For any local business · Back office
A map of where customer details live
A map of every place customer details sit, who can see them, what to close first, and a plain answer for a customer who asks.
The prompt
Pick your trade to fit the wording, then paste it into ChatGPT, Claude or Gemini.
I run a local business. I'm not certain where all my customers' details live or who can see them. Help me make a map. Ask me about every place details might sit: the appointment system, phones, paper files, the card reader, message apps, shared logins, old spreadsheets. For each one, help me note what is stored there, who has access, and whether they need it. Then give me a short list of what to close or change first, and a plain sentence I could say to a customer who asks how their details are kept.
When to use it
You are not sure where customer details live or who has access to them. It is also the prompt the free quiz hands you when you score low on where customer details live.
When not to
It is a starting map, not legal advice. Health practices should also follow their own privacy rules and advisers.
What to paste in
Nothing to fill in ahead of time. It asks you questions as it goes.
Never paste
- Customer full names, phone numbers or card details
- Anything about a customer's health or treatment
- Passwords or account logins
What you should get back
- Every place details might sit, from the booking system to old spreadsheets
- Who has access, and whether they need it
- What to close or change first, and a sentence for customers
What stays with you
The prompt writes a draft. You decide what happens to it, and nothing should reach a customer until you have read it. Decisions about money stay with a person every time, and so do health questions and complaints. When KeenHand builds a routine like this, every message carries the same four decisions: Automate, Approve, Revise, Reject.
Related
- What's already built into what I pay for. Find the assistant features already built into the tools you pay for, and set up the one that saves the most time at the front desk.
- Connect one thing, safely. Pick the one system to connect to an AI tool first, what it lets you ask, and the privacy checks to run before you turn it on.
- A one-week test, no new tools. A one-week plan to test AI on three typing-heavy jobs you already do, with a way to tell by Friday whether it saved you time.
More: the whole prompt library and back office.
Which three fit your business?
The free quiz scores your business on sixteen things and picks the three prompts aimed at your three lowest. It takes about three minutes.