Robot inserts GDPR clauses into EU vendor agreements for improved compliance and speed

Industry : Banking & Finance, Cross-Industry

Function : Legal and Compliance

Company Profile

The world’s primary distributor of financial data and a top news provider of the 21st century. Customers around the world rely on them to deliver accurate, real-time business and market information.

Scope Highlights

  • General Data Protection Regulation (GDPR) laws
  • Robotic process automation (RPA)
  • Standard contractual clauses (SCC) and risk analysis
  • Proprietary ticketing system
  • MS Outlook, Word

Challenge

The client’s legal department has to draft many documents for clients and internal use. All contracts must undergo a data transfer impact assessment (DTIA), determining which standard contractual clauses must be added. Preparers needed to insert the correct provisions based on the recipients, which meant drafting documents took a long time, with no room for mistakes. Automating the drafting process would eliminate errors and get stakeholder approval sooner.

Solution

The company’s ticketing system sends the automation a DTIA request. It uses the recipient ID to locate the document draft saved in a secure network folder. It then references the ID against externalized mapping rules that determine which SCC clauses should be applied for this recipient. The automation updates the draft in Word and exports the file to PDF. It then creates a new ticket and attaches both versions, which alerts the approver to review and sign off on the documents.

Results

500 hours saved annually

Faster document approval

Increased accuracy and compliance