Delete a staff member's personal data (GDPR)

If a former staff member submits a GDPR erasure request — or you simply need to do a final cleanup — you can anonymize their profile. The action permanently removes the name, bio and profile photo while keeping booking history and accounting records intact.

What happens during anonymization?

• The staff member's name is replaced with "Archived staff member".
• The bio and profile photo are permanently deleted, including from Storage.
• The profile remains as an archived placeholder and shows the Archived label in the list.
• Past booking history is unchanged — it still appears in reports and in the guest's history.
• The staff member's schedule exceptions and any pending invitations are deleted.
• If the colleague had an external calendar feed (ICS), it is torn down.

Who can perform this?

Deleting personal data is reserved for the owner. Manager, Receptionist and Provider roles do not have access to this action, because it causes irreversible data loss.

Prerequisites

Three conditions must be met before the button becomes active. The dashboard surfaces each of them on the profile:

• The staff member must be inactive — if they are still bookable, deactivate the profile first.
• The staff member must not have dashboard access — if they are still a team member, revoke access first in the Dashboard access section.
• There must be no upcoming bookings (in requested, confirmed or reschedule-proposed status). If there are, handle them first: cancel them or reassign to another colleague.

Step by step

1. Open Staff in the dashboard.
2. Click the colleague's name to open their profile.
3. If still active, deactivate the profile and revoke their dashboard access if any.
4. Scroll down to the Delete personal data section.
5. Click the Delete personal data button.
6. Read the warning in the confirmation dialog, then confirm the action.
7. Once complete, the profile is shown in the list with the Archived label.

What if a prerequisite is missing?

• "The staff member is still active. Deactivate them first." — Open the profile and set it to inactive.
• "The staff member still has dashboard access." — Revoke access in the Dashboard access section.
• "The staff member has upcoming bookings." — Go to the calendar and handle the pending or confirmed future bookings.