Security and data protection for salon, beauty and aesthetics businesses
How Orbis Salon helps protect customer, salon and sensitive record data — and where responsibilities sit between the platform and your business.
How Orbis Salon protects customer data
Orbis Salon is designed to help salons, beauty businesses, barbers and aesthetics clinics manage client information more securely. The platform includes role-based access, audit logging, customer account controls, data retention tools and support for data protection processes. Access to salon data is limited to the accounts and permissions your business sets up.
UK GDPR-focused approach
Orbis Salon is built with UK data protection principles in mind, including data minimisation, purpose limitation and retention controls. The platform provides tools that support your data protection processes — such as export, retention and deletion controls — but each business remains responsible for its own UK GDPR compliance and for how it collects, uses and stores personal data.
Medical, consultation and aesthetics records
Where businesses use Orbis Salon for consultation forms, consent forms, patch tests or aesthetics treatment records, the business remains responsible for its own professional, legal and regulatory obligations. Orbis Salon is practice management software — it is not a medical device, an electronic health record system or a clinical compliance system, and it does not replace legal, HR, medical or clinical advice.
Encryption and secure storage
Data is encrypted in transit using HTTPS/TLS, and platform data is stored on managed infrastructure with access controls. Passwords are stored using strong one-way hashing. Sensitive record types, such as forms and notes, are only visible to users with the appropriate permissions.
Access permissions and staff roles
Orbis Salon uses role-based permissions so owners can control what each team member can see and do — from the diary and client records to reports, settings and financial information. Staff access can be adjusted or removed at any time from the admin area.
Audit logs and admin activity
Key admin and account activity is logged so owners can review important changes. Audit logging helps businesses understand who accessed or changed information, supporting internal accountability and data protection processes.
Backups and recovery
Platform data is backed up on a regular schedule so that information can be restored in the event of a technical failure. Backup and recovery processes are managed at platform level as described in our Service and Support Policy.
Account deletion and anonymisation
Customers can request account deletion, and businesses have tools to delete or anonymise client records in line with their own retention policies. Our Data Retention and Export Policy explains how data is retained, exported and deleted.
Data Processing Agreement
Our Data Processing Addendum sets out the processor terms that apply to customer data managed inside the platform, including the roles and responsibilities of Orbis Digital Ltd and each business using Orbis Salon.
Aesthetics and clinical disclaimer
Aesthetics and clinical-style features — such as consultation forms, consent records, patch tests and body mapping — are record-keeping tools. They do not constitute medical advice or clinical governance. Please read our Clinical and Aesthetics Disclaimer for full details.
Support and breach reporting
If you have a security question, or believe you have found a vulnerability or a potential data issue, contact our UK-based support team and we will investigate promptly. Suspected personal data incidents are handled in line with our internal processes, and we will work with affected businesses so they can meet their own reporting obligations.
Orbis Salon supports your data protection processes, but does not guarantee legal or regulatory compliance. Each business remains responsible for its own obligations under UK GDPR and any professional or clinical rules that apply to its services. This page applies to Orbis Salon software from Orbis Digital Ltd.
Keep important documents in one place
Orbis Salon includes tools to help organise important records, documents and access-controlled information — with expiry reminders for certificates and policies.
- Documents and certificates
- Expiry reminders
- Access-controlled records
- Audit history of key changes
Questions about security or data protection?
Our UK-based team is happy to talk through how Orbis Salon handles data before you sign up.
Get a free salon audit →