A software company with approximately 800 employees was experiencing significant operational strain due to complex compliance procedures and an overreliance on manual processes. The organisation managed approximately 16.9TB of data artefacts and had received multiple Data Subject Access Requests (DSARs) since 2018.

Manual handling of DSARs and wider data privacy requirements was consuming valuable internal resources, limiting the company’s ability to focus on revenue-generating activities and customer service innovation. This ultimately contributed to client churn, as competitors could offer broader services and faster response times.

By implementing an automated data privacy and compliance solution, the company dramatically improved efficiency, reduced operational costs, and enabled teams to redirect focus towards client retention and business growth.

Key challenges

• Aggregating multiple sources of client data into a single database
• Managing large volumes of sensitive data across multiple systems
• Reliance on heavily manual DSAR and compliance workflows
• Difficulty running multiple workflows simultaneously to meet client needs
• Internal resources tied up in non-revenue generating compliance activities
• Increasing client churn due to competitors offering broader and faster services
• Pressure to meet DSAR service level agreements within 30 days

One DSAR alone resulted in approximately 8,000 data artefacts requiring extraction, redaction, and validation.

Our solution

PRECOGNIQ was implemented alongside a dedicated private cloud deployment and automated workflow processes. The solution enabled:

• Automated collection and aggregation of records from multiple data sources Intelligent reduction and redaction of sensitive information
• Streamlined workflows for both client requests and internal data privacy processes
• Dedicated client access through Insightful’s private cloud environment
• Automated handling of DSAR requirements while maintaining compliance standards

Results & Business Impact

Operational Improvements:

• 77% improvement in efficiency
• 385 working days saved
• £193k reduction in operational costs

DSAR Processing Improvements:

• Manual processing per DSAR: 502.5 days / £251,250
• Automated processing per DSAR: 116.69 days / £58,344.79
• Expected 40–70% reduction in effort for future DSARs

Outcome

With compliance processes automated and operational overhead significantly reduced, the company was able to redirect internal resources towards higher-value activities.

This enabled the company to expand service offerings, improve responsiveness to clients, develop new revenue streams, increase client retention, and strengthen long-term operational scalability.