Calendly allows you to delete personal identifiable information (PII) without contacting support. Managing deletion requests helps your company stay compliant with privacy rules and regulations.
GDPR and CCPA compliant
Calendly’s deletion process is in accordance with both the European Union General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA). The guidelines are as follows:
- GDPR deletion guidelines: Within 30 days of your request, your PII in sub-processors will be deleted, as identified by Calendly’s Compliance team.
- CCPA deletion guidelines: Your PII in sub-processors will be deleted, as identified by Calendly’s Compliance team.
For more details on how Calendly complies with GDPR, view How does Calendly honor my data rights?
Types of data to delete
About invitee data deletion
| Deleting invitee data | |
|---|---|
| Scenario | Your customer requests that you delete their data. |
| Ways to delete data |
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| Who can delete data | Owners and admins on any Calendly plan |
| Data deleted from | Your organization’s Calendly instance |
| Results |
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Before you begin
- You must be a Calendly account owner or admin.
- If you’re not an owner or admin, visit your People page to find an owner or admin to contact.
How to delete invitee data
To delete specific invitee data by email address
- In Calendly, select Admin center, then Security.
- Select Data deletion.
- Under Delete specific invitee information, enter the email for the invitee (customer) you’d like to delete. If entering more than one email, use a comma to separate each email.
Note: You can enter up to 100 invitee emails at a time. - Select Delete, then select Yes.
To delete all invitee data within a date range
- In Calendly, select Admin center, then Security.
- Select Data deletion.
- Under Delete information within a period of time, select your chosen date range and select Apply.
- Select Delete, then select Yes.
Once you’ve made a request
On the Data deletion page, a log of invitee data deletion requests will show under Data deletion records.
Image 1 - Data deletion records
To cancel a data deletion request
Once you request to delete invitee data, Calendly will process the deletion within 7 days of the request. To cancel a pending data request, click ‘Cancel’ in the row of the request on the data deletion history table..
Once data has been deleted, it cannot be recovered.
About Calendly user data deletion
| Deleting Calendly user data | ||
| Scenarios | You want to delete data for your account. | You want to delete data for an employee. |
| Ways to delete data | Self-delete your Calendly account | Delete other users' Calendly accounts |
| Who can delete data | All users can delete their own accounts. Note: If an owner deletes their own account, they will automatically disband the organization, but users will not be deleted. | Owners and admins can delete accounts that were created upon joining their organization. Note: They cannot delete pre-existing Calendly accounts. |
| Data deleted from |
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How to delete user data in your Calendly account
- In Calendly, select Account settings from your profile picture's drop-down menu, then select Profile.
- From the Profile page, scroll down and select Delete Account.
- You will have three options to choose from:
- Transfer ownership and delete my account: Before you can delete your account, you must transfer ownership to another team member so they can manage the organization. All users are selectable for ownership.
- Keep my account and leave organization: If you don’t want to delete your account, you can transfer ownership and leave the organization.
- Delete my account and disband the organization: If you don’t want to transfer ownership, you can delete your account and disband the organization.
- If you selected to transfer ownership or leave the organization, choose a user to become the new owner.
- Choose a reason for deleting your account from the drop-down menu.
- Select Delete.
To disband your organization’s Calendly instance (for owners)
As an owner, deleting your account will disband your Calendly organization:
- All users will be removed, but will not be deleted.
- Users will have their own free, solo account.
- All teams will be deleted.
To delete your account, follow the steps in To self-delete your Calendly account. Users can follow these same steps to delete their own accounts.
To remove and delete a Calendly user (for owners and admins)
For step-by-steps, view Remove active members. Depending on when a user created their account, you may not be able to delete them. For more details, view the notes in Remove active members.
To delete a user with SCIM enabled
As an owner or admin with a SCIM-enabled account, you must remove users via your identity provider. With SCIM enabled, you cannot remove users from the Admin Management page.
Within your identity provider, you may have the option to deactivate or delete a user. Consult your identity provider’s documentation for more details.
Once data is deleted
Deleted data in Calendly
The deleted PII will display in Calendly as:
Image 2 - Deleted data in Calendly