Top 7 Tools for Automating Data Retention

Dialzara Team
July 4, 2025
23 min read
Top 7 Tools for Automating Data Retention

Managing data retention manually is risky and costly. Automation not only improves compliance with laws like GDPR and CCPA but also saves time and reduces errors. Here are the 7 best tools to automate data retention, each offering unique features to keep your business compliant and efficient:

  • Jotform: Automates data collection and retention with advanced compliance and integration options.
  • Zapier: Connects 7,000+ apps to streamline workflows and automate data handling.
  • Make: A visual platform for creating custom automations, perfect for complex data workflows.
  • Fivetran: Simplifies data integration with over 700 connectors and robust compliance features.
  • HubSpot CRM: Combines CRM tools with automated data retention for growing businesses.
  • Keap: A CRM and marketing automation platform tailored for small businesses.
  • Dialzara: AI-powered call management with real-time data sync and compliance focus.

Quick Comparison:

Tool Compliance Integrations Best For
Jotform GDPR, CCPA, HIPAA Cloud storage, databases, CRM Small businesses needing data collection
Zapier GDPR 7,000+ apps Workflow automation
Make GDPR, SOC2 Customizable integrations Advanced, tech-savvy users
Fivetran GDPR, HIPAA, CPRA Databases, SaaS tools Large-scale data pipelines
HubSpot CRM GDPR, CCPA 1,000+ tools Sales and marketing teams
Keap GDPR, CCPA, PCI DSS CRM, marketing tools Small businesses
Dialzara U.S. privacy laws Call management integrations Service-based businesses

Each tool offers compliance, scalability, and integrations, making them ideal for businesses aiming to reduce risks, save time, and improve accuracy in data retention. Choose based on your specific needs, whether it's CRM, workflow automation, or large-scale data management.

What to Look for in Data Retention Tools

When choosing a data retention tool, it’s essential to focus on features that ensure compliance, streamline processes, and protect your business from regulatory risks. The right solution not only helps you avoid penalties but also keeps your data organized and secure. Here’s what to prioritize:

Compliance with U.S. Regulations should always come first. Your tool must align with federal and state laws like HIPAA for healthcare, SOX for financial records, and the California Consumer Privacy Act (CCPA). For example, the California Privacy Rights Act specifies that businesses must not retain data longer than necessary for specific objectives. Look for tools that enforce automatic retention periods based on data type and legal requirements.

Integration Capabilities are another must-have. A good tool should seamlessly connect with your existing systems, consolidating data from various sources into one platform. This not only simplifies compliance but also ensures that expired data is automatically deleted or redacted across all connected systems.

Ease of Use is critical. If the tool is too complicated, it increases the chance of human error - and errors can be costly. In 2019 alone, companies reported over 3,800 data breaches. Choose a solution with a straightforward, user-friendly interface that your team can operate without extensive training.

Scalability is key for growing businesses. As your data volume increases and compliance requirements evolve, your tool should adapt without needing a complete overhaul. This ensures your system can handle future demands with minimal disruption.

Audit and Reporting Features are indispensable for regulatory reviews. Your tool should generate detailed records showing what data was retained, how long it was kept, and when it was deleted. These reports are especially important during legal holds, where data deletion must be paused due to litigation.

Data Security Posture Management (DSPM) is essential for safeguarding sensitive information. Features like data classification, encryption, access control, and monitoring help protect your data from breaches and reduce overall risk.

Archival vs. Backup Handling is a feature that separates advanced tools from basic ones. Archival data, which is stored for long-term retention, should be managed differently from backup data, which is used for recovery in case of loss. This distinction is crucial for keeping costs in check and maintaining compliance accuracy.

Lastly, Real-Time Synchronization ensures your data stays organized and accessible across all platforms. This unified approach minimizes inconsistencies, improves decision-making, and gives you confidence that your retention policies are being applied consistently throughout your organization.

1. Jotform

Jotform

Jotform stands out as a tool that goes beyond simple data collection, offering advanced features to automate data retention. Its focus on compliance and seamless integration with other tools makes it a powerful solution for businesses looking to streamline their processes.

