Scheduling tools help companies manage appointments efficiently, but GDPR (also known as DGSVO) compliance adds complexity to the choice. While Calendly offers popular features, its US-based servers create uncertainty for European businesses that need to protect user data. Let's look at what this means for your company and explore secure alternatives that keep your scheduling data protected – we’ll focus specifically on ZEEG, a German scheduling tool that’s GDPR-compliant and helps small businesses and enterprises around the world.
Key GDPR requirements for scheduling software
The implementation of GDPR has fundamentally changed data protection standards. Most businesses don't realize that scheduling tools handle significant amounts of sensitive information - from basic contact details to meeting purposes and attendee preferences. For European companies, protecting this data properly isn't just good practice; it's a legal necessity.
When dealing with GDPR standards, scheduling platforms, like Calendly, must meet specific requirements, and not all of them can do it 100%. Beyond secure data storage, these tools need transparent processes for managing user consent and handling data requests. Additionally, companies must maintain detailed documentation of their data processing activities, which becomes particularly challenging when using tools that store information outside the EU.
First, let's see how Calendly works
Calendly is one of the most popular and well-known online appointment scheduling tools. It allows online appointments and meetings in a simple way via link or embedding on one's website. Calendly queries the desired time slots and allows participants to choose an appointment that suits them.
The advantages of Calendly for appointment scheduling
The pros of using scheduling tools like Calendly are many, as you can see below:
- Easy appointment scheduling via link or widget
- Flexible time windows and buffer times definable
- Automatic confirmation and reminder emails
- Connection to calendar apps like Google Calendar
- There's a Free Calendly version available
Calendly's challenges with regard to data protection and GDPR
Event though there are many benefits in using Calendly, this tool comes with some challenges when it comes to GDPR. Just to name a few:
- Calendly is based in the USA
- GDPR (DSGVO) compliance not guaranteed
- Lack of clarity regarding data storage and access
For companies and users with operations in Europe, the use of Calendly can therefore be associated with the risk of a lack of GDPR compliance. In particular, sensitive personal data may be affected, reasons why you might need to find a reliable alternative.
Zeeg: a GDPR compliant Calendly alternative from Germany
A promising candidate as a GDPR-compliant Calendly alternative from Germany is the tool Zeeg. Zeeg is a scheduling solution made in Germany and meets all requirements of the GDPR. Here are the main advantages of Zeeg:
- Developed in Germany
- Hosted in Europe
- Full GDPR compliance
- Maximum data security through TLS encryption
- Full data sovereignty for users
- Free basic version available
With the EU-U.S. Data Privacy Framework that came into force on July 10, 2023, there is indeed again the possibility to store data of EU users also on U.S. servers. However, this should be treated with caution, as a re-examination by the European Court of Justice (ECJ) is likely. In addition, US companies must meet various requirements to join the agreement. A list of qualified US companies can be found here.
Overall, tools such as Zeeg, which were developed entirely in the EU, continue to offer the greatest possible data security and legal certainty. Companies from Europe should therefore continue to rely on GDPR-compliant providers when choosing scheduling solutions.
How booking works with the Calendly alternative Zeeg
With Zeeg, your German alternative to Calendly, you can easily schedule appointments with customers, team members and partners. With just a few clicks, your calendars sync - whether on Google, Outlook or other platforms. In your Zeeg calendar, you can enter your personal availability for meetings, phone calls or face-to-face conversations and create an individual link to book appointments. Use this link to send your customers, partners or team members an invitation for a digital or face-to-face meeting. They can then enter and book your appointment via the link.
This is how booking an appointment with Zeeg works in just a few steps:
- Enter personal availability in the Zeeg calendar
- Create a custom appointment booking link
- Send link to customers, partners or team members
- These simply book their desired date according to availability
- Appointment is automatically confirmed and added to your calendar
The sync function also makes it easy to schedule group appointments across different time zones. Zeeg technology enables smooth appointment organization with customers and your own team.
How you can use Calendly alternative to streamline your business
Maximize sales success with clever scheduling
Growing your business means managing more meetings efficiently. Using Zeeg helps sales teams focus on closing deals instead of juggling calendars. The platform's secure, GDPR-compliant design takes care of appointment organization while your team concentrates on revenue growth.
Sales success depends heavily on quick responses and smooth meeting coordination. When potential clients want to talk, making them wait for scheduling details can cost you opportunities. Zeeg's automated systems ensure leads get quick responses and find meeting times that work for everyone.
