The company
Robin is the industry-leading flexible work platform designed to connect people with rooms, desks, and each other. Integrating with tools such as Slack, Microsoft Teams, Office 365, and Google Workspace, Robin is pioneering the transition towards hybrid work environments that cater to the needs of the modern workforce. Robin is the ultimate partner for intelligent workplace management.
The challenge
Security is important to Robin, as they work diligently to keep data secure and through it build trust with their customers. When Mick England, Data Protection Officer, took on the responsibility of Robin’s security and compliance program, the security questionnaire process was manual, cumbersome and reactive.
“We would get questionnaires either in the form of Excel spreadsheets, Google Docs, Word docs, sometimes in web portals, and we would scramble to fill them out, but we had no real cataloging of answers.” – Mick England
The process involved manual efforts that significantly slowed down responses. To speed up the process, Robin onboarded a SaaS product with a library-based solution. This worked well initially, but maintaining the library itself became a full-time job, adding to the workload rather than alleviating it.
The solution
Mick England advocated for the adoption of TrustCloud to streamline Robin’s security and compliance processes.
Implementation of TrustCloud
Robin implemented TrustCloud, which provided a centralized and automated platform that significantly reduced the workload associated with managing security questionnaires by providing a trust portal to reduce the need for questionnaires, and AI-powered automation to pre-fill the ones they did receive. The platform’s TrustShare solution does not require a knowledge library, reducing the need for extensive manual input and maintenance.
Key benefits of TrustCloud for Robin
- Mitigating the Need for Security Questionnaires: TrustCloud enabled Robin to mitigate the need for security questionnaires in most cases. By referring customers and prospects to their trust portal, Robin could provide comprehensive and fully detailed and transparent information that often eliminated the need for further inquiries. “The majority of customers we’ve referred to TrustCloud have either withdrawn their questionnaires or never issued one in the first place,” Mick England noted.
- Time and Resource Savings: The automation and integration capabilities of TrustCloud cut down the time spent on security questionnaires and knowledge library maintenance. Sales engineers, who were the first line of contact, found it extremely beneficial to direct customers to their trust portal, reducing their workload and enhancing efficiency so they could focus on more value-add work.
- Enhanced Trust and Transparency to Customers: TrustCloud’s unique graph-based architecture connects Robin’s TrustShare application with their entire GRC program, provides a real-time view of their compliance posture, and fostered trust and greater transparency with customers. This not only helped in retaining existing customers but also in acquiring new ones by demonstrating that Robin has a robust security and compliance program. Without relying on manual updates, Mick’s team saved time and also increased confidence that they were providing accurate info to their customers and prospects.
“While there are a lot of products in the space,” Mick noted “a lot of them that I reviewed were checklists rather than getting a full view of the compliance system. TrustShare differentiates from the rest in that it integrates through APIs with the actual services that we’re using, showing a real life view of our compliance, mitigating the need for box checking and answering questionnaires.”
Robin closed deals faster while saving valuable time and mitigating the need for questionnaires, and according to England, this makes TrustShare a must have product.
The future
Since adopting TrustCloud, Robin has expanded their GRC program to adhere to SOC 2 and ISO 27001 frameworks. They leverage TrustCloud to automate evidence collection, suggest policies and associated controls, and provide real-time updates on control status. Because TrustShare pulls from this data, they can continue to confidently direct prospects to their trust portal and pre-fille any received questionnaires, knowing they will provide correct information.
What TrustCloud means to Robin
TrustCloud has streamlined Robin’s compliance processes, significantly reducing the time and effort required to manage security questionnaires. This efficiency has not only improved internal workflows but also positively impacted the sales process, enabling faster deal closures.
“TrustCloud has been a game-changer for us. The majority of people we’ve referred to TrustCloud have either withdrawn their questionnaires or never issued one in the first place. This has allowed us to focus on what truly matters – developing proper security measures that protect us and our customers.”
– Mick England, Data Protection Officer, Robin
