With the Belbo calendar, you have the opportunity to comprehensively document your business processes so that, for example, in the event of a tax audit, you can fully present the required documents.
In this article, we provide you with information and guidance on data security with regard to the retention obligation for business-relevant data. For comprehensive, legally sound advice on tax matters, please contact your tax office or a specialist lawyer.
With the Belbo calendar, you use a digital system for data processing. We support you in meeting your legal retention obligations by securely storing all your calendar data. You have numerous export options for business-relevant data so you can store them in digital or printed form. This includes financial data such as daily and monthly statements, pricing information, as well as appointment and customer data. In addition, we permanently store your data on our secure servers.
Frequently Asked Questions
Can the tax office access my data?
Your current and historical data are safely stored on our servers and protected against external access. However, you are obligated to provide your data to certain authorities upon request ("duty to cooperate"). This may also include financial and appointment data. With the Belbo calendar, you always have the option to provide complete documentation of this data.
Can accidentally or intentionally deleted appointments be restored?
Appointments removed from the calendar can be viewed at any time. This is important to simplify communication within the team and to assess the reliability of your customers. You will still see deleted appointments in the protocol and in each customer file so you can trace changes and deletions. Permanent removal of entered appointments from the database is not possible.
What happens if a customer does not appear at the scheduled appointment?
Despite the reminder function via email and SMS, it can happen that your customers do not appear at the scheduled appointment. In this case, we recommend that you do not delete the missed appointment, but instead mark it as "Missed" and provide a reason for the no-show. More information can be found here. Customers who book appointments online can book the freed time slot even if the missed appointment was not deleted.
Where can I find the appointments of deleted employees?
We recommend not removing departing employees, but instead giving them an appropriate employee role. This way you can always access the employee's data. However, they will be hidden in the calendar, schedule, and cash register system to simplify your daily workflows.
Even if you delete departing employees from the calendar, your data will be retained. Upon request from us, they can be displayed again at any time. This can be very advantageous in the event of labor law conflicts with departing employees or during external audits.
I have a seasonal discount promotion that affects my prices for a specific period.
Discount promotions can be an effective marketing tool. Always keep records of these promotions long-term and carefully document the discounts given in your cash register system. This way you can always justify the resulting change in your pricing.
If you use the Belbo cash register system, you can enter and document discounts given during the checkout process.
I have changed my prices in the past.
You can also carefully document price changes. Export the list of your services before a price change, mark it with a clear date, and keep it together with your other documents.
I have irregularities in my cash register balance.
If you or your employees notice discrepancies between expected and actual cash register balance, you can correct them. In most cases, the payment method was confused during the checkout process, which is easy to correct. Every reversal and every correction of your data is documented. All your employees must be familiar with the rules of proper cash register management and perform them carefully.
In the unfortunate event that you suspect an employee of manipulating your cash balance, you are required to file a police report – if necessary, even against an unknown party.
How can I prevent new or temporary employees from having access to all my data?
You can restrict your employees' access rights to areas necessary for daily operations. In each employee file, you have the option to restrict calendar access to today and the future. Additionally, you can also determine which appointment columns are visible to your employees.
In the rights management, you can restrict access rights to the customer file, settings, and many other areas. We recommend setting up a general login for your employees, which is limited to the functions necessary in daily operations – also to simplify daily workflows. You can assign selected employees additional logins with further administration rights.
Can I additionally secure individual logins?
Yes. In addition to restricting access rights, you can additionally protect individual logins with two-factor authentication (2FA). This means that a compromised password alone is no longer sufficient to gain access to sensitive data such as customer data, sales, and reports.
