GDPR-compliant HubSpot migration for RGCC International

The more international a business becomes, the harder its CRM has to work.

RGCC International is a leading provider of personalised cancer diagnostics. Headquartered in Switzerland, with laboratories in Europe and India and offices across Europe, North America and Asia, RGCC supports physicians worldwide with highly specialised blood tests, known as liquid biopsies, that help inform individual treatment decisions.

As RGCC prepared for its next phase of growth, it set two clear goals: bring all business units together in a single HubSpot account and ensure that European customer data was processed within European jurisdiction in compliance with the GDPR. RGCC asked W4 to plan and carry out the migration.

A mature US-hosted account, with no room for downtime

Deciding to migrate was the easy part. The challenge was moving a live CRM without disrupting day-to-day work.

RGCC's existing HubSpot account was hosted in a US data centre and used extensively by its North American team. Over the years, it had grown to include a large number of custom properties, workflows, forms and integrations, including QuotaPath for commission calculations, Zendesk and Aircall.

RGCC also needed strict separation between its business units. Each unit should see only its own data, in some cases down to individual activities such as logged emails and meetings. HubSpot does not provide a native way to copy an account between data centres, so every object had to be migrated carefully while RGCC's teams continued working in the existing system.

Building a new account alongside the live system

The first decision was strategic. RGCC could move the existing account to the European data centre, upgrade it to an Enterprise licence and clean it up along the way. Alternatively, it could build a new account in parallel and migrate the data once the new setup was ready.

W4 assessed both options with RGCC. Building a new account proved to be the better approach because the team could prepare and test the new environment without interrupting daily operations.

Before transferring any data, W4 and RGCC reviewed the existing setup together. They identified which properties, workflows, forms and segments were still needed and left obsolete elements behind. This gave RGCC a cleaner account containing only what the organisation uses today.

W4 configured the new account with four business units and a centrally managed permissions model. A central administrator oversees the complete setup, while permission sets for each team and role control exactly which data each unit can access. W4 and RGCC refined the model throughout the project and documented it in a permission-set matrix. They also introduced a handover pipeline for passing customer enquiries between offices.

Records with multiple associations