Automating GDPR Data Deletion Requests with Appsmith Workflows and Human-In-The-Loop Approvals

Handling General Data Protection Regulation (GDPR) data deletion requests can be challenging, especially when user data spans across multiple systems. Low-code workflow automation offers a solution to this complex problem. At Appsmith, we store user data in several places: an internal MongoDB, a Segment warehouse (Postgres), Mixpanel for analytics, and Mailmodo for email campaigns.

To ensure compliance with GDPR and streamline this process, we implemented an automated workflow using Appsmith, a low-code workflow automation solution. This solution integrates a Human-in-the-Loop (HITL) approval step to ensure oversight before deletion.

Before diving into the solution, it's crucial to understand what GDPR compliance entails and why it's important.

The GDPR is a data protection law that came into effect in the European Union in 2018. It gives individuals greater control over their personal data and imposes strict rules on those hosting and processing this data, anywhere in the world.

GDPR compliance is crucial for several reasons:

• Legal requirement: companies handling EU citizens' data must comply or face severe penalties.

• Consumer trust: demonstrating strong data protection practices enhances customer confidence.

• Reputation management: non-compliance can lead to negative publicity and loss of business.

• Global standard: GDPR has influenced data protection laws worldwide, making compliance a global best practice.

One key aspect of GDPR is the "right to be forgotten." This provision allows individuals to request the deletion of their personal data, presenting a significant challenge for businesses.

Companies dealing with this rule face many challenges, especially when they have to manage data spread across different systems while following strict rules. This creates a complicated situation for businesses to handle.

Here are a few challenges businesses may face in complying with GDPR data deletion requests:

1. Data spread across platforms: User data is often stored in multiple systems owned by different teams (tech, product, marketing), making it difficult to ensure complete deletion across all locations.

2. Penalties for non-compliance: GDPR violations can lead to fines of up to 4% of global revenue or €20 million, along with reputational damage and legal risks.

3. Efficient request handling: Delays or errors in processing deletion requests can result in customer dissatisfaction and legal disputes.

4. Internal data security: Sensitive data in internal databases poses a challenge when using external tools, as whitelisting external IPs can introduce security risks.

5. Controlled automation: Businesses need automated processes with oversight, ensuring compliance while protecting internal systems.

6. Audit trail requirement: Maintaining a detailed log of deletion actions is essential for compliance, making automation crucial for error-free record-keeping.

A self-hosted low-code workflow automation solution like Appsmith helps automate and manage data deletion requests, allowing you to securely and efficiently address these challenges while maintaining full control over your processes.

We developed a low-code workflow that automates the data deletion process while incorporating a human-in-the-loop (HITL) approval step. HITL refers to a process where human judgment is integrated into an automated system, allowing for oversight and decision-making at critical points.

This approach ensures that a human reviewer can verify and approve data deletion requests before execution, adding an extra layer of security and compliance to the automated workflow.

Here's an example of how to implement the data deletion process using Appsmith's low-code workflow automation along with other tools, including Front, MongoDB, Segment (Postgres), Mixpanel, and Mailmodo.

Users can raise a ticket through any channel—email, chat, or other support mediums. Front, our aggregation tool, captures these requests. Once a ticket is created in Front, it automatically triggers the low-code workflow. Appsmith AIthen analyzes the ticket content to determine whether it contains a data deletion request.

If Appsmith AI identifies a deletion request, it promptly notifies the user, acknowledging receipt. This immediate confirmation reassures the customer that their request is being processed.

After identification, the low-code workflow doesn't immediately proceed with data deletion. Instead, it routes the request for HITL approval, where one of our senior customer support managers reviews it for accuracy and legitimacy. The workflow only moves forward after approval, ensuring careful oversight while leveraging automation's efficiency.

Once approved, the low-code workflow automatically deletes the user's data from all relevant systems:

• Internal MongoDB: Removes personal details, interaction logs, and audit log information.

• Segment Warehouse (Postgres): Deletes and suppresses user data to prevent future collection.

• Mixpanel: Fully removes the user profile, erasing all engagement and analytics data.

• Mailmodo: Archives the user's contact to prevent future use in marketing campaigns.

Appsmith automatically retries if minor issues occur, such as temporary connection failures, ensuring the deletion process completes without manual intervention.

Since some user data resides in our internal infrastructure, Appsmith's self-hosted capability allows us to securely access this data without exposing our systems to external SaaS tools via IP whitelisting. This gives us complete control over sensitive internal operations.

The workflow maintains an automatic log of every action throughout the process, including timestamps, systems involved, and any errors encountered. This audit trail is critical for GDPR compliance, providing transparency and allowing us to demonstrate proper handling of data deletion requests.

Once the data deletion process is complete, the user receives an automatic notification confirming successful deletion. This final communication, combined with the initial acknowledgment, ensures clear communication throughout the customer journey.

By leveraging low-code workflow automation with Appsmith, including AI and HITL approval, companies can streamline data deletion requests, ensuring GDPR compliance while maintaining full control over sensitive internal systems. Automated notifications and audit logs provide a transparent and secure process for both customers and regulatory needs.

Appsmith is an open-source, low-code platform that enables developers to build custom applications and automate workflows quickly and efficiently.

The key advantage of using low-code workflow automation with Appsmith is the flexibility and control provided by its self-hosting capability. In our case, some of the user data resides in internal databases, and we didn't want to expose these systems by whitelisting IP addresses for SaaS tools.

Appsmith's low-code approach allowed us to automate the process securely, without compromising the integrity of our infrastructure.

As businesses continue to seek ways to optimize their operations, Appsmith's low-code workflow automation stands out as a flexible, scalable, and cost-effective solution for optimizing business operations, particularly in complex compliance scenarios like GDPR data deletion. Getting started is straightforward—explore Workflows in our cloud sandbox or sign up for the beta to self-host.

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