CASE STUDY

VTEX shifts to scalable, agile Privacy Management

As a global leader in digital commerce, VTEX manages complex data privacy challenges across multiple regions. To enhance efficiency, automate compliance workflows, and ensure regulatory readiness, VTEX transitioned from a legacy system to TrustWorks. The shift was driven by the need for a more scalable and AI-powered solution that seamlessly integrates with existing systems while reducing operational burden and costs. By leveraging TrustWorks’ innovative capabilities, VTEX has significantly optimised privacy operations, minimised manual workload, and strengthened its privacy and AI governance framework.

Industry:

E-commerce Platform

Region:

Globally operating in 43 countries with HQ in Cayman Island

Product:

B2C, B2B, Marketplace, Sales App, Pick & Pack, Data Pipeline, Retail Media, and Security Shield, among many others

Customers:

2.4K customers, including Carrefour, Colgate, Motorola, Sony, Stanley Black & Decker, and Whirlpool, having 3.4 thousand active online stores

Size:

1,300+ employees

Privacy Management & AI Governance at VTEX

With a growing need for efficient compliance operation, after many years of managing a heavy operational burden with a legal privacy tech tool, VTEX sought a privacy management platform that could scale with its business. The company required automation in data mapping, DSR handling, and AI governance to stay ahead of evolving regulations. TrustWorks provided the ideal solution, enabling VTEX to integrate privacy seamlessly into its digital ecosystem while proactively addressing regulatory requirements

"The simplicity of TrustWorks truly stands out. The AI-driven features and automation have transformed our privacy operations, reducing the workload and enhancing efficiency across the board."

Renan Sancho

Privacy PMO & Corporate Lawyer at VTEX

CHALLENGES

SOLUTIONS

CHALLENGE:

Difficulty in keeping RoPA up-to-date
Maintaining an accurate Record of Processing Activities (RoPA) was time-consuming and required significant manual effort.

SOLUTION:

Automated RoPA management
TrustWorks seamlessly integrated into VTEX’s ecosystem to automate RoPA updates, drastically reducing the time required from the privacy team.

CHALLENGE:

Lack of automation for handling DSRs
Processing Data Subject Rights (DSRs) manually slowed down response times and diverted privacy team resources from strategic initiatives.

SOLUTION:

Automated & efficient DSR workflows
VTEX implemented customised workflows with TrustWorks, automating DSR fulfilment. This improved response agility while allowing the privacy team to focus on higher-value tasks.

CHALLENGE:

Manual data mapping & lack of privacy insights
Identifying and managing data across tools and vendors was a manual, time-intensive process that limited proactive risk management.

SOLUTION:

Real-time Data Map & actionable Insights
‍TrustWorks enabled real-time data mapping and provided actionable AI-driven recommendations to optimise processing descriptions, legal bases, and retention periods—significantly reducing manual effort.

CHALLENGE:

Poor visibility over AI tools & internal data processing
VTEX lacked a clear view of the AI tools thar were being used across the company.

SOLUTION:

Clear guidance on internal projects & applications
TrustWorks’ AI governance tool analysed VTEX’s integrations, offering detailed guidance on how AI was being used—enhancing visibility and proactive risk mitigation.

Impact & Results

The transition to TrustWorks delivered immediate efficiencies and operational improvements, ensuring a smooth migration while reducing manual efforts to handle data subject requests.

Seamless migration in just 2 weeks: A smooth transition from the legacy tool, ensuring uninterrupted compliance operations while successfully onboarding business stakeholders.
Immediate reduction of manual tasks from week 2: Despite the complexity of working with distributed and autonomous game teams, automation and streamlined processes significantly reduced the manual workload - especially related to DSR's fulfilment, improving efficiency and response times early in the implementation.

Next Steps

VTEX is now focused on further leveraging TrustWorks' AI Governance module to stay ahead of global regulations on artificial intelligence. With operations in the EU, VTEX is 100% ready for compliance with the EU AI Act, while also addressing an important milestone in Brazil with the recently approved AI Bill, which sets out rights and obligations for developers, deployers, and distributors of AI systems.

This initiative aims to ensure efficient and responsible AI adoption across VTEX teams while exceeding regulatory requirements. The focus will be on scaling TrustWorks’ AI governance framework to support the AI applications and machine learning models used at VTEX, ensuring compliance with emerging standards and fostering innovation.