Keeping client data private
Who can see what about your clients, and the simple habits that keep their information safe.
What clients can see
A client sees only their own portal: their sessions, forms, contracts, payments and galleries. Private notes, "About them", tags and your booking notes never appear there or in any email.
Portal links
Each client's portal link is private. Anyone who has it can open that portal, so only send it to the client. If a link was forwarded or posted somewhere, click Reset portal link on the client's page. Old links and remembered devices stop working straight away. See The client portal.
Clients who set a password can sign in at /portal on your website. Too many wrong passwords locks sign-in for 15 minutes. Sign-in and password links work once and expire after 30 minutes.
Your team
- Owners, admins, staff and assistants can open Clients and read notes. Only owners and admins can import, delete or erase clients, download a client's data, or change form and contract templates.
- Shooters and editors don't see Clients at all. Shooters only see the sessions they're assigned to under My sessions.
What's kept in Sent emails
Sign-in links, password links and gift card codes aren't stored in Messages > Sent emails, so they can't be read back later.
When someone asks for their data
Click Download their data on their client page for a zip file of everything kept about them.
When someone asks to be forgotten
Use Erase their personal details on their client page. It removes their personal information but keeps your sessions and payments for your books, and signed contracts as legal records. See Deleting a client or erasing their details.