How to Evaluate GDPR-Friendly Scheduling Software
If you are comparing an online booking system for your organization, review what data it collects, where each part is processed, which services receive it, and how you can control retention. A vendor’s features or EU hosting can support your assessment, but do not by themselves make a customer’s use GDPR compliant. For the Calendly-specific review, see [where Calendly stores data and what its DPA says](/en/is-calendly-gdpr-compliant/).
Start with the booking data and the purpose
List the fields the booking form collects, including optional questions, service names, meeting titles, email reminders and calendar events. Ask whether each field is needed to arrange the appointment and whether free-text answers could invite people to share sensitive information.
Decide which organization determines the booking purpose and what role the software provider plays for that data. The provider contract should describe the processing and allocate the responsibilities that apply to your relationship; review the current DPA rather than relying on a ‘GDPR compliant’ badge.
Map hosting, subprocessors and calendar integrations
Ask where the provider hosts the core application and database, and where subprocessors handle email, support, analytics, backups or other operations. Then check what changes when you connect Google Calendar or Microsoft 365: calendar events and availability may involve those providers under their own terms.
EU hosting is useful information about a service’s core data location, but it does not automatically answer every transfer or compliance question. Review the provider’s subprocessor list and the data each enabled integration receives.
Check the DPA, security measures and deletion process
For processing carried out on your behalf, review the DPA’s scope, instructions, confidentiality, security measures, subprocessors, breach process, assistance with requests, and return or deletion terms. Confirm that the safeguards match your booking workflow and the information involved.
If appointments might reveal health or other special-category information, determine whether the information is necessary at booking and how it will be protected across email and calendar notifications. The controller must establish the legal conditions for its own processing.
Set a retention period you can actually apply
Choose how long appointment records are needed for the stated purpose, document the decision, and check whether the product can apply that period to completed bookings. Also understand how a customer can locate, export or delete records in response to an individual request and what the contract says when service ends.
Kalendarius lets organizations configure retention for completed appointments; the maximum available period depends on the plan. Its core application and database are hosted in the EU, public booking pages do not load third-party advertising or analytics trackers, and Google or Microsoft calendar synchronization can be enabled as needed. Review the Calendly-specific DPA and data-location guide when comparing those data flows.
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Looking for a European, GDPR-compliant alternative to Calendly? Kalendarius keeps booking data in the EU with native Google & Microsoft sync. Free up to 15 meetings/month.
Is Calendly GDPR compliant? See where it stores data, what its DPA covers, how transfers work, and what EU teams should check when choosing scheduling software.
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