Compliance with U.S. Data Privacy Regulations

Jotform is designed with data security in mind. It complies with PCI DSS Level 1 standards for payment card security and provides HIPAA-friendly forms for Gold and Enterprise plans, complete with Business Associate Agreements. Additionally, it adheres to CCPA regulations, ensuring California residents' personal information is handled appropriately.

On a global level, Jotform meets international data standards and holds the UK Extension to the EU-U.S. Data Privacy Framework certification, valid until June 10, 2026. It also supports all five SOC 2 Trust Service Principles: security, confidentiality, availability, privacy, and processing integrity.

Integration with Existing Business Tools

Jotform integrates effortlessly with popular cloud storage platforms like Dropbox, Box, Google Drive, OneDrive, and Egnyte, allowing businesses to automatically store form submissions in their preferred locations. For data management, it works with tools like Google Sheets, Airtable, MySQL, SQLite, and PostgreSQL databases.

For CRM needs, Jotform connects with platforms such as HubSpot CRM, Zoho CRM, Pipedrive, Insightly CRM, and Keap. Marketing teams can also benefit from integrations with Mailchimp, Constant Contact, ActiveCampaign, GetResponse, and Campaign Monitor, making it easy to add form respondents to email campaigns.

Scalability for Growing Data Needs

Jotform's flexible pricing structure makes it suitable for businesses of all sizes. With five plans ranging from a free Starter option to custom Enterprise solutions, it adapts to growing data requirements. For instance, the Three Rivers Park District uses Jotform Enterprise Mobile to manage daily inspections across 27,000 acres, while Amsterdam University of Applied Sciences customizes enrollment forms across departments using its multi-user functionality.

Jotform also ensures reliability with a 99.9% uptime ratio, enabling uninterrupted data retention processes.

Audit and Reporting Capabilities

For businesses with strict audit and reporting needs, Jotform offers features like form encryption, two-factor authentication, and one-click data backups to support compliance. It also allows data residency customization, enabling users to store data within the European Union through account settings.

Enterprise users gain access to detailed audit logs and advanced reports that track form usage, access, and retention activities. These tools are invaluable for meeting regulatory requirements or demonstrating compliance during reviews. By combining compliance, integration, scalability, and strong audit capabilities, Jotform proves to be an excellent choice for small businesses aiming to automate and enhance their data retention processes.

2. Zapier

Zapier

Zapier simplifies data retention by connecting more than 7,000 apps, making it a go-to solution for 2.2 million businesses worldwide. This extensive network supports smooth integrations and reliable performance.

Integration with Existing Business Tools

Zapier's vast integration capabilities link popular tools like HubSpot and Salesforce with email marketing platforms, spreadsheets, and communication apps. Setting up automations, or "Zaps", takes just a few minutes. For example, you can automatically transfer website form submissions to Google Sheets while simultaneously updating your CRM.

Whether you're automating single tasks or entire workflows, Zapier bridges the gap between essential business tools, helping teams work more efficiently.

Scalability for Growing Data Needs

Zapier offers flexible pricing to accommodate businesses of all sizes. Plans include:

  • Free Plan: 100 tasks per month
  • Professional Plan: $19.99/month (billed annually)
  • Team Plan: $69/month
  • Company Plan: Custom pricing with tailored features

With over 25 million Zaps created, Zapier ensures reliability through intelligent throttling and data checkpoints, even during high-demand periods.

Audit and Reporting Capabilities

For businesses that need to meet compliance standards, Zapier retains workflow data - including Zap Content and Metadata - for 29 to 69 days on standard accounts. For industries like healthcare, finance, or legal, the Company and Enterprise plans offer customizable retention periods to meet stricter requirements.

Zapier's dependability is evident in its widespread use: 87% of Forbes Cloud 100 companies selected it as their automation platform in 2023. Furthermore, 93% of users report that Zapier has enhanced their job performance by reducing errors and streamlining data management.

