HairConnect Manual
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Deletion requests

Updated on 2026-08-22

Klanten → Verwijderverzoeken (Clients → Deletion requests).

A client who presses Verwijder mijn gegevens (Delete my data) in the customer portal ends up here. Nothing is erased at that moment: you decide what can go, and this screen is where you do it.

The number next to the menu entry counts the open requests. It turns red as soon as one has been waiting longer than a month.

You have one month

The GDPR gives you, as the controller, one month to answer a request. The column Ligt er al (Waiting for) counts from the day of the request and turns red once that month has passed. That is not a warning from HairConnect but from the law.

The list opens on the Open tab, oldest first.

Two buttons, and why there is no third

Fiche anonimiseren (Anonymise the client record)

This is the button you want in almost every case.

What goes:

  • that client's colour formulas, with their parsed lines;
  • your internal remarks about that client;
  • the login codes and sessions of the customer portal;
  • the list of e-mails that went out to that client;
  • open waiting-list entries and callback requests;
  • every field on the record itself: first name, last name, e-mail, mobile, landline, street, postcode, town, country, gender, date of birth, language and preferred staff member.

What stays:

  • the receipts, receipt lines, payments and the register journal. In Belgium you must keep these for seven years, and the journal is also a hash chain: altering one receipt afterwards breaks the chain of every receipt after it;
  • the gift cards and the store credit. That is money you still owe this client;
  • the appointments with their blocks, so last year's agenda does not develop holes.

After the operation those four point at an empty record. The name is gone, so the receipt still says what was sold, but no longer to whom.

The record stays in your client list under the name Verwijderde klant (Deleted client). That is deliberate: a record that disappears entirely takes the receipts with it.

The audit log is the exception. Under Instellingen → Logboek (Settings → Audit log) the client's name stays in the lines that concern him. The log is append-only — the database itself refuses any change to it — and those lines only disappear when their own seven-year retention runs out. Nobody can change that, us included. Tell your client so if he asks; it is more honest than letting him believe every trace is gone.

This cannot be undone.

Afhandelen zonder te anonimiseren (Close without anonymising)

For the case where you decide the data has to stay: an open store credit, a gift card that can still be redeemed, an ongoing dispute. The reason is required, because that is exactly what you will have to be able to explain later.

Why there is no "delete permanently"

Such a button would throw away that client's store-credit ledger — money you still owe him — and detach the receipts from their client, so your revenue reports for previous years would no longer add up the way they did. It would therefore break more than it erases, since the name and address live only on the record and nowhere else. Anonymising erases just as much personal data and leaves your bookkeeping intact.

What ends up in the audit log

Both buttons write a line under Instellingen → Logboek, category Privacy:

  • Klantenfiche geanonimiseerd (Client record anonymised), with how many items of each kind were erased;
  • Verwijderverzoek afgehandeld (Deletion request handled), with the reason you typed.

Together with the Verwijderverzoek line the portal wrote itself, you have the full chain: when it came in, what you did and when.

What this is not about

A client who may simply leave your list without having asked for anything is archived from his own record — see Creating a client record. That is something else: an archived record keeps all its data.

One thing to know after a migration

Anonymising also erases the Optios number on the record. If the Optios export is imported again afterwards, the import will create a new, fully populated record for that same person. So do not re-import an export after you have handled deletion requests.

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