How Aberdeen cut compliance migration hours by 50% and gained global data oversight with DataGuard

How Aberdeen cut migration hours by 50%

Aberdeen Group plc (‘Aberdeen’) is a global company providing wealth and investments solutions to meet the needs of its customers and clients. A small central privacy team oversees compliance with the applicable privacy and data protection laws as applicable to its business operations globally.  

Gabriella, Data Privacy Manager at Aberdeen, explains how moving to DataGuard is enabling effective management of privacy risks and their evidence of compliance with these laws: 

Challenge

Before partnering with DataGuard, Aberdeen managed its Records of Processing Activities (RoPAs) and data inventories initially in Excel, before migrating to a similar solution from another vendor.   

However, following changes in the structure of Aberdeen and the embedding of its three distinct businesses, the Data Privacy Office took the opportunity to review its solution for the management of privacy compliance.  

While not actively  looking for a replacement, when the DP Office saw what DataGuard could offer e.g. the intuitive look and feel, engagement and support package from the team, and a transparent, well-structured cost model, the DP Office reflected on the use of their existing solution and felt that DataGuard was better aligned to their current operating model and needs and made the decision to switch. 

Solution

Switching to DataGuard enhanced Aberdeen’s ability to evidence its privacy compliance, with access to a broader set of features from the outset. They decided to migrate their existing privacy compliance evidence to DataGuard. 

What stood out most: 

• Intuitive data mapping for 23 countries: a clear, easy-to-use module that helps visualize and manage data flows across more than 20 countries

• Tracking requirements and accountability: providing a structured way to align ongoing activities with GDPR and local regulations

• Data subject request module: laying the foundation for faster, more confident handling of DSRs

• Rulefinder Data Privacy (add-on by aosphere): integrated access to a global legal database, enabling oversight of changing privacy laws across borders in one place

• Dedicated migration support: DataGuard handled the heavy lifting of migrating data, saving Aberdeen valuable time and ensuring a seamless transition

Results 

By centralizing their privacy processes with DataGuard, Aberdeen has gained efficiency, confidence and a clearer structure for managing privacy across 20+ countries: 

• Global oversight over 23 countries: the team can now manage privacy across countries in a single platform 

• Simplified global compliance: country-specific retention periods and activities are easy to manage, making collaboration with local HR and risk teams much smoother 

• 50% time savings: migration support cut implementation effort in half—freeing the small privacy team to focus on strategic work 

• Cost transparency: DataGuard offered a clear, fair package with access to essential features 

• Central reference point: the platform now serves as a single source of truth for inventories, suppliers, and activities, making it easier to check, update, and prepare for audits or internal reviews 

• Greater confidence: with a clear, centralized system and ongoing support, the team feels more prepared to manage privacy obligations across EMEA, APAC, and the US 

• Trusted partnership: Aberdeen values the responsiveness and expertise of DataGuard consultants, describing the relationship as “easy, open, and friendly” 

What’s next? 

For Aberdeen, the journey with DataGuard is only just beginning. After laying the foundations with data mapping and migration, the privacy team is now looking ahead to the next phase: 

They plan to roll out the assessment modules more widely, making sure processes remain up to date and consistent across the business.  This solution will also enable and empower local privacy champions to take ownership of their own data inventories. And by expanding use of the Frameworks App, Aberdeen will be able to further strengthen its governance and oversight at group level. 

The privacy team has one piece of advice for other organizations considering a switch: