CASE STUDY · CLARIFALL
Two legal retention requirements, one system.
How an energy supplier brings retention obligations and GDPR-compliant data minimisation together in an end-to-end case management process with ClariFall.
Explore the solutionIndustry
Energy supply
Topic
Data protection / Legal & Compliance
Focus
Retention & deletion
Solution
ClariFall Complaint
When data must be retained and deleted at the same time. How can this be achieved?
Scattered case data and differing retention requirements provided no clear overall picture. It was unclear which data was still needed as evidence and which should already have been deleted. As a result, subject access requests and retention reviews relied on manual searches rather than a reliable, systematic process.
Retain and delete — at the same time.
Energy suppliers need to retain certain case data as evidence. At the same time, the GDPR requires personal data to be kept no longer than necessary.
Case data was also spread across the ticketing system, email threads and shared drives. This made it difficult to track deadlines and stored personal data systematically.
A data subject request reveals the gap.
To respond to a subject access request, information had to be manually collected, reconciled and reviewed across different systems. At the same time, it was unclear which case data had already exceeded its permitted retention period.
ClariFall brings both requirements together.
An appropriate retention policy is assigned as soon as a case is opened. Regulatory retention requirements and GDPR storage limitation are managed in parallel, without requiring a manual review. Even after deletion, metadata preserves a clear and traceable audit trail.
Two obligations. One policy engine.
Manual searches become structured queries.
Case data must be searched for individually across different systems, mailboxes and drives, then brought together.
GDPR breaches may also occur if personal data is deleted unlawfully or the entire log, including its audit history, is discarded.
All complaint-related personal data is held in a central case file, where it can be found and processed in a structured way.
Even when personal data is deleted, metadata keeps the audit trail intact and traceable.
Complex requirements become a manageable process.
Automated deadlines:
Retention policies are applied consistently.
Centralised data storage:
Relevant case data is held in one system.
Traceability:
An immutable audit trail records what happened, when it happened and which policy applied.
Less manual effort:
Legal and data protection teams can focus more on substantive assessments.