top of page

Recording Information

In May 2018 a new date protection legislation was introduced the General Data Protection Regulation (GDPR). This places additional restriction on the keeping of customer data, making unsolicited contact and the use of social media. Further information on GDPR can be found on the Information Commissioners Office (ICO) website.

Recording Methods

As long as records are accurate the recording method is not a concern. Traditionally all records would have been paper based but with advanced technology most businesses now use computerized systems including application based systems which have been developed specifically for the industry.

Here are some advantages and disadvantages for both paper based records and computerized records.

Paper based record keeping

Advantages

  • Do not need a computer, software or internet connection

  • Reliable

 

Disadvantages

  • Some people handwriting can be hard to read

  • Need area to store all the paperwork 

 

Computerized record keeping

Advantages

  • Can be neat, tidy, organised & easy to read as typed up

  • Can used software that can remind clients of their appointment & when dog is ready to be collected. 

 

Disadvantages

  • All can be lost if have technical issues & not backed up

  • Not everyone know how to use software or computers 

 

There are many different apps and programs that can be used in the grooming industry, which can include electronic diaries, online record card or book-keeping apps.

Examples includes :

  • 123 Pet Care / Pet Star / Pawfinity - all appointment based software that lets you plan your day, rebook clients & create client profiles. Some come with cloud services, so records are backed up and automatically text or email confirmation & reminders. 

  • Quickbooks / AccountEdge Pro / Go Daddy Book keeping  - software & app that help you manage & record your ingoing & outgoings 

Storage of records - Data Protection Act 1998 and GDPR

The Data Protection Act 1998 not only controls the lawful use and storage of personal information but also details how it should be disposed of and how it can be used. When dealing with personal data the “data protection principles” must be followed. The principles include:

 

  • Using the information fairly and lawfully, this has been tightened with the introduction of GDPR. As a result businesses must ensure that clients are consenting to both being contacted and having personal identifiers used, including on social media.

  • Using the information for the specified purpose only

  • Keeping the information safe and secure and for no longer than is necessary. Storage may be in locked drawers or filling cabinets, in the case of electronic records a password must be used.

  • Confidential and secure disposal of data, usually by shredding. This includes all personal information, including rough notes taken during telephone calls.

 

Keeping clear and accurate records, combined with an efficient filing system, is extremely important.

bottom of page