- Not stored in Canada
- There is no Canadian data centre option. If your clients, your insurer or your college expect records kept in Canada, Slotora does not meet that.
- Not a clinical chart
- Notes and forms are for a salon's work. A regulated health practitioner who needs a health record system built for that purpose should use one.
- No booking-form consent box yet
- Slotora does not yet ask for marketing consent on the booking form itself in Canada. Until it does, the offers sign-up and recent visits are the two bases it uses.
- Imports are done on a computer
- The spreadsheet upload is in the browser, not in the phone app.
Questions about client records in Canada
Can I email offers to the clients I import?
Not straight away. Slotora sends offers to a Canadian salon's clients only with express consent or a visit within the last 24 months, and a client-list import brings neither. Each client becomes eligible after her first visit booked in Slotora, or once she signs up for offers.
Can I get my client list back out?
Yes. Export your clients as a CSV at any time, at no charge.
Which privacy law covers my client list?
Usually PIPEDA. If your business operates only inside Alberta or British Columbia, that province's private-sector privacy law generally applies instead.
Do my staff see every client's health answers?
No. Form answers are visible to the owner, admins, managers and the colleague treating that client.
Where are the records stored?
In a database in London, United Kingdom. Some providers that send email and deliver notifications process parts of it in the United States.
Sources
The privacy regulator's own summary of which law applies, read on the day shown.
- OPC — Provincial laws that may apply instead of PIPEDA — https://www.priv.gc.ca/en/privacy-topics/privacy-laws-in-canada/02_05_d_15/ · Read on
- Canada's Anti-Spam Legislation, S.C. 2010, c. 23 — https://laws-lois.justice.gc.ca/eng/acts/E-1.6/FullText.html · Read on Implied consent from a purchase within two years: section 10(10)(a).
Start with your own list
Upload your spreadsheet, check the columns Slotora found and open the first few profiles.