Retail, hospitality & leisure
Client record backup for beauty salons and skin therapy practices
Mindtime backs up the salon laptop, mobile devices, NAS and Microsoft 365 or Google Workspace where client cards, photos and treatment notes end up, keeping immutable copies in its own data centres in the Netherlands and Germany.
In Dutch, German or English.
- NL · DEStored only in our own Tier III data centres in the Netherlands and Germany
- ImmutableObject Lock storage plus an air-gapped copy; every backup job is checked
- ISO 27001 · NEN 7510Audited security, with a data processing agreement in every contract
- NL · DE · ENSupport from people, no offshore call centres or chatbots
In short
Beauty salons and skin therapists need a backup because client files hold treatment histories, before-and-after photos and health details, and skin therapists must keep patient records for 20 years. Mindtime keeps immutable copies of laptops, devices and mailboxes in its own Dutch and German data centres, encrypted in transit and audited to ISO 27001 and NEN 7510.
What's at stake
The data beauty salons and skin therapists can't afford to lose
Client cards and treatment history
Which products, which settings, which reactions: the client card lets any colleague continue a treatment safely. ANBOS describes it as holding client details, the treatment given, particulars and results.
Before-and-after photos
Photos of the treated area are common in beauty treatments, and clients will not want to see them lost or leaked. Many live only on a phone or tablet.
A skin therapist's patient files
Huidtherapeut is a protected title under article 34 of the Wet BIG, and the practice keeps a patient file under the WGBO. Referral letters, consent and treatment plans belong to that file.
Rules and obligations
What the rules ask of beauty salons and skin therapists
Summarised from the sources listed at the bottom of this page. This is general information, not legal advice.
Skin therapists: patient files for 20 years
Under the WGBO, a skin therapist must keep a file for every patient, with a retention duty of 20 years, according to the Dutch association of skin therapists (NVH). The Dutch government explains that this period runs from the last change to the file. [1]
Beauty salons: careful storage, limited retention
ANBOS, the trade association for beauticians, tells clients that salon files and photos are stored under the GDPR: paper in a locked cabinet, digital files behind a password or in an encrypted application. It also states the data is kept for at most two years after the last treatment. [4]
Health details are sensitive data
Skin conditions, medication and allergies recorded at intake reveal something about a client's health. Under the GDPR, processing such data is generally prohibited unless a specific exception applies. [5]
A lost laptop can be a reportable breach
If client or patient data is exposed, altered or made unavailable, for example through a stolen laptop or ransomware, the Autoriteit Persoonsgegevens expects a report within 72 hours. [6]
NIS2: not a listed sector
Beauty and skin care practices are not among the NIS2 sectors that the Cyberbeveiligingswet applies to since 15 August 2026, and micro and small businesses outside those sectors are in principle not covered. [7]
When it goes wrong
A practice laptop stolen from the car
Illustrative example: a skin therapy practice with two treatment rooms keeps its patient records in an online practice system, but referral letters, signed consent forms and treatment photos sit in a folder on the practice laptop. The laptop is stolen from a parked car. Because it was backed up by Mindtime, the folder is restored to a new laptop the same week; without that copy, documents that belong in the patient file for 20 years would be gone. Since patient data left the practice on that disk, the therapist also assesses whether to report the theft to the Autoriteit Persoonsgegevens.
How Mindtime protects it
Backup for beauty salons and skin therapists, workload by workload
- Laptop and endpoint backupThe salon laptop, phones and tablets with photos and client notes are backed up off the premises.
- Google Workspace backupSalons using Gmail and Drive get an independent copy of mail and files, with a 7-day free trial.
- Microsoft 365 backupMailboxes and OneDrive folders with consent forms and referral letters get a separate copy outside Microsoft's environment.
- NAS backupA small NAS in the salon with client photos or old records is copied off-site, away from theft and water damage.
The software you use, and what we protect around it
| Salonized | Salonized is cloud salon software for appointments, client records and payments. Check the supplier's export and retention terms; Mindtime protects the mail, files and devices around it. |
|---|---|
| Treatwell | Bookings made through Treatwell are held on that platform. Keep your own client communication in a mailbox Mindtime backs up, and export client lists according to the supplier's options. |
| Phones and tablets with treatment photos | Before-and-after photos taken on a phone or tablet are covered by Mindtime's endpoint backup, which includes mobile devices. |
| Microsoft 365 or Google Workspace | Referral letters, consent forms and supplier invoices often arrive by email. Mindtime backs up the mailbox, OneDrive or Google Drive, and shared folders. |
Before you switch
What beauty salons and skin therapists ask us first
My salon software stores everything online.
It stores the appointments and records inside that software, on the supplier's terms. Photos on phones, consent forms in your mailbox and documents on the laptop are usually outside it. Check the supplier's export options, and let Mindtime protect the rest.
I run the salon on my own. Is this for me?
Especially then, because there is no colleague with a second copy. Mindtime checks every backup job and monitors around the clock, so you do not have to remember to make a copy. A free 15-minute demo shows what it involves for one laptop and a phone.
Where do my clients' photos end up?
In Mindtime's own Tier III data centres in the Netherlands and Germany, and nowhere else. Data travels encrypted with AES-256, admin actions need MFA, and you sign a data processing agreement with us as part of the contract.
FAQ
Questions about backup for beauty salons and skin therapists
How long should a beauty salon keep client cards?
ANBOS tells clients that salon data is kept for at most two years after the last treatment. Set your backup retention to match your own retention policy, so old client cards are not kept longer in the backup than in the salon. You can ask Mindtime's support team in Dutch, German or English how to set this up.
How long must a skin therapist keep patient files?
Twenty years under the WGBO, counted from the last change to the file. That is far longer than most laptops or practice systems last, so the file has to survive migrations, supplier changes and hardware failures. Long-term, immutable backups in Dutch and German data centres keep documents outside the practice system available for that period.
Are treatment photos on my phone backed up?
With Mindtime's endpoint backup, yes: it covers Windows, macOS and Linux laptops as well as mobile devices. Photos are copied to Mindtime's data centres in the Netherlands and Germany, so a lost or broken phone no longer means lost before-and-after pictures. Remove photos you no longer need from the phone as well.
Does a salon need to worry about NIS2?
No. Beauty and skin care are not NIS2 sectors, so the Dutch Cyberbeveiligingswet does not apply to a salon or skin therapy practice. The GDPR does, and it treats health details as sensitive data. A secure, encrypted-in-transit backup helps you show that you take that seriously.
See it with your own data
Book a 15-minute demo
We show you a backup and a restore, and answer your questions in Dutch, German or English. No offshore call centres, no chatbots.