Export or anonymize a client's data and understand what Zelun stores

This article explains what Zelun keeps about your clients, which consents it records, and the two tools you have when a client asks about their data: Export, which gives you a copy of what you hold on one client, and Anonymize, which removes their personal details while keeping your appointment history.

What Zelun keeps about a client:

• Their name, and optionally their phone, email and the notes you wrote.
• The name as it was written on their appointments and waitlist entries.
• Their visit photos and the details about those photos.
• Their consent choices: appointment messages by SMS, appointment messages by WhatsApp, rebooking reminders, and photo consent.
• The WhatsApp messages exchanged with them in your inbox.

Zelun never stores full card numbers or card security codes. A payment is kept as a reference from the payment processor, not as card data. Zelun also does not store a client's internet address or browser details on their record.

This article describes how the product behaves. It is not legal advice, and it does not say your business meets any particular law. In particular, Zelun does not claim to meet the rules that apply to medical or health records, so do not use it as one.

1. Export and Delete / anonymize are on the Clients page, in the side menu, once you pick a client. Both tools are for the business owner.
2. They work on one client at a time, and only on clients in your own business. Another business that has the same person as a client is never touched.
3. Decide first whether you need a copy. Anonymizing cannot be reversed, and the removed details are no longer on the record.

Check or change a client's consents

1. In Clients, pick the client in the list.
2. The boxes SMS appointment messages (on when a phone is present), WhatsApp appointment messages, Rebooking reminders (marketing, separate from the above) and Photo consent given each record one separate permission. The Consent history tab lists every change to the marketing permission and what the client was shown.
3. A client created from a CSV import starts with no SMS, WhatsApp or marketing permission. A client created at the desk with a phone starts with SMS appointment messages on, unless you turn it off. WhatsApp stays off until it is ticked.
4. A client who books on your booking page can choose WhatsApp messages, and that box starts unticked.

Export a client's data

1. In Clients, pick the client and press Export.
2. Your browser saves a file for that client.
3. The file holds their record, their appointments in your business, the details of their photos (what each photo is, when it was added, its size) but not the pictures themselves, and the WhatsApp messages exchanged with them in your inbox.
4. If it fails, the screen says Export failed.

Anonymize a client

1. In Clients, pick the client and press Delete / anonymize.
2. Read the confirmation. It says the name, phone and email are removed, every visit photo is deleted, it cannot be undone, and past appointments and revenue figures stay for reports but no longer carry a name.
3. Press Anonymize client to confirm. Afterwards the client has a neutral placeholder name instead of their own, and no phone or email.
4. If something goes wrong, for example a photo cannot be deleted, you see Anonymize failed and the anonymization does not go through half done. Try again.

• Clients do not see these tools. They are for you.
• After you anonymize a client, an appointment link or booking-page identity they had no longer shows their old name, phone or history. If they come back, they appear as a new person only if they book again with their details.
• Photos taken of them are deleted for good when you anonymize them.
• On your booking page, clients see only their own name and email after entering their phone. They never see your notes, and notes are never written from the booking page.
• Your reports and your logs do not list your clients' phones or emails. A report is never a way to download your client list, and Export is the way to take one client's data out.

• Anonymizing to "fix" a duplicate. It does not merge anyone. It removes personal details permanently.
• Expecting appointments to disappear. They stay on the book, only without the client's name, so your history and totals stay intact.
• Expecting the export to contain pictures. It lists the photos but does not include the images.
• Assuming export covers other businesses. It only covers that client in your business.
• Assuming an imported client agreed to messages. Imports never record consent. Ask first.
• Treating Zelun as a medical records system. It is a scheduling tool. Keep health records where the rules for them are met.

Client records, visit notes and the legal documents your clients and you accept are covered in the related articles.