GDPR-Compliant Scheduling Software
Scheduling software that touches EU resident data must comply with GDPR. Schedly offers data processing agreements, explicit consent mechanisms, data minimization controls, and subject access request tools to keep your scheduling workflow fully compliant.
Regulation: General Data Protection Regulation (EU) 2016/679
The General Data Protection Regulation (EU) 2016/679 requirements that apply to scheduling
Lawful basis for processing
Scheduling appointments typically relies on contract (Article 6(1)(b)) as the lawful basis — processing is necessary to perform the service the data subject has requested.
Data minimization
GDPR requires collecting only the minimum data necessary for the stated purpose. Schedly's intake forms let you precisely control which fields are collected and required.
Right to access and erasure
Data subjects have the right to access their data and request deletion. Schedly's client management tools let you export or delete individual client data on request.
Data processing agreements
Where Schedly acts as a data processor for your booking data, a Data Processing Agreement (DPA) is required. Schedly provides a DPA for all customers.
Compliance built into every plan
These features ship on every Schedly account — not locked behind expensive enterprise tiers.
GDPR-ready Data Processing Agreement
Schedly provides a signed DPA covering all EU personal data processing activities within the scheduling platform.
Consent capture at booking
Add explicit consent checkboxes to your booking forms for marketing communications, data retention policies, and terms acceptance — with timestamp recording.
Data subject request handling
Export or permanently delete all data associated with any client from the Schedly admin panel — meeting your 30-day SAR response obligation.
Data residency options
EU-based businesses can request EU data residency on Business plans to ensure client data remains within the European Economic Area.
Built security-first, from the infrastructure up
Every layer of the Schedly stack is designed for regulated industries.
AES-256 Encryption
All booking data, intake forms, and client PHI is encrypted at rest and in transit using AES-256.
SOC 2 Type II Certified
Annual third-party audits verify our infrastructure controls. Certificate available on request.
Audit Logs & Access Controls
Every data access is logged. Role-based permissions ensure only authorized staff see protected records.
Isolated Data Infrastructure
Client data is siloed per account. Multi-tenant architecture is designed so data never co-mingles.
Automated Data Retention
Configure data retention windows that match your compliance policy. Deletions are permanent and auditable.
BAA Available on Pro+
Business Associate Agreements are available on Professional and Enterprise plans with one-click execution.
Your Compliance Setup Checklist
Check off each step as you complete your compliant scheduling setup.
Business Associate Agreement ready to sign
For practices and businesses that require a signed BAA, Schedly offers a standard BAA on Professional and Enterprise plans — executable directly in your dashboard with no legal back-and-forth.
- Executed in your Schedly dashboard in minutes
- No attorney required — pre-approved standard language
- Covers all PHI processed by Schedly on your behalf
- Renewed automatically with your subscription
GDPR and Appointment Scheduling: A Complete Compliance Framework
GDPR compliance in appointment scheduling requires attention to the entire data lifecycle: collection (what personal data you gather and with what legal basis), processing (how that data is used in your scheduling workflow), storage (where data is kept and for how long), and deletion (how you respond to data subject requests). Scheduling software typically processes personal data under Article 6(1)(b) — processing necessary for the performance of a contract — since the appointment booking is the contract being performed. However, any additional processing, such as using client data for marketing, requires explicit consent captured separately.
The Data Processing Agreement: Why You Need One and How to Get It
When you use Schedly to process personal data of EU residents, Schedly is acting as a data processor on your behalf — processing data under your instructions for the purpose of scheduling appointments. GDPR Article 28 requires that this data processor relationship be governed by a Data Processing Agreement (DPA) that specifies the nature of processing, the types of data involved, and the security measures in place. Schedly provides a standard DPA available to all customers. For EU businesses, executing this DPA is a legal requirement, not optional — and regulators increasingly request DPA documentation during enforcement investigations.
Handling Data Subject Requests Through Your Scheduling System
Data subjects (clients) have rights under GDPR that your scheduling system must be able to accommodate: the right to access their data (you must be able to export all scheduling data associated with them), the right to erasure (you must be able to permanently delete all their data on request), and the right to data portability (data must be exportable in a commonly used format). Schedly provides tools to fulfill all three: client data export from the admin panel, permanent client deletion, and data export in standard formats. Maintaining a process for handling these requests — including a designated contact point and documented response timeline within GDPR's 30-day requirement — is essential for EU-facing businesses.
Compliance Questions Answered
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