Record Keeping
Why records are examined
Records show what was agreed, what was applied, and that safety checks happened. They protect the client, the professional and the salon in a dispute, and they are a basic data-protection expectation.
What a client record card holds
- Identity and contact details, with consent to store them.
- Consultation notes: skin or hair type, allergies, medication, pregnancy, previous services.
- Patch test date and result; strand test result.
- Service record: date, formula and brand, developer strength, processing time, tools used, technician initials.
- Consent signature for chemical services, for treating a minor, and for photography.
- Aftercare advice given and the next appointment.
Rules
Write in ink, correct with a single line and initials, never overwrite. Keep records confidential and store them securely. Do not post client images or details on social media without written consent. Keep appointment, billing and stock records separately. Retain records for the period the salon's policy and applicable law require, and back up digital records.
Worked example
A client develops redness two days after a tint. Reasoning: the card shows the tint brand, developer, timing, and that a patch test was done 48 hours earlier with no reaction. The record lets the salon show its protocol was followed and identify the product to avoid in future. Without the patch-test line, the salon has no defence.
Traps that cost marks
- Writing "no allergies" with no date or signature.
- Recording only the service name, not the formula.
- Relying on a verbal consent instead of a signed one.