3. Make (formerly Integromat)

Make is a dynamic integration platform designed to simplify automation. With its visual drag-and-drop interface, it enables businesses to connect their applications and streamline how they manage data.

Compliance with U.S. Data Privacy Regulations

Data protection is a top priority for Make. The platform is certified with ISO 9001 and ISO 27001 standards and complies with EU data regulations.

For U.S.-based organizations, Make offers GDPR and SOC2 Type 2 compliance, along with features like encryption and single sign-on (SSO). It ensures personal data is collected only for specific purposes, retained for as long as necessary, and securely deleted afterward.

Important note: GDPR compliance does not apply to external U.S. providers.

This strong focus on compliance ensures smooth integration with existing business tools.

Integration with Existing Business Tools

As an iPaaS (Integration Platform as a Service), Make connects applications and automates tasks using its visual interface and built-in connectors. These integrations help create efficient workflows, solving a major issue: poor data quality. In fact, poor data quality costs U.S. businesses an estimated $3.1 trillion every year, and 97% of organizations encounter data quality problems during digital transformation efforts.

By addressing these challenges, Make provides a reliable foundation for automating data retention processes.

Scalability for Growing Data Needs

Scalability is key when it comes to data retention automation, and Make delivers. Its visual workflow builder lets businesses start small and expand their automation efforts as needs grow. The platform incorporates strong security measures to protect all processed data. This ensures personal data is handled transparently and responsibly while giving businesses the flexibility to scale.

From small businesses to large enterprises, Make efficiently manages complex data workflows, offering enterprise-level capabilities that are accessible to all.

4. Fivetran

Fivetran

Fivetran stands out as a cloud-based data integration platform designed to simplify data retention and management. With over 700 connectors, it consolidates data from various sources, making it a go-to solution for businesses looking to streamline their data workflows.

Every day, Fivetran syncs an impressive 9.1 petabytes of data and handles 22.2 million schema changes, showcasing its ability to manage even the most complex data operations.

Compliance with U.S. Data Privacy Regulations

When it comes to compliance, Fivetran takes data protection seriously. The platform adheres to over 100 data protection frameworks worldwide, ensuring businesses meet both federal and state privacy laws, including the California Privacy Rights Act (CPRA).

Fivetran is self-certified under the Data Privacy Framework, guaranteeing a level of personal data protection that meets U.S. legal standards. Its approach includes stringent technical and organizational measures to prevent data breaches, and it explicitly prohibits selling or sharing personal data as defined by CPRA.

To further ensure data security, Fivetran minimizes how long it processes data. Most customer data is purged within 8 hours of being successfully written to its destination, with temporary data typically deleted within 24 hours.

Integration with Existing Business Tools

Fivetran doesn’t just excel in compliance; it also integrates seamlessly with a variety of business tools. From Salesforce and Google Sheets to databases like Oracle and PostgreSQL, Fivetran supports a wide range of platforms. It accommodates both ETL and ELT workflows, performing 156.5 million syncs and processing 10.1 trillion rows per month to centralize data retention. For businesses with unique needs, a Connector SDK is available to create custom pipelines.

Scalability for Growing Data Needs

One of Fivetran’s strengths is its ability to scale effortlessly as your data grows. Its cloud-based, automated infrastructure ensures that no additional maintenance is needed, no matter how large your data volumes become.

The financial benefits of using Fivetran are equally compelling. Customers report a three-year ROI of 459%, with a payback period of just three months. Additionally, data engineering teams experience a 48% boost in productivity.

Audit and Reporting Capabilities

Fivetran also strengthens data governance with its audit and reporting tools. These features include role-based access controls and metadata sharing, ensuring that sensitive information is only accessible to authorized users. Its security suite offers private networks, column hashing, and private deployment options, giving businesses greater control over their data.

For added transparency, customer access keys and metadata are retained only for the duration of the service, while email attachments collected through the Email connector are stored until the connection is removed. This structured approach not only helps businesses stay compliant but also ensures operational efficiency in managing data retention.

