Client Background

Instantly.ai operates in the fast-growing sales and marketing automation industry, specifically focusing on email outreach automation for lead generation. As a SaaS platform, they help businesses optimize and scale cold email outreach efforts, allowing startups, agencies, and companies to run multiple campaigns with minimal resources.

The Problem

As Instantly.ai began to expand rapidly, they faced increasing pressure from potential and existing customers to demonstrate privacy controls, particularly around compliance with GDPR (General Data Protection Regulation) and CCPA (California Consumer Privacy Act). Privacy became a critical concern when a competitor experienced a data breach, further emphasizing the need for a formal privacy program.

Instantly.ai had no formal GDPR or CCPA compliance program, lacked privacy documentation, and needed to implement and maintain the appropriate controls to protect customer data. They were uncertain how to approach building a privacy framework that would meet legal obligations and protect the sensitive data processed by their platform.

The Solution

Cycore was engaged as Instantly.ai’s Data Protection Officer (DPO) to establish a robust privacy program from the ground up. The primary focus was ensuring compliance with GDPR and CCPA and building a privacy-centric culture within the company. Key actions included:

• Data Protection Program: Cycore implemented a GDPR and CCPA compliance program, which included appointing a DPO, conducting a gap analysis of personal data processing, and carrying out a Data Processing Impact Assessment (DPIA).
• Policy Development: Established critical privacy policies such as data minimization, created a register of processing operations, and updated the privacy policy.
• Security and Privacy by Design: Applied privacy by design principles, ensuring security policies were updated and implemented tools to protect the rights of data subjects, including managing Data Subject Requests (DSRs).
• Third-Party Data Processing: Evaluated Instantly.ai’s third-party processors and ensured all data processing agreements met compliance requirements.
• Data Breach Response: Developed a data breach response plan and established a breach register to ensure prompt action and compliance with notification requirements.
• Ongoing Support: Cycore worked closely with Instantlys’ general counsel, CTO, and CEO, providing ongoing advice and ensuring the privacy program met evolving regulations.

The Outcome

Instantly.ai now has a fully operational privacy program and is in full compliance with both GDPR and CCPA, enabling them to confidently enter the European market. This compliance has been instrumental in opening up new revenue streams and expanding their client base.

• New Business Growth: Compliance has allowed Instantly.ai to secure new deals in Europe, significantly contributing to their exponential growth over the past year.
• Privacy Program Success: By assigning a DPO and implementing best practices, Instantly.ai can now protect billions of data points while gaining a competitive edge in the market by demonstrating their commitment to data privacy.

Client Testimonial

"With Cycore’s expertise, we were able to launch our privacy program from scratch and successfully enter the European market. The team’s support not only ensured we met our compliance goals but also gave us a competitive advantage by building trust with our customers." — CTO, Instantly.ai

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