16,000 contracts.
2 languages.
One solution

On 28 December 2022, new EU data protection rules came into force for companies. These rules require a data processing agreement (DPA) to be concluded with every dealer and customer. In addition to general details about the dealer, this DPA also contains information on data protection measures and other details.

Our task was to develop the digital infrastructure for FEIN to implement the signing of the DPA for its more than 16,000 dealers worldwide. We faced several challenges at once. On the one hand, we had to set up the contracts for a wide range of countries and, besides the two language versions, also comply with country-specific legal requirements. On top of that, not only the provision of the contracts but also the review and evaluation of the responses had to be set up clearly.

To provide all dealers with the necessary contract by the shortest and quickest route, we used our product kameon GRC Contract, our solution for fully digitalising the contract process. We adapted the dashboard of my.FEIN, the already active platform we had built for the company in a previous project, so that every dealer was redirected to GRC immediately after logging in. Dealers around the world use my.FEIN to manage FEIN products for their customers. Based on the EU requirements, we created contract templates and imported the data of the dealers who use the platform.

We then created and implemented a DPA for each dealer, adapted to the data protection requirements of each country. Naturally, we coordinated this approach closely with FEIN, so that the company could inform its dealers in advance about the upcoming contract signing and the procedure required for it.

Thanks to short decision paths and agile project management, we were able to manage all of this within the tight time frame. This enabled FEIN to ask all of its more than 16,000 dealers to sign the contract in the shortest possible time.

With my.FEIN as the central service platform and a reliable basis, FEIN was able to inform its more than 16,000 dealers about the upcoming contractual arrangement in the shortest possible time. In addition, thanks to GRC Contract, dealers could conveniently process the contract digitally and at any time via a data room, ask questions or, if they wished, make changes to the contract. FEIN can also use kameon PLC to view the signing status of all its trading partners and see where the contract has already been signed, where data entry has started and where follow-up is needed. Finally, the signed contracts are archived directly via kameon GRC.

This project made the benefits of automated contract processing with GRC Contract overwhelmingly clear to FEIN. At the same time, we have laid the foundation for the company to create contracts and share them with customers or dealers in the future too, because the contract templates can be extended as needed. To save even more time in the process, a simpler contract review and tracking of the changes made by the contracting parties are already being planned.