5. HubSpot CRM

HubSpot CRM

HubSpot CRM has become a go-to solution for managing data retention and customer relationships, with over 228,000 customers across more than 135 countries. Designed for small businesses looking to scale while staying compliant, the platform blends CRM tools with automated data retention features, creating a streamlined experience for users. It builds on the automation and integration strengths previously discussed, offering a unique combination of CRM functionality and data retention automation.

Compliance with U.S. Data Privacy Regulations

HubSpot takes data privacy seriously, equipping users with built-in tools for consent management, data retention, and security. For businesses in healthcare, it even offers a Business Associate Agreement (BAA), which outlines responsibilities for safeguarding Protected Health Information (PHI).

The platform operates on a shared responsibility model. While HubSpot provides the infrastructure and tools, businesses need to actively use these features - such as collecting explicit consent, regularly reviewing CRM data, maintaining clear privacy policies, and addressing data subject requests promptly. This collaborative approach not only ensures compliance but also minimizes errors through its automated tools.

Integration with Existing Business Tools

HubSpot offers an impressive integration ecosystem with over 1,000 tools available in its App Marketplace. These integrations allow businesses to sync data and automate workflows effortlessly. Popular options include Google Analytics for managing data and Slack for streamlining project management.

Scalability for Growing Data Needs

HubSpot supports businesses of all sizes, offering flexible pricing and scalable features. Its free plan is particularly appealing, allowing users to manage up to 1,000,000 contacts - perfect for companies just starting their data management journey. For those looking to expand, the starter plan begins at just $18 per month, making it a cost-effective choice.

Adding users or upgrading features is straightforward, and over 167,000 companies worldwide are already leveraging HubSpot's scalable capabilities.

Audit and Reporting Capabilities

HubSpot's Operations Hub enhances data retention compliance with seamless data integration and robust audit trails. Its audit tools track security settings and maintain detailed logs of data access and changes. To further protect data, HubSpot employs a layered security approach through its proprietary Mainsail framework, ensuring data integrity and safeguarding sensitive information.

6. Keap

Keap

Keap is a CRM and marketing automation platform trusted by over 200,000 users worldwide. It’s designed to help small businesses simplify data management and streamline operations.

Compliance with U.S. Data Privacy Regulations

Keap takes data privacy seriously, ensuring compliance with regulations like GDPR and CCPA. With potential fines reaching up to €20 million or 4% of global revenue for GDPR violations, Keap has implemented strict policies to meet both federal and state requirements. The platform operates with a clear structure: Keap acts as a data processor, while its customers are the data controllers. To support compliance, Keap provides a Data Processing Addendum (DPA) that aligns with GDPR and CCPA obligations.

Additionally, Keap adheres to the Payment Card Industry Data Security Standard (PCI DSS) through annual audits. The company also works with privacy experts and conducts rigorous checks on its service providers to ensure data security and compliance.

Integration with Existing Business Tools

Keap integrates seamlessly with more than 5,000 apps through Zapier, giving businesses the flexibility to connect their tools effortlessly. For those needing custom integrations, Keap supports the OpenAPI protocol, allowing businesses to tailor connections to their specific needs. For direct data warehouse links, tools like Kleene provide instant data transfers. Keap also requires third-party vendors to meet GDPR standards, as outlined in Article 28, and recommends Certified Developer Partners for more complex integration setups.

Scalability for Growing Data Needs

Keap is built to grow alongside your business. Its automation features save users an average of 10 hours per week, allowing businesses to focus on scaling as their data needs expand. The platform offers tiered pricing plans to accommodate businesses at different stages:

  • Pro: $129/month
  • Max: $199/month
  • Max Classic: Starting at $1,092/month

Onboarding fees begin at $1,999, ensuring a smooth setup process. Keap’s design starts with essential CRM tools and evolves as businesses grow. As CEO Clate Mask puts it:

This flexibility makes it easier for businesses to adapt and succeed.

