Privacy and consents in the automations
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Translated from the Italian guide. Narciso itself is in Italian, so the names of buttons, menus and fields are shown exactly as they appear on screen, with a translation in brackets where it helps.
This entry explains which client data the automations touch and which consents control them. It does not replace the notice: the text the salon must give to clients is the public page «Informativa per i clienti del salone» (Notice for the salon's clients) (path /legale/informativa-clienti, see Legal pages), which is read-only and should be shown to clients to read. The salon remains responsible for how it handles its clients' data.
The overview#
| What Narciso does | Which data it uses | Consent required | Where it shows |
|---|---|---|---|
| Registering a client in chat (How the assistant recognises or registers a client) | First name, surname, phone, gender | The "yes" to registration counts as signing the notice: consent to data processing, with the date and version of the notice. It does not give consent to commercial communications | Clients: record, consents |
| Replying in chat (The chat assistant) | The client's messages and, in order to reply, the data the assistant reads from their record (name, last visit, appointments, card, points, rewards, consents) | No specific consent | The notice, section on the assistant |
| Voice messages | The audio, transcribed by an artificial intelligence service. The temporary transcription file is deleted when the job ends | No specific consent | The notice |
| The assistant's memory | The summary of past conversations, used to remember the context | No specific consent | Stays until the salon deletes the contact or the record is anonymised |
| Verification code by SMS | The number already on the record | None | The number is never shown in full in chat; the code is sent only to the one on the record |
| Haircut preview (Haircut preview (the mirror)) | The face photo, the detected features, the images and the video | The notice signed when the record was created, plus the specific consent to the analysis of the photo, recorded when needed (with the client's own sentence) | Client record, consents |
| Reminder one hour before (Automatic messages to clients) | Name, appointment, services | Consent to commercial communications | Client record, «Marketing & Promozioni» (Marketing & Promotions) |
| Review request (Review management) | Name, sale | Consent to commercial communications | As above |
| Holiday greetings (Birthday, name-day and holiday greetings) | Name, gender | Consent to commercial communications | As above |
| Birthday and name-day greetings | Name, date of birth | Not checked | — |
| Receipt of the Documento Commerciale (commercial document) | Sale | None (tax obligation) | — |
External services#
The assistant and the automations rely on third-party services: artificial intelligence models to understand messages, transcribe voice messages and generate the voice; Google and graphics-processing services for the face analysis and the video; an SMS sending service for the verification code; the messaging channels (Meta, Telegram, mail) to deliver the messages. The database and the uploaded files are on a server in Italy, the files in chat and the backup copies in an area of the European Union; however, some providers also process data outside the EU. The up-to-date list, with the legal basis of each transfer, is in the notice for clients and in the sub-processors page (Legal pages); the consequences when a service does not respond are in External services.
How long data is kept#
| Data | How long it is kept |
|---|---|
| Client record, appointments, sales, points | As long as the relationship with the salon lasts; accounting documents for at least 10 years |
| Record deleted by the salon | It leaves the list and the tax code is erased; the other data stays for 12 months, then the record is anonymised automatically. The salon can anonymise it earlier, at the client's request (Clients) |
| Conversations, attachments and voice messages | Until the salon deletes the conversation or the record is anonymised |
| The assistant's memory and archive | They follow the contact: if the contact is deleted, they go with it |
| Photo, features, images and video of the haircut preview | Until the start of the next season (Haircut preview (the mirror)) |
Anonymisation erases name, contacts, tax code, allergies, notes, photo and consents, and deletes the conversations with their attachments, the assistant's memory and the haircut preview analyses.
Transparency#
On the fact of writing with a virtual assistant:
- the assistant introduces itself as a virtual assistant if the client asks it; otherwise it does not mention it;
- its messages appear as messages from the salon;
- the public notice states that the replies are prepared by an assistant based on artificial intelligence, that the salon can hand the conversation over to a person and that the client can ask for this at any time.
What to do#
| Situation | What to do |
|---|---|
| A client asks not to be contacted any more | Remove «Marketing & Promozioni» from the record: reminders, reviews and holidays stop. Birthday and name day stop only by switching off the switch for everyone |
| A client asks to delete the photo and video of the haircut | Contact support (Support) |
| A client asks for their data to be deleted | Anonymise the record (Clients) |
| You want clients to read the notice | Give the link to the public page of the notice; the assistant sends it by itself at registration |
| You have two records for the same client | Merge them (Merging client records) |