Managing personal data policy

Modified on Thu, 26 Mar at 4:28 PM

This guide explains how to configure the personal data management policy for your Agendize account. You will learn how to set up the GDPR consent displayed to your users, choose the data retention period, and manage contact creation and import permissions.

Where to find this screen?
In the side menu, click on Settings, then under the Account section, click on Data Policy.

Required permission: You must have the global right "Access account data privacy management" to access this screen.

Configuring personal data consent

This section lets you define whether and how GDPR consent is requested from your users during online booking.

Enabling or disabling consent

The toggle "Enable consent on personal data collection" controls the display of GDPR consent in your booking widget.

Enabled (default): the consent text is displayed in the user widget.
Disabled: no consent is requested from the user. All associated settings (text, processing, retention period) are hidden.

Requesting consent via a checkbox

When consent is enabled, you can choose the display mode:

Toggle enabled (default): the user must check a box to give consent before validating their booking.
Toggle disabled: the consent text is displayed for information only (without a checkbox).

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

Customizing the consent text

You can edit the consent text displayed in the booking widget.

Changing the language

Use the language selector (globe icon) to choose which language to edit. Available languages: French, English, German, Spanish, Portuguese, Italian, Dutch.

Important: The consent text must be entered separately for each language. Switching languages displays the text for that language.

Editing the text

The "Consent text" field contains the text displayed to the user. This field is required.

You can use the dynamic text {duration} in your text. It will be automatically replaced by the retention period you have chosen. For example, if you selected "1 month", {duration} will be replaced by "for 1 month".

Resetting the text

Click "Reset consent" to restore the text to its default value for the currently selected language.

Choosing the processing type and retention period

These settings determine what happens to a contact's data after a period of inactivity.

Processing type

Choose the processing applied automatically to contact data after the retention period expires:

Option	What happens
Anonymize the contact's data (default)	Personal data is anonymized. Interactions (appointments, etc.) are retained, but associated personal data is removed.
Delete the contact's data and interactions	The contact and all their interactions are permanently deleted.

Retention period

The "Delay after the contact's last engagement date" defines how long after the last interaction the processing is automatically executed.

Available values: 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).

What counts as "last engagement"? Any interaction of the contact with your organization: appointment, call, form submission, etc. The counter resets with each new interaction.

Configuring marketing consent

This section works similarly to the personal data consent.

Enabling or disabling

The toggle "Enable consent for marketing mailing list subscription" controls the display of a marketing consent option in the user widget.

Enabled (default): a marketing consent checkbox is displayed in the widget.
Disabled: no marketing consent option is presented.

Customizing the text

As with personal data consent, you can:

Change the language with the language selector.
Edit the text of the marketing consent (required field).
Reset the text to its default value with the "Reset consent" button.

Note: Unlike personal data consent, marketing consent is always optional for the user — it never blocks the booking process.

Managing contact creation and import permissions

This section lets you control whether staff members can create or import contacts in the CRM.

Toggle	Description	Default
Allow staff members to create new contacts	Allows or prevents manual contact creation in the CRM.	Enabled
Allow staff members to import contacts (list and API)	Allows or prevents contact import via file or API.	Enabled

Important: These two options are independent. You can, for example, allow manual creation while preventing bulk import.

Note: When a toggle is disabled, the corresponding button (create or import) is grayed out in the interface — it remains visible but is no longer clickable.

Saving your changes

Remember to click "Save" at the bottom of the page to save your changes. If you leave the page without saving, a message will ask if you want to save your changes.

To discard your changes and revert to the saved values, click "Cancel".

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