Teams using Zeeg often see better results because they:
- Connect with more qualified leads through targeted scheduling
- Respond faster to meeting requests
- Spend less time on calendar management
- Focus more energy on actual sales conversations
The real value shows in longer-term results. Sales teams report higher closing rates when they can respond quickly to meeting requests and maintain consistent follow-up. By removing scheduling barriers, representatives spend more time building relationships and less time on administrative tasks.
Take customer service to the next level
Great customer service starts with being available when clients need you. Zeeg helps support teams manage their time while staying accessible to customers. The system routes inquiries to the right team members and keeps everyone informed about upcoming meetings.
By making it easy for customers to book time with your team, you'll build stronger relationships. Quick response times and organized follow-ups show clients you value their time. Plus, when customers can easily schedule support sessions, they're more likely to reach out before small issues become big problems.
Customer service teams particularly benefit from automated reminders and follow-ups. These features ensure no customer falls through the cracks while maintaining professional communication standards. The result is higher satisfaction rates and more loyal customers who know they can count on consistent support.
Optimize your recruitment process with Zeeg
Finding the right talent takes time, but scheduling shouldn't slow you down. Zeeg streamlines the interview process from first contact to final rounds. HR teams can focus on evaluating candidates instead of coordinating calendars.
The platform helps you create a positive experience for candidates by:
- Making interview scheduling simple and professional
- Automating reminders and follow-ups
- Coordinating multiple interviewers efficiently
- Reducing time-to-hire through better organization
When managing multiple candidates across different positions, keeping track of interviews becomes complex. Zeeg's scheduling system helps HR teams maintain clear oversight while ensuring each candidate receives proper attention. This organized approach often leads to faster hiring decisions and better candidate experiences.
How Zeeg optimizes appointment booking
Zeeg is not only the data protection-compliant solution from Germany for online appointment scheduling. This Calendly alternative also offers users various functions to noticeably simplify communication with customers and the organization of internal processes.
- It processes appointment booking and payment easily
Zeeg's integrated payment function makes it particularly easy for service providers and companies to book appointments and pay for their services. Customers book their desired appointment, which is automatically transferred to the provider's Zeeg calendar and synchronized with existing calendars. Payments can also be made directly at the time of booking.
Zeeg also allows buffer times to be set up between appointments so that providers have enough time to prepare for the next meeting. If a booked appointment is canceled, it is automatically released again and available for selection by other customers.
- It automates customer communication effortlessly
Zeeg has intelligent workflow functions that can be used to greatly automate customer communication around appointment booking. For example, automatic reminders and confirmations can be set up via email and SMS to increase attendance at booked meetings.
Personalized messages can also be created for pre- and post-appointment communications that are sent to customers in an automated manner. This provides a consistent and professional experience for customers. Automating recurring tasks also saves internal resources.
- It customizes appointment booking pages to match own branding
A major advantage of Zeeg is the flexible adaptation of the appointment booking pages to the company's own corporate design. This ensures a consistent brand presence across the website right through to appointment booking. The integration of QR codes for even easier access is also possible.
- It simplifies demo booking
The option to easily book demo appointments via their own website is a great advantage for companies. Zeeg, your privacy-compliant Calendly alternative from Germany, optimizes this process with clever automation functions.
Thanks to the integrated iFrame, interested visitors can be automatically assigned to the appropriate contact person for the demo on the website. Zeeg matches team availability in real time so that interested parties can see appointment options at a glance.
Plus, a rotation system also ensures that inquiries are distributed evenly among sales staff. Everyone gets an equal chance to showcase their expertise in demos.
Automated appointment coordination via the website thus increases customer satisfaction and conversion rates. Companies save valuable resources through more efficient processes.
Zeeg provides the intelligent technology to optimize appointment booking and scheduling for demo requests from their own website. Prospective customers thus receive a seamless user experience.
By optimizing appointment scheduling, payment and customer communication with the DSGVO-compliant Calendly alternative Zeeg, customer experience and internal processes can be noticeably improved.
How your Calendly alternative ensures GDPR-compliant scheduling
For companies in the EU, compliance with the GDPR is essential when processing personal data. There are risks here with solutions from the USA such as Calendly. Zeeg, on the other hand, complies with all requirements as a European provider.
When organizing appointments, sensitive information such as contact and payment data is often exchanged. Zeeg stores all data in European data centers in compliance with the GDPR and transmits it end-to-end encrypted. And even if participants from non-EU countries are involved, GDPR compliance is maintained.
Zeeg, on the other hand, provides the guarantee that personal data is only processed on servers in Europe. Also, this promise of high data protection standards can be used effectively for customer acquisition. By actively communicating secure, lawful data processing, providers set themselves apart from the competition.