Audit and Reporting Capabilities

Keap prioritizes data security with a multi-layered approach, including technical, administrative, and physical safeguards, all outlined in its Data Security Statement. The platform combines CRM, marketing automation, and e-commerce data into one system, simplifying data tracking and maintaining audit trails. For businesses needing detailed compliance documentation, Keap provides clear privacy policies and application notices that explain how personal data is handled.

With its robust audit and reporting tools, Keap ensures businesses can manage and protect their data effectively.

7. Dialzara

Dialzara

Dialzara is an AI-powered virtual phone answering service designed specifically for small businesses. It uses lifelike AI voice technology to handle calls around the clock, ensuring seamless customer interactions while helping businesses cut operational costs by up to 90%, all without compromising service quality.

Compliance with U.S. Data Privacy Regulations

Dialzara adheres to strict U.S. data privacy standards, ensuring client confidentiality and compliance with federal, state, and local regulations. The platform is built to prioritize data protection, helping businesses meet the high standards required by regulators like the U.S. Federal Trade Commission. These compliance measures also support Dialzara's ability to capture and integrate data in real time, giving businesses a reliable way to manage sensitive customer information.

Integration with Existing Business Tools

Dialzara seamlessly integrates with over 5,000 business applications, ensuring that customer interactions are captured and synced in real time. Through Zapier, it connects with essential tools like Google Calendar, Google Sheets, Twilio, OpenPhone, Setmore Appointments, WhatsApp Notifications, and Zoho CRM. This instant synchronization ensures that businesses can effortlessly manage and organize call data.

Integration Benefit Validation Feature
Real-time Sync Updates data instantly across connected tools
Format Standardization Ensures consistent data structures
Error Prevention Applies built-in rules to maintain data quality

Scalability for Growing Data Needs

Dialzara grows alongside your business, adapting to increased call volumes and evolving data requirements without sacrificing performance. The AI agent can be deployed in minutes, quickly learning the specifics of your business to provide efficient service while eliminating the need for extra HR resources. It also manages and retains data from various touchpoints - like client intake forms, appointment bookings, and customer service calls - ensuring consistent and compliant data management as your business expands.

Audit and Reporting Capabilities

Dialzara takes data management a step further with its detailed audit and reporting features. Every customer interaction is automatically logged, capturing key details like caller information, conversation summaries, and follow-up actions. By integrating with CRM systems and other business tools, Dialzara creates a centralized audit trail. This makes it easy to demonstrate compliance with data retention policies, retrieve historical records for regulatory reviews, or analyze data for business insights.

Tool Comparison Chart

Selecting the right data retention tool hinges on factors like your business size, industry-specific requirements, and budget. Each tool has its own strengths, making it crucial to weigh their features against what matters most for your operations.

Tool Compliance Features Integration Capabilities Scalability Best For
Jotform GDPR-compliant with standard security measures Supports multiple integrations with popular platforms Handles growing submission volumes Small businesses focused on data collection
Zapier GDPR-compliant Extensive app integrations for workflow automation Manages large volumes of automated tasks Businesses automating routine workflows
Make GDPR-compliant Enables robust integrations across a variety of apps Suited for complex automation scenarios Tech-savvy teams needing customizable automation
Fivetran HIPAA and GDPR-compliant Offers pre-built connectors for databases and SaaS tools Enterprise-grade scalability with auto-adjustments Organizations managing high data volumes and pipelines
HubSpot CRM GDPR and CCPA-compliant with built-in privacy tools Wide range of integrations via its marketplace Efficient scaling from startups to enterprises Sales and marketing teams
Keap Ensures secure data handling with essential compliance Integrates with tools popular among small businesses Supports growth as contact lists expand Small businesses needing CRM and automation solutions
Dialzara Complies with U.S. federal, state, and local standards Connects with over 5,000 apps via multiple platforms Scales with call volume and deploys quickly Service-based businesses handling high call interactions

This chart highlights key features to help you make an informed choice. Compliance varies across tools, so it’s critical to align your selection with your industry’s data privacy standards - whether that’s GDPR, CCPA, HIPAA, or others.

