Delete a staff member's personal data (GDPR)

If a former staff member submits a GDPR erasure request — or you simply need a final cleanup — you can anonymize their profile. This permanently deletes their personal data (name, email address, bio, profile photo, job title, professional details), while booking history and accounting obligations are preserved.

What happens during anonymization?

• The staff member’s personal data (name, email address, bio, profile photo, job title, professional details) is permanently deleted; the profile photo is removed from storage too.
• Past bookings, work records, notifications and waitlist offers show an archived placeholder name (stored as “[Archivált munkatárs]”) instead of their name.
• The profile is kept as an archived placeholder (bookings stay linked to it), but it no longer appears in the Staff list.
• Past booking history stays unchanged — it can still be referenced in reports and guest history.
• The staff member’s schedule exceptions and invitations are deleted.
• If they had an external calendar link (ICS), it is removed as well.

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

Four conditions must be met. While the profile is active, has dashboard access or a connected Google calendar, the Delete personal data button is disabled and the next step is shown above it. Upcoming bookings (listed in the profile’s Upcoming bookings section) and a Microsoft calendar connection are checked by the server when you start the action:

• The staff member must not have dashboard access — if they are still a team member, revoke access first in the Dashboard access section.
• The staff member must be inactive — after revoking access, choose Deactivate from their card’s menu.
• They must have no calendar connection (Google or Microsoft) — if they do, disconnect it first.
• There must be no upcoming bookings (in requested, confirmed or reschedule-proposed status). If there are, you find them in the profile’s Upcoming bookings section: clicking a row opens the booking, where you can move it to another colleague or cancel it.

Step by step

1. Open Business settings › Staff in the dashboard.
2. Click the colleague’s card to open their profile.
3. If they have dashboard access, revoke it first in the Dashboard access section, then deactivate the profile. If they have a calendar connection, disconnect it too.
4. Scroll down to Delete personal data and click the Delete personal data button.
5. If your business has access not linked to a profile, a dialog lists it first: tick I have reviewed the access not linked to a profile. and click Continue. It does not block the deletion.
6. In the confirmation dialog, read the warning, then click Delete personal data.
7. After a successful deletion you see “Staff member's personal data deleted.” and the profile disappears from the Staff list.

11

1. 11. Delete personal data

What if a prerequisite is missing?

• Above the button — while it is disabled: “Deactivate the staff member first.”, “Revoke dashboard access first.” or “Disconnect the staff member's calendar first.”
• If the server rejects it: “The staff member has upcoming bookings.” — sort them out from the profile’s Upcoming bookings section (an inactive staff member’s bookings are not shown in the calendar): move them to another colleague or cancel them.
• “The staff member's calendar is still connected. Disconnect it first.” — for example a Microsoft calendar, which the button does not flag in advance.
• “The operation failed.” — try again later.