Other Calendly alternatives: Tested for GDPR
1. Zeeg - Best for European data protection
Zeeg is the German software solution for calendar automation and online appointment booking. Manage booking links for yourself and your team on a descriptive dashboard and create 1:1, group, collective or round robin appointments. You can offer affordable appointments for your clients and drive your business in a privacy compliant way.
Ratings
Key features
- GDPR: AV contract automatically stored in your user account, data stored exclusively on servers in Europe by European companies.
- Languages: German, English, French
- European data hosting and end-to-end encryption
- Wide range of features for individuals and teams
- Custom booking pages
- Team routing options
- Automated workflows
- Payment processing
- Video conferencing integration
What makes Zeeg particularly effective is its privacy-first approach combined with practical tools. The platform excels at handling both internal team coordination and external appointment scheduling while maintaining strict data protection standards.
Pros and cons of Zeeg
✅ European data storage with complete GDPR compliance
✅ Privacy-focused security measures
✅ Affordable pricing compared to competitors
✅ Strong customization options for booking pages
✅ Comprehensive integration possibilities
✅ Team member routing with smart forms
✅ Automated workflows for efficiency
❌ Mobile app still in development
❌ Newer to the market than some competitors
Pricing
- Free: Two scheduling pages, unlimited 1:1 meetings
- Professional: €7/month - adds team features
- Business: €9/month/user - includes routing and API
- Enterprise: Custom pricing for large organizations
2. MeetFox - Best for basic scheduling needs
MeetFox is a solution from an Austrian provider. With MeetFox, you can create personalized booking pages through which your leads and customers can make appointments with you. The corresponding booking link can be embedded on your website as well as on platforms like Instagram, Facebook, Google and others. Similar to Calendly or Zeeg, MeetFox offers synchronization with Outlook and Google calendars.
Ratings
Key features
- GDPR: No accessible AV contract - a big risk with GDPR compliance. MeetFox does not seem to fully meet the requirements.
- Languages: English, German
- Personal booking pages
- Calendar synchronization
- Integrations: Google, Microsoft
- Complicated to use
- Basic customization options
- Video meeting tools
Their approach focuses on simplicity, making it suitable for individuals and small teams. However, larger organizations might find the feature set limiting compared to more comprehensive solutions.
Pros and cons of MeetFox
✅ Fast setup process
✅ SMS notification feature
✅ Decent integration options
❌ No accessible DPA contract
❌ Limited customization possibilities
❌ Complex for non-experts
Pricing
- Free: Basic features available
- Pro: From $10/user/month
- Premium: From $35/user/month
3. Doodle - Best for group scheduling
Doodle, based in Switzerland, specializes in coordinating meetings among multiple participants. Their polling system helps find suitable meeting times for groups, though the platform offers fewer features than full-service scheduling tools. It works well for its primary purpose of finding meeting times that work for everyone, but lacks more advanced scheduling options.
Ratings
Key features
- GDPR: Risk due to US hosting with Amazon Web Services - as a US company, not optimal for DSGVO compliance.
- Languages: English, German
- Group polling functionality
- Calendar integration
- Integrations: Google, Microsoft, MS Exchange
- Meeting polls for up to 100 participants
- Time zone handling
Pros and cons of Doodle
✅ Easy group scheduling
✅ Quick poll creation
✅ No account needed for participants
✅ Time zone management
❌ Limited features beyond polling
❌ Basic free version includes ads
❌ Not ideal for business scheduling
❌ US server hosting raises GDPR concerns
Pricing
- Free: Basic polling with ads
- Pro: €6.95/user/month
- Team: €8.95/user/month
4. SimplyBook.me - Best for service businesses
Like Calendly and most online schedulers, SimplyBook.me allows you to integrate your appointment scheduler into your website. Alternatively, you can direct prospects to your booking page via links from social media platforms or Google. It also lets you choose from over 20 design templates, which are customizable. And besides the standard online appointment booking features, SimplyBook.me also offers advanced features like custom registration forms, reporting, and even an HTML email editor.
While the platform offers comprehensive features, its complexity might overwhelm users looking for simpler solutions. The learning curve can be steep for teams new to online scheduling.
