Configuring Data Privacy Settings in Shortcuts: A Step-by-Step Guide

Go to Setup > Configuration > General > Security.
Under the Access tab, select the security level to edit. IE: Manager, Employee, or Receptionist.
In the Configuration section, tick the box to allow access to privacy settings for the selected security level.
Repeat for other security levels as needed, ensuring each one has the appropriate access.
Save your changes and restart Shortcuts to apply them.

Go to Setup > Configuration > General > Data Privacy.
Update the default privacy policy with your business’s specific policy. If available, you can insert a link to the policy published on your website.
Choose where to display the policy (e.g., new client forms, Shortcuts Fusion, online features).
To prompt all clients to re-accept the policy, tick the Client Re-acceptance option when the policy is updated.
Enter the email address of your Data Privacy Officer, who will handle client data requests.

Set the retention period for non-returning clients. By default, this is set to 5 years, but you should update it to align with your business’s data retention policy.
Note: Data required for bookkeeping and reporting will remain in your system, but client-identifiable information will be removed after the specified period.

The default Age of Consent is set to 16, but this can be adjusted based on your business requirements.
This setting determines the minimum age at which clients can accept the data privacy policy independently, without needing guardian consent.

Periodically, Shortcuts will prompt you to perform system maintenance. Running maintenance will remove client data for those who have not returned within the defined timeframe.
We recommend completing the maintenance when prompted to ensure your system stays up-to-date.

By following these steps, you can ensure that your data privacy settings are aligned with your business needs and regulatory requirements.

This guide provides an overview of how to configure key data privacy settings in Shortcuts to ensure compliance with your business policies and protect your clients' information. Follow the steps below to manage settings related to privacy policies, data retention, consent age, and more.