The European General Data Protection Regulation (GDPR) requires prior consent from customers before processing sensitive personal data. To make this seamless, Salonized offers a digital contract feature with integrated digital signatures. In this article, you will find out everything you need to know to create professional contracts, meet legal requirements, and store everything in one central location alongside your treatment data.
What are the benefits of using digital contracts?
Using digital contracts within Salonized streamlines your administration and enhances data security. Key benefits include:
Time Savings: Drastically reduce the time spent creating and managing consent forms.
Unlimited Flexibility: Create as many different contracts as you deem necessary for your services.
Eco-friendly & Organised: No need for paper contracts, avoiding paperwork hassle and physical storage.
Instant Access: All contracts are stored centrally, so you can access them quickly during appointments.
Why should I use a digital contract?
Digital contracts are not just a convenience; they are a vital part of your business's legal compliance. You should use them because they are:
GDPR Compliant: Necessary to comply with the GDPR duty of information regarding personal data processing.
Evidence of Consent: Important for situations where customers must actively indicate they have been informed about a specific treatment procedure.
What should I include in my digital contract?
While you have freedom in how you build your contract, certain elements are required to meet legal guidelines. Your form should include:
Data Transparency: A clear explanation of which data you process and for which purposes.
Nature of Data Processing: Specific explanation regarding the nature of the data processing.
Active Consent: The opportunity for the customer to actively give consent (by placing a digital signature).
When should I use a contract instead of a form?
Choosing the right document type ensures your records are handled correctly within the system:
Use a Contract: When a signature is legally or administratively required, such as consent forms or treatment agreements.
Use a Form: When you only need to collect information from a client without requiring a signature.
How does the contract process work?
The workflow in Salonized is designed to be efficient and streamlined:
Creation: You create a contract template in your settings.
Dispatch: You send it manually or set it to send automatically.
Receipt: The client receives the document via email.
Signature: The client signs digitally on their own device or in the salon.
Storage: The signed contract is automatically stored in the client profile.
Permanence: The document remains stored permanently (unlike forms, which can be deleted manually).
To help you set up your digital contract, we have prepared a step-by-step guide with an example scenario:
Example Situation:
You perform acne treatments. To provide the best possible service to your customer, you must first conduct a problem analysis via an intake form. Additionally, you would like to take "before and after" photos to visually map the treatment process. You collect this data to serve the customer as effectively as possible.
Create a new contract:
Go to Settings > Customers > Forms.
Click on ‘Create New’ in the top right corner.
Choose ‘Contract’.
Fill in the information:
Add the name and the text of the contract.
Note: This text cannot be modified after the contract has been signed by at least one customer.
Register Customer Consent:
Go to the specific customer profile.
Click on ‘Fill in a form’ on the right and choose your contract.
Customers can fill it in on-site or receive it via email.
The customer places a signature at the bottom; their name and the date are automatically displayed.
Note: Once a contract is signed, it cannot be edited anymore.
Tip on automation: You can also have the contract sent automatically when a specific treatment is booked by configuring your email settings. Read this article to find out how to set this up.
Can I delete a signed contract?
No. To ensure the legal integrity of signed documents, signed contracts cannot be deleted; however, signed forms (which do not contain a legal signature) can be deleted.
For further information, visit our help centre or contact our support team. We will be happy to help you.