FAQ — Data Policy

Frequently asked questions about configuring the personal data management policy in Agendize.

Where to find this screen? Side menu > Settings > Account section > Data Policy
Required permission: "Access account data privacy management" (global right).

On this page

• Access and rights
• Personal data consent (GDPR)
• Automatic processing and retention period
• Marketing consent
• Contact management (creation and import)
• Saving changes

Access and rights

Who can access the "Data Policy" screen?

Only users with the global right "Access account data privacy management" can access this screen. This right is configured in Settings > Account > Security > Access Rights.

Can the data policy be configured at the location level?

No. The data policy is configured only at the account level. Settings apply to all locations and there is no per-location configuration for this screen.

Personal data consent (GDPR)

What does the "Enable consent on personal data collection" toggle do?

This toggle controls the display of the GDPR consent checkbox in the online scheduling widget. When enabled (default), your users see a consent text during their booking. When disabled, no GDPR consent information is shown in the widget and automatic data processing (anonymization or deletion) does not apply.

What is the difference between "checkbox" and "informational" mode?

When the toggle "Request consent via a checkbox" is enabled (default), the user must explicitly check a box before validating their booking — the "Next" button remains greyed out until the box is checked.

When this toggle is disabled, the consent text is displayed for informational purposes only, without a checkbox.

For optimal GDPR compliance, we recommend keeping the checkbox enabled to obtain explicit consent.

How do I customize the GDPR consent text displayed in the widget?

In the Personal Data section, use the language selector (globe icon) to choose the desired language, then edit the "Consent text" field. This field is required. The text must be entered separately for each language: French, English, German, Spanish, Portuguese, Italian, Dutch. Click "Save" to confirm.

What is the {duration} dynamic text and how do I use it?

The {duration} placeholder is automatically replaced by the retention period you selected. For example, if you selected "1 month", {duration} will be replaced by "for 1 month" in the widget. If this placeholder is absent from the text, no duration is mentioned.

How do I reset the consent text to its default value?

Click the "Reset consent" button below the text field. The text returns to its default value for the currently selected language. The change takes effect after clicking "Save".

Automatic processing and retention period

What happens automatically after the retention period expires?

When the configured retention period has elapsed since a contact's last interaction (appointment, call, form submission, etc.), Agendize automatically executes the processing you configured:

• Anonymize contact data (default): personal data is anonymized. Interactions are preserved, but associated personal data is removed.
• Delete contact data and interactions: the contact and all their interactions are permanently deleted.

This processing only applies when consent on personal data collection is enabled.

What is the difference between "anonymize" and "delete" a contact?

Anonymization is recommended if you want to keep your activity statistics without retaining personally identifiable data.

How is a contact's "last engagement date" calculated?

It corresponds to the last recorded interaction between the contact and your business in Agendize (appointment, call, form, etc.). The counter resets with each new interaction.

What retention periods are available?

Available periods: 7 days, 1 month, 2 months, 3 months, 6 months, 9 months, 1 year, 13 months, 18 months, 2 years, 3 years, 4 years, 5 years, 10 years. Default: 10 years.

What is the "recommended legal text" at the bottom of the Personal Data section?

It is a non-editable informational block provided by Agendize, to be included in your legal notices or privacy policy. This text describes how Agendize processes collected data. It is provided for guidance only and is not displayed in the user widget.

Marketing consent

What is the "Marketing consent" section for?

This section lets you display a checkbox in your scheduling widget allowing users to consent to receiving marketing communications from you (promotions, news, etc.). Unlike GDPR consent, marketing consent is always optional — it never blocks the booking process.

How do I customize the marketing consent text?

Enable the toggle, select a language, edit the "Consent text" field (required), then click "Save". The "Reset consent" button restores the default text for the selected language.

Does marketing consent use the same retention period as personal data?

No. The retention period and automatic processing type are configured in the Personal Data section and apply to the contact's data as a whole. The "Marketing consent" section only concerns the text displayed to the user — it has no retention settings of its own.

Contact management (creation and import)

How do I prevent staff from manually creating contacts?

In the Contacts section, disable the toggle "Allow staff to create new contacts". Once saved, the contact creation button in the CRM is greyed out (visible but not clickable) for staff members without account administration rights.

How do I prevent bulk contact import or API imports?

Disable the toggle "Allow staff to import contacts (list and API)". Once saved, the import button in the CRM is greyed out for the relevant staff members.

Can I allow manual creation while prohibiting import (or vice versa)?

Yes. The two toggles in the "Contacts" section are fully independent. You can enable or disable each one separately based on your needs.

Saving changes

Are my changes saved automatically?

No. You must click the "Save" button at the bottom of the page to confirm all your changes. If you leave the page without saving, a message will ask if you want to save your changes. Click "Cancel" to discard changes and revert to the last saved values.