Ratings
Key features
- GDPR: it is compliant, with AV contract available, but server locations in Canada, France, Singapore
- Languages: German + 8 others
- Custom booking website
- Multiple service types
- Client management system
- Payment processing
- Marketing tools
- Custom intake forms
- Accounting integrations
Pros and cons of SimplyBook.me
✅ Highly customizable booking website
✅ Strong client management features
✅ Built-in marketing tools
✅ Accounting integration options
❌ Complex setup process
❌ Booking limits on all plans
❌ Can be overwhelming for beginners
❌ Higher pricing for larger teams
Pricing
- Free: Up to 50 bookings/month
- Basic: €8.25/month
- Standard: €24.90/month
- Premium: €49.90/month
5. OnceHub - Best for CRM integration
OnceHub not only allows you to make appointments through your booking page, but also directly in the customer chat. You can suggest appointments to leads during a live chat or via chatbots. OnceHub also lets you create contact forms for leads to book appointments and share more information about themselves and their company. It is even possible to send multiple appointment suggestions to a group.
However, OnceHub's servers are operated in the USA and the user interface is only available in English.
Ratings
- Capterra - 4.6 stars
- OMR: not available
Key features
- GDPR: No AV contract, unsafe server location as US company - risk with GDPR compliance
- Languages: English
- Chat-based scheduling
- Multiple booking options
- Group scheduling tools
- CRM integration
- Lead routing capabilities
- Automated follow-ups
Pros and cons of OnceHub
✅ Strong CRM integration
✅ Chat-based scheduling
✅ Flexible booking options
✅ Good for sales teams
❌ US-based servers
❌ No DPA contract readily available
❌ Dated interface
❌ Limited language options
Pricing
- Basic: Free
- Schedule: From €10/user/month
- Route: From €10/user/month
- Engage: From €39/user/month
6. ChiliPiper - Best for sales operations
ChiliPiper is a tool used mainly in the sales sector, specialized in converting leads into customers. Besides the option to book appointments online, Chili Piper offers interesting options that Calendly doesn't, thanks to a feature called "Instant Booker". For example, you can specify that only qualified leads can book appointments with you. By integrating with your CRM, you can automatically route leads to the most qualified sales reps. For example, you can specify that leads from a certain industry are always routed to a specific team.
Ratings
Key features
- GDPR: No AV contract, unsafe server location as US company - risk with GDPR compliance.
- Languages: English
- Lead qualification tools
- Intelligent routing
- CRM synchronization
- Sales-focused analytics
- Team performance tracking
- Automated scheduling
- Pipeline integration
Pros and cons of ChiliPiper
✅ Advanced lead routing
✅ Deep CRM integration
✅ Sales analytics tools
✅ Team performance insights
❌ Expensive compared to alternatives
❌ US-based data storage
❌ Complex for non-sales teams
❌ Complex pricing structure
❌ Limited GDPR documentation
Pricing
- ChiliCal Free: 0$/month
- ChiliCal Teams: From $15/user/month
- Concierge: From $30/user/month
- Chat: From $30/user/month
- Distro: From $30/user/month
- Handoff: From $30/user/month
There are many alternatives of calendar solutions on the market, and Zeeg is the German alternative to Calendly that helps your business automate scheduling and customer communication. It automates your work processes and optimizes your workflow by combining important apps, calendars and digital applications in one tool. Zeeg allows you to present a professional appearance with customized branding, automated messaging, and convenient appointment booking. Additionally, we take your work-life balance into account with features like vacation scheduling, buffer time, and blocked time periods. Explore Zeeg's diverse features while you try the free versions of our Calendly alternatives to find the tool that best suits you.
Frequently asked questions
Is Calendly GDPR compliant?
Calendly, a US provider with servers in the US, collects personal data from your customers that is stored in the US. This means that the provider is not 100% GDPR compliant.
How to use Calendly?
With Calendly, appointments and meetings can be arranged online. Your customers choose a day and time and make the appointment directly on your website. They immediately receive a confirmation email and the appointment is automatically entered into your calendar. You can also integrate it with other tools lik Google Calendar, though Calendly won't connect to iCloud or Apple Calendar.
Which tools are GDPR compliant?
There are several tools on the market that are considered GDPR compliant and comply with EU data protection regulations. It is advisable to check the privacy policies of each tool to ensure that they comply with the GDPR requirements. Zeeg is GDPR compliant.
How do you maintain GDPR compliance during scheduling?
Compliance starts with choosing the right tool, but it continues through daily operations. Using European-based servers, maintaining proper documentation, and following data minimization principles helps ensure ongoing compliance. Regular training helps teams understand their role in protecting client data.
Can GDPR-compliant scheduling handle international meetings?
Yes, privacy-focused scheduling tools work well for international meetings. They manage different time zones and regional requirements while maintaining proper data protection. The key lies in storing data within the EU while allowing secure access from anywhere.
