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Right-to-be-forgotten / data subject erasure request internal queue trigger

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

Professional

Seat pricing: Professional edition. To build it, a GTM Seat or an Ops Seat (an Ops Seat cannot create marketing emails or sequences). Per-hub plans: Marketing Hub Professional.

Contact8 stepsUpdated for HubSpot seat pricing
OutcomeAn erasure request gets logged into one queue the moment it comes in, with a task and a deadline reminder, so compliance never misses one even though HubSpot cannot perform the actual deletion as a workflow action.
Workflow mapmarketing-ops-019
Erasure request status = Requested leads to Set erasure_requested_date. Set erasure_requested_date leads to Add to GDPR erasure queue. Add to GDPR erasure queue leads to Notify compliance owner. Notify compliance owner leads to Create review task, due 5 biz days. Create review task, due 5 biz days leads to Delay 5 business days. Delay 5 business days leads to Status still Requested?. Status still Requested? leads to Yes: Escalate to compliance owner + manager; No: No action, being handled. Yes No Erasure request status = Requested Set erasure_requested_date Add to GDPR erasure queue Notify compliance owner Create review task, due 5 biz days Delay 5 business days Status still Requested? Escalate to compliance owner + manager No action, being handled
Erasure request status = Requested leads to Set erasure_requested_date. Set erasure_requested_date leads to Add to GDPR erasure queue. Add to GDPR erasure queue leads to Notify compliance owner. Notify compliance owner leads to Create review task, due 5 biz days. Create review task, due 5 biz days leads to Delay 5 business days. Delay 5 business days leads to Status still Requested?. Status still Requested? leads to Yes: Escalate to compliance owner + manager; No: No action, being handled. Yes No Erasure request status = Requested Set erasure_requested_date Add to GDPR erasure queue Notify compliance owner Create review task, due 5 biz days Delay 5 business days Status still Requested? Escalate to compliance owner + manager No action, being handled

When to use it, when not to

Use it

  • Use once you have a way for a contact or an internal team member to flag "this person asked to be forgotten," whether through a form, a support ticket, or a manually set property.
  • Use to make sure a request is never handled only by memory or a Slack message that scrolls away.
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Skip it

  • Do not use this fiche as the deletion mechanism itself. HubSpot has no workflow action that deletes a contact record or its associated data. Deletion happens through the GDPR delete tool in Settings or the API, run manually by a person after legal review, never automatically.
  • Do not use if your process already runs the request through a dedicated case management or legal tool with its own SLA tracking; duplicating the queue there adds confusion.
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The rest of this spec

Prerequisites · 4 items

Every property with its label, internal name, type and options, plus the assets the workflow needs.

Enrollment · 4 parts

The trigger, the criteria as ticked in the UI, the re-enrollment rule and the suppression list.

Steps · 8 numbered actions

Each action in order with its parameters, branches and delays.

Known pitfalls · 4

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 4 cases, 3 variants

How to prove it works in a test portal, one case per branch, and a sign-off sheet.

Files · PDF, Markdown, JSON, CSV

The properties JSON creates the fields in one call. The workflow JSON documents the build.

Install · 1 click, switched off

The installer creates the properties and the workflow, switched off, then opens a task for what it cannot create. Nothing is deleted, enabled or enrolled.

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