Written by DROPS.ST.
For a cannabis shop, record a customer preference only when it serves a defined service task. Keep the operational choice, its source and review need clear. An employee should not turn an ordinary package or contact request into a diagnosis, treatment history or speculative profile.
DROPS connects product units, packages and stock with Customer Accounts and order items. That gives staff a factual starting point for understanding the request. Use those references to explain the choice before collecting another version of the customer’s personal story.
A connected account does not establish a clinical-record system, a preference-only role or automatically restricted notes.
Define the service decision
Ask what the information will help the next authorized worker do. A current order’s package meaning, a requested contact route and an optional future preference can have different purposes.
Keep the request in the customer’s operational terms. “Asked whether a smaller package exists” identifies a question; a staff inference about why the person needs it does not.
For a buying review across customers, use the product-feedback guide. This guide concerns a justified individual service preference, not an assortment summary.
Use a preference-purpose card
This original card belongs in the business’s approved information process; it is not a native DROPS note form.
| Card entry | What to retain | Review question |
|---|---|---|
| Actual request | Customer’s stated operational choice | Is this a request or an employee inference? |
| Defined purpose | Specific service task it supports | Does the next worker need it? |
| Relevant reference | Necessary item, order or approved context | Can the question be understood without a long history? |
| Necessary detail | Minimum information serving the task | What can be omitted or redirected? |
| Permitted destination | Approved record/process and readers | Is actual access appropriate? |
| Review trigger | Changed choice, completed task or applicable policy | Is the preference still accurate and needed? |
| Outcome owner | Person responsible for correction or disposition | Who closes an unresolved question? |
Do not collect sensitive details merely to fill the card. A field appearing in a system does not make it necessary.
Route sensitive questions instead of expanding the note
If the customer raises a health or clinical question, use the appropriate qualified or approved route. Do not offer a diagnosis or copy the narrative into a general sales note to make a later interaction feel personalized.
Separate necessary regulated evidence from optional service preferences. This method does not remove age, identity, licence or other required checks.
OPC’s Canadian PIPEDA guidance recommends collecting personal information needed for an identified purpose and explaining that need. Determine the actual requirements applying to your business. OPC limiting-collection guidance.
Hypothetical example: a package request with personal background
A fictional customer asks whether a smaller package is available and gives personal background while explaining the question.
The employee checks the item and unit, records the justified service question in the approved process and leaves unrelated background out. They do not infer a medical reason or promise to obtain a particular product. Any sensitive question goes to its appropriate receiver.
This is a writing example, not an actual customer record, medical recommendation or native preference-control demonstration.
Check actual access and copies
Name who needs the information and inspect the supported view before relying on a role label. Current catalogue-edit access also permits customer-account edits and wallet adjustments; it does not become a restricted preference-editor grant.
Use the staff permissions guide to review that scope. Include copied instructions, downloads and independent tools where relevant.
If the desired boundary is finer than the demonstrated system, keep the gap unresolved and agree an appropriate supported process. Do not assume field masking or isolation from a private-looking label.
Review reuse and retention separately
A useful service note does not automatically belong in a campaign. Review a new purpose, recipients and actual communication authority before any proposed reuse.
OPC use and retention guidance connects information handling with identified purposes and applicable obligations. Set the actual treatment rather than choosing a universal deletion period. OPC use and retention guidance.
Record a changed preference as changed; do not continue presenting an earlier request as current.
DROPS gives staff connected product and order context for a precise service explanation. Explore DROPS.ST and the shop demos with a fictional preference. Identify the smallest necessary note, its authorized readers and the review point before preserving more detail.