Integration capabilities are equally important, ensuring smooth data flow across your systems. Pricing typically starts at $10–$30 per user per month for basic plans, with advanced enterprise options available for larger budgets.

For businesses handling high data volumes and complex compliance needs, Fivetran and HubSpot CRM are excellent choices. If workflow automation is your focus, Zapier and Make stand out. For efficient data collection, Jotform and Keap are ideal, while Dialzara is tailored for service-oriented businesses needing reliable call management and compliance tools.

When choosing, consider your industry’s specific needs. For example, healthcare and financial services should prioritize HIPAA compliance, while businesses serving European customers must ensure robust GDPR features. This guide simplifies the decision-making process, helping small businesses stay compliant while streamlining data management.

Conclusion

Our exploration of the top tools highlights how automation tackles challenges in cost management, regulatory compliance, and operational efficiency. Automating data retention isn't just a nice-to-have - it's a necessity for staying competitive and meeting compliance standards. With 95% of businesses recognizing the need to improve their data management practices, the tools we've discussed provide actionable solutions to reshape how you handle and protect information.

Compliance technology delivers measurable savings, cutting costs by an average of $1.45 million and reducing breach-related expenses by $2.2 million. For small businesses working with limited resources, these savings can make a significant difference.

Automation also simplifies workflows, eliminating inefficiencies and allowing your team to focus on what really matters - growth. As Salesforce EVP and CIO Juan Perez puts it:

By replacing time-consuming manual tasks with self-operating workflows, your team can dedicate their energy to driving the business forward rather than being bogged down by data management.

Trust plays a pivotal role in customer loyalty. Half of internet users prefer businesses that limit personal data collection, and 91% are more likely to return after receiving excellent service. Tools like Dialzara illustrate how automated solutions not only ensure compliance but also build trust by securely managing call data while delivering responsive customer service.

From Jotform to Dialzara, each tool offers distinct advantages to safeguard data and enhance efficiency. Begin by assessing the types of data your business collects and the regulations you must follow, such as GDPR or HIPAA. Choose a tool that aligns with these requirements and supports your business as it grows.

With data breaches now costing an average of $4.88 million, selecting the right automation tool is critical. Identify your unique needs, test tools that match your objectives, and implement a solution that ensures compliance, enhances security, and scales alongside your business. By doing so, you'll protect your organization from costly risks while setting the stage for long-term success.

FAQs

What should I look for when selecting a tool to automate data retention for my business?

When choosing a data retention automation tool, focus on features that ensure compliance with legal and regulatory standards. Look for tools that can automate tasks such as categorizing, scheduling, and securely deleting data. These capabilities not only help minimize risks but also boost overall efficiency.

It's equally important to pick a tool that integrates smoothly with your current systems and meets the specific needs of your business. Think about factors like user-friendliness, scalability, and cost to make sure it fits within your budget while supporting long-term objectives. The right tool can streamline data management, strengthen security, and save valuable time for your team.

How do these tools help ensure my business complies with regulations like GDPR and CCPA?

Data retention tools play a key role in helping businesses meet regulations like GDPR and CCPA by automating essential processes. They enforce strict data management practices, such as defining clear retention periods, securely deleting outdated information, and keeping detailed records of user consent and data collection activities.

These tools also streamline compliance by promoting data minimization - ensuring you only store what's absolutely necessary - and offering audit trails that can be used during regulatory reviews. By automating these processes, they not only reduce the chances of human error but also make it easier for your business to meet legal requirements efficiently.

Can data retention tools work with my current systems, and how will that improve my business?

Yes, many data retention tools are built to work seamlessly with the systems you already use. This integration ensures real-time data access, cuts down on manual tasks, and simplifies your workflows. By automating these processes, your business can run more efficiently, break down data silos, and make quicker, well-informed decisions.

Additionally, these tools can help optimize operations and lower costs by reducing errors and boosting productivity. With the right solutions in place, your business can concentrate on growth while staying aligned with data retention requirements.

AI Automation AI Compliance AI Data Privacy