Appian Data Privacy


Provides an all-in-one solution for managing Data Privacy/GDPR requests, replacing cumbersome email-based handling with a robust, traceable, and transparent task-driven approach.

Many companies rely on email to handle Data Privacy/GDPR requests. They instruct citizens to email their data privacy requests to a specific company email address and then continue to use email for routing the internal tasks for handling the data privacy request and spreadsheets to track the requests. There is little to no ability to audit their compliance if requested by a regulator. This is slow, inefficient, and not easy to monitor for compliance.

Key Features & Functionality

The Appian Data Privacy app leverages Portals to accept data privacy requests via a website. Users are required to confirm ownership of their email to prevent email spoofing. The Portal lets them know what to expect and also sends them a follow-up email so they know their request was received. All the language in the Portal can be adjusted via the Admin interface without needing to make design object changes or republish the Portal.

The system allows Administrators to enter their various systems that will need to be reviewed as part of a data privacy request and specify which users are responsible for handling requests within those systems. When new requests come in, tasks are assigned to each system owner to review their system and complete their part of the data privacy request. The status of each request is recorded and available to Data Privacy administrators on a dashboard, with key analytics on number of requests and time to respond. All requests and the handling of those requests are recorded for later audit and compliance review.

In addition, special requests and requests for privacy advice from the Data Privacy administrator can be handled by the app. If a system administrator has a data privacy issue, they can flag it for review by the Data Privacy administrator.

In addition, members of the public can make non-standard privacy requests that can be routed directly to the Data Privacy administrator.

Finally, an in-app tool allows the Data Privacy administrator to configure the messages to members of the public and to the system administrators. In this way, the text of privacy communications and the portal itself can be edited to account for changes in law, regulation or company policy.

Benefits & Business Impact

  • Portal-based request submission simplifies data privacy request submission and ensures data integrity
  • Task-based routing of data privacy tasks improves accountability and speed of processing requests
  • Site provides high-level monitoring of all data privacy activity within the system
  • Site also provides easy-to-use administrative tools for adjusting language, systems and system handlers
  • Automatically maintains compliance records in case of audit.

Overall, the Appian Data Privacy application will reduce the costs of handling data privacy requests and ensure that your organization remains in compliance with applicable rules and regulations.

Appian uses this to manage our data privacy requests with great success! This app took GDPR compliance from something managed in email that took weeks to something completed in minutes or hours.