How an ASX-Listed Property Group Scaled Data Minimisation for Corporate Compliance

An Australian property and construction group needed a way to reduce the risk of holding sensitive personal information within legacy systems and current operations. With over five decades of business records and a strong commitment to corporate governance, the organisation selected Castlepoint to implement precise, automated data control and privacy-focused disposition across the enterprise.

The Challenge

This ASX-listed organisation manages residential, retail, commercial and industrial developments across Australia. With more than 1,000 employees and a diverse stakeholder network, the business had amassed 50 years of investment and operational records. To support its commitment to ethics, sustainability and integrity, the company needed a way to retain important information while securely disposing of items containing personally identifiable or sensitive content. The goal was to minimise exposure and comply with privacy law without disrupting ongoing operations.

The Solution

Castlepoint was deployed across the organisation’s enterprise systems to register, classify and sentence all records automatically. The platform allowed for item-level disposition, enabling the business to destroy specific emails, documents or files containing sensitive information, while retaining relevant content in the same aggregation. This precision gave the organisation full control over its compliance posture while supporting efficient risk reduction.

The solution delivered:

  • Cloud-based SaaS implementation with no system connectors
  • AI-powered classification, sentencing and risk detection
  • Item-level data disposal in accordance with privacy regulations
  • Identification of PII, PCI and PHI across unstructured systems
  • Virtual records model to relate content across systems
  • Comprehensive audit, reporting and discovery

The Outcome

Castlepoint enabled the business to strengthen its data minimisation and privacy strategy, reducing the volume of retained sensitive content and lowering exposure to regulatory and reputational risk. With a future-proof, AI-driven governance framework, the organisation achieved more precise control over its vast data landscape.

Key results included:

  • 77,000 records managed with artificial intelligence
  • 11,000 separate systems registered
  • 435 million key phrases extracted from over 67 million items

The organisation now has a scalable and explainable approach to enterprise-wide risk reduction, while supporting its strong values of compliance, security and corporate integrity.

“In organisations with 50 years of records and thousands of stakeholders, securely disposing of PII at scale is complex. Castlepoint was designed to manage this across the enterprise - efficiently, accurately and explainably.”
Rachael Greaves, Castlepoint CEO

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