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What is data cleaning?

The system has automated data cleaning processes you can utilise to keep in line with data protection and privacy recommendations, which will remove the booker data stored on your Bookwhen account for inactive customers.

What is an inactive booker?

In Bookwhen, we class an inactive booker as someone who has made a booking in the past but has not made a booking within your specified timeframe and doesn't have any pass uses remaining.

Setting up your preferred data retention settings

Navigate to Settings - Booking preferences when logged in as an account owner on your Bookwhen account. At the bottom of the page, you will see a 'Danger Zone' section, which refers to settings that can have negative consequences when misused. Within this section, you will find your data retention settings:

Select Edit to view the options available to you. The system requires you to enter your password for any changes for extra security.

You can set your preferred timeframe if you select the checkbox to Enable customer auto-deletion. The default is 18 months, but you can change this timeframe to be as short as 14 days.

What data is removed?

If a customer (booker) falls within your 'inactive' timeframe and is auto-deleted, the system will delete their customer profile entirely. However, this deletion will only affect their profile on your account and not any other Bookwhen account they might be a customer on. Any past bookings this customer made will stay intact for reporting purposes, but the system will remove the personal data on the booking.

When is the data removed?

When setting your data retention preferences, you have a 24-hour grace period before the auto-deletion starts running. From then on, it will run continuously unless you turn it off again.

💡 See here for requesting the deletion of your data.

✨ If you have any questions or feedback, please get in touch with the support team via live chat or email at

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