Automation: Getting Started

In addition to our existing Google Analytics integration, we're rolling out other integrations on an ongoing basis.

Overview

TrueVault Polaris supports automatically transmitting data subject requests to certain vendors. This can save your team time and prevent manual errors when submitting requests to data recipients.

Supported Vendors and Request Types

Vendor	Supported Automation Request Types	Notes
Klaviyo	Opt-Out, Deletion, and Lookup	For opt-out, our automation sets a configurable custom property on a consumer to the value "Opt Out" - you'll need to ensure your segmentation criteria filter these consumers out
Shopify	Opt-Out, Deletion, and Lookup	Requires our Shopify App to be installed in your store Shopify handles deletions by creating an Erasure request, which anonymizes the customer data after some time (typically 10 days, up to 180 days)
Stripe	Deletion
Yotpo Loyalty	Deletion	Yotpo handles deletions by anonymizing the consumer data Note that Yotpo currently only has good support for automating their Loyalty product. If you're using the generic "Yotpo" vendor, you will want to set up more specific Yotpo vendors for the products you use.
Meta Ads (Facebook Ads)	Opt-Out & Deletion	Requires connecting our Facebook App to your Meta Ads Account (you will be prompted to do this as part of the setup workflow) The Opt-Out and Deletion workflows for Meta are the same (removing the consumer's email from all custom audience lists)
HubSpot	Deletion and Lookup

Some vendors synchronize consumer information from the upstream platform. We have confirmed the following vendors respect platform automations:

Vendor	Supported Automation Request Types	Platform
Recharge	Deletion	Shopify

Setting Up Integrations

We have a detailed guide with video walkthroughs for setting up each integration available here:

Triggering Automation

Automation is keyed on the consumer email in a data subject request. Both requests submitted via your Privacy Center and those created manually in Polaris will be considered for automation. Polaris will begin processing the request for automation after the consumer has verified their email, or right away for request types that do not require email verification.

After the system finishes communicating with automated data recipients, Polaris will place the request in the Request Inbox as usual. Automated processing usually takes between 1 to 15 minutes for each request, and multiple requests can be processed simultaneously.

When a request is being processed by the system, it will appear in the Pending tab with a "Pending Automation" status

Validating Integrations in Polaris

Manually validating that the integrations are functioning is not required on an ongoing basis, but it can be illustrative to check to see what's happening behind the scenes.

In Polaris, automated data recipients show an outcome for each automated vendor. There are four possible outcomes for a vendor request:

Confirmed: The request (e.g., Delete) was sent to the vendor, and the vendor confirmed that the operation has completed in their system
Sent: The request was sent to the vendor, but the vendor did not confirm that the operation finished. This frequently happens for vendors like Shopify that anonymize on a delay from when the request is submitted. There's typically nothing more you need to do in this case, as it's expected that some vendors operate on a delay or otherwise do not confirm automated requests.
No Data: The request was sent to the vendor, and the vendor confirmed the consumer's email does not exist in their system
Failed: The vendor was unable to service the request, or the request failed to be delivered to the vendor. This may indicate a temporary outage on the vendor side or a configuration issue. The request workflow will need to be manually performed for this vendor.

If you are frequently observing this outcome, double check your integration configuration or get in touch so we can help investigate.

Automating Existing Requests

If you have existing data subject requests from before setting up your vendor integrations, you can submit these requests to the automation queue for the supported vendors by clicking the "Automate" button in a request's options dropdown.

This workflow is only available for a request that meets the following conditions:

It has not been previously automated
It is a supported request type for automation
It is still in the Verify Consumer or Delete Info step