Your privacy statement
Updated on 2026-10-07
Instellingen → Privacyverklaring (Settings → Privacy statement). The page title reads Uw privacyverklaring — Your privacy statement.
Wat uw klanten lezen over wat u met hun gegevens doet. Ze staat op uw boekingspagina, in het klantenportaal en onder elke mail. — What your clients read about what you do with their data. It is on your booking page, in the customer portal and under every email.
As a salon you are responsible for your clients' data: in legal terms you are the controller, and HairConnect is the processor. A privacy statement comes with that. HairConnect draws it up for you from what it knows about your salon and what the software actually does, and keeps it up to date when that changes.
It is a starting point, not legal advice. The screen says so at the top, and it means it: you remain responsible for what it says. Read it, have it checked if in doubt, and add what you do outside HairConnect.
Where your client finds it
The statement is on the booking site, at the address of your salon followed by /privacy, for example boeken.hairconnect.be/en/yoursalon/privacy. There is a version in Dutch, French, English and Bulgarian; your client gets the language they chose on the booking page. At the top of the screen there is a link to each of the four.
Your client reaches it in four ways:
- at the bottom of every page of the booking site and the customer portal, with the link Privacy statement;
- in the last step before booking, under Before you confirm: By booking, you agree to the privacy statement of followed by the name of your salon. That is a notice and not a tick box: booking takes no extra click;
- in the customer portal, under Preferences → My data;
- at the bottom of every email to a client, in the language of that email. That link is never tracked, even if you switched on email tracking. An order to your supplier or the figures for your accountant do not get it: they are not clients.
What is filled in automatically
Under Wat er vanzelf in staat (what is filled in automatically) the screen shows what HairConnect fills in itself, so you can check that it is right.
| Part | Where it comes from |
|---|---|
| Who is responsible | The name, address, VAT number, email address and phone under Het salon (The salon). A field you left empty there is not in the statement either — no "unknown", and certainly no address that looks plausible. The screen names which fields are still empty. |
| What data you keep | What the software can keep: the customer record, appointments, the waiting list and call-back requests, colour formulas, receipts, invoices, gift cards and credit, a copy of the emails you send, and the sign-in codes of the portal. If your salon charges for late cancellations, or you use WhatsApp, that is listed too. |
| Who the data passes through | Only the connections that are switched on and working for you (Instellingen → Koppelingen): your mail server (named as such for Google Workspace, otherwise with the server's name), WhatsApp, the assistant on the booking page, your payment terminal, your accounting software, e-invoices via Peppol. In addition, always HairConnect itself and VIES, where a VAT number is checked for an invoice in the name of a company. If you filled in your accountant's address, or you also put appointments in Optios, that is listed too. |
| Email tracking | Only if you switched it on under E-mail. See below. |
| How long | Two periods the software enforces itself: a sign-in code for the portal stays valid for 15 minutes, the link to confirm an online booking for 24 hours. For receipts and invoices, the statement says they are kept for as long as accounting and VAT law require, without a number: that depends on the document and on the year. |
| Your rights | Access, rectification, erasure, restriction, objection and portability, with the buttons in the customer portal (Preferences and privacy), the one-month period to answer, and the Data Protection Authority as the place to lodge a complaint. If your salon is not in Belgium, the statement names the authority of the country in general terms. |
| This booking page | That the page only sets the necessary cookies, and — only on boeken.hairconnect.be — that HairConnect asks whether it may count how the page is used, with a link to HairConnect's privacy statement. |
Email tracking
If you switch on under Instellingen → E-mail → Opvolging that you record whether a client opened an email or clicked a link, the statement gets its own part about it: what is recorded (when the email was opened and how often, when a link was clicked), that the IP address and the browser are not kept, that "opened" is a hint and not proof, why you do it, and that an email with a sign-in code, a confirmation link or a payment link is never tracked.
What it says about the client depends on your second switch:
- only with consent (the default): the statement says it only happens for those who agreed, and how they withdraw that agreement — under Preferences in the portal or by asking you;
- Ook bijhouden bij klanten die er niet apart mee instemden (also track clients who did not separately agree): the statement says you do it for every client without asking first, and how they object to it — in the same two ways.
Switch tracking off and that part disappears again.
What only you can write
| Field | Explanation |
|---|---|
| E-mailadres voor privacyvragen (email address for privacy questions) | Empty = the email address under Het salon. If that is empty too, the statement asks your client to ask at the salon. |
| Hoe lang u gegevens bewaart (how long you keep data) | Per language. For example how long a customer record stays after someone stopped coming. Only write what you really do: HairConnect does not erase customer records by itself. Leave it empty and the statement says that you decide. |
| Wat u er nog aan wil toevoegen (what you want to add) | Per language. Appears verbatim at the bottom of the statement, for example about camera surveillance in the salon or a newsletter you send outside HairConnect. |
The tabs Nederlands, Français, English and Български each keep their own text. If you leave a language empty, a client in that language sees your text in the language of your salon.
What you had best check
- Are your name, address and VAT number under Het salon as they should appear on your invoices?
- Is the list of parties right? Do you use something HairConnect does not know about — your own newsletter, an accountant who gets your receipts on paper, cameras — add it under Wat u er nog aan wil toevoegen.
- Do you track emails without separate consent? That is your choice as controller; check that it fits your salon.
- Have you agreed retention periods with your accountant or your sector? Write them under Hoe lang u gegevens bewaart.
Versions and the log
At the top of the screen and on the page itself there is Last updated on with a date and a version number. If something changes that the statement is built from — your address, a connection you switch on or off, tracking, your own text — it gets a new version with the date of that moment.
Every new version is in the log, under the type Privacy, as Privacyverklaring gewijzigd (privacy statement changed), with what changed. If you saved something on this screen yourself, your name is on it. If the statement moved along with something else, the line says so: De privacyverklaring veranderde mee met de gegevens van het salon — the privacy statement changed along with the salon's data.