Data subject request handling

A data subject access or deletion request looks small until you try to fulfill it, because the person's data is scattered across every system the company runs. Someone has to log the request the moment it arrives, confirm the deadline, and then hunt through Salesforce, Zendesk, Google Workspace, and a dozen other tools to find every record that mentions the individual. Each system has its own search, its own export, and its own owner to chase, and the clock is running against a statutory deadline the whole time. Miss a source and the response is incomplete; miss the deadline and it becomes a compliance problem. The coordination is almost entirely manual, and the person running it is left assembling evidence from a moving target while fielding follow-ups from the requester and the privacy lead.

You describe the outcome in plain language, and Ceven builds a workflow that logs each request the moment it lands in Zendesk, records it in a Notion register with its deadline, and opens a tracking ticket in Jira so the fulfillment work is visible. From there the workflow searches the systems where the person's data lives, pulling matching records from Salesforce and Google Workspace and collecting them into a single, organized package. AI steps summarize what was found in each system and draft the response letter to the requester, while flagging anything ambiguous for a human to look at closely. Progress and any blockers are posted to the privacy channel in Slack, so the team can see where the request stands against its deadline without asking. The underlying records never leave the systems that own them; Ceven reads and organizes around Salesforce, Zendesk, and Google Workspace rather than copying the data into a new store. What the privacy owner receives is a complete, sourced draft instead of a week of manual searching.

No response is sent and no record is deleted without a person reviewing and approving it. Ceven presents the assembled records, the summary of what was found, and the drafted reply as a proposal, and the privacy owner verifies completeness, redacts what must be withheld, and decides how to respond. This gate matters more here than almost anywhere, because a wrong disclosure or an unauthorized deletion is itself a privacy harm, so the workflow proposes and a human authorizes every outbound action. Once approved, Ceven proceeds and writes a row to the audit trail recording which systems were searched, what was found, who approved the response, and when it was sent. That record is exportable and is often the exact evidence a regulator asks for, so the trail is a deliverable in its own right. The owner keeps full control of the disclosure while the workflow removes the search-and-assemble grind.

You can start free with no credit card and connect the systems that hold personal data, from Zendesk and Salesforce to Google Workspace, alongside Jira and Notion for tracking. Describe how you handle privacy requests today, and Ceven builds the workflow across its library of more than a thousand tools so it reaches the sources your data actually lives in. The same assemble-and-draft pattern pairs with NDA intake and routing, access request provisioning, and periodic access reviews, since they share the need to gather from many systems and hold at a gate. Every request stays visible in the audit trail, giving the privacy team a defensible, time-stamped record of how each one was fulfilled.