GDPR data management workflows

Purpose

1.1. Automate GDPR data management workflows for double glazing installers, enabling secure, consistent handling, storage, and erasure of client data as per compliance demands.
1.2. Streamline subject access request (SAR) responses, automate erasure requests, automate data portability, automate breach notifications, automate consent management, and centralize audit trails to ensure automated accountability and transparency.
1.3. Removes manual intervention by automating client requests, secure data transfer, automating compliance documentation generation, automating reminders, automating record-keeping, and automating exports to regulatory bodies.

Trigger Conditions

2.1. Automated trigger by inbound SAR email or form submission.
2.2. Automated initiation when customer submits erasure, rectification, or consent change.
2.3. Scheduled audits or random compliance checks.
2.4. Triggered on user account closure or inactivity.
2.5. Detection of potential breach or unauthorized access.
2.6. Updates in data storage policies or third-party service connections.

Platform Variants

3.1. Microsoft Power Automate
• Feature: Automate email parsing and data deletion from SharePoint.
• Setting: Configure "When a new email arrives" + "Delete item" actions.
3.2. Salesforce
• Feature: Automate running GDPR compliance reports and exporting records.
• Setting: Use "Data Export" API + "GDPR Requests" Process Builder.
3.3. HubSpot
• Feature: Automate GDPR request ticket workflow.
• Setting: Workflow automation + "Legal Basis" API.
3.4. Zapier
• Feature: Automate moving SARs from email to Google Drive folder.
• Setting: "New email trigger" + "Upload file to Drive" action.
3.5. DocuSign
• Feature: Automate digital consent record archiving.
• Setting: API "Envelope Documents: List" + scheduled export.
3.6. Google Workspace
• Feature: Automate GDPR archive in Drive and auto-delete in Gmail.
• Setting: AppScript triggers + retention rules.
3.7. AWS Lambda
• Feature: Automates subject data export from RDS for portability requests.
• Setting: Scheduled Lambda trigger + RDS Connect API.
3.8. Dropbox Business
• Feature: Automate auto-deletion of records after erasure request.
• Setting: Admin API "filesDeleteV2" function.
3.9. Slack
• Feature: Automate notifying compliance team on new requests.
• Setting: Incoming webhook automation.
3.10. Twilio SendGrid
• Feature: Automate confirmation emails on GDPR request receipt.
• Setting: "Send Email" API.
3.11. OneTrust
• Feature: Automate centralized consent management.
• Setting: DSAR API + Privacy Management UI.
3.12. Okta
• Feature: Automate de-provisioning and event logging.
• Setting: Automated "User Deactivation" API.
3.13. Freshdesk
• Feature: Automate ticketing for each GDPR request.
• Setting: Ticket automation + webhook to compliance apps.
3.14. Monday.com
• Feature: Automate GDPR task assignment and dashboard update.
• Setting: Automated Board "Item Created" triggers.
3.15. Trello
• Feature: Automate GDPR checklist creation per request.
• Setting: Butler automation for card generation.
3.16. NetSuite
• Feature: Automate audit trail export and request logging.
• Setting: Saved searches + SuiteScript automation.
3.17. Zendesk
• Feature: Automate client communications and erasure status.
• Setting: Automated Macros + API for bulk status updates.
3.18. Smartsheet
• Feature: Automate deadlines and reminders for GDPR timelines.
• Setting: Automated Alerts & Actions.
3.19. Intercom
• Feature: Automate GDPR disclosure dialogue.
• Setting: Automated messaging and compliance triggers.
3.20. Aircall
• Feature: Automate call log deletion upon erasure requests.
• Setting: Call activity API webhooks.
3.21. Adobe Sign
• Feature: Automate record export and document status.
• Setting: API "Get Document" + scheduled exports.

Benefits

4.1. Mitigates risk of GDPR non-compliance by automating data handling tasks.
4.2. Drastically cuts manual administration with self-service automating options.
4.3. Automator removes bottlenecks in client request fulfillment and documentation.
4.4. Automates, captures, and stores audit trails for regulatory inspections.
4.5. Enables automatedly secure data transfer, deletion, or anonymization.
4.6. Time-stamped email/SMS automations provide proof of compliance.
4.7. Real-time automated dashboards track outstanding requests.
4.8. Automatable reminders prevent missed GDPR deadlines.
4.9. Consistent automation ensures privacy-by-design methodology.
4.10. Supports data minimization by automating regular purges of outdated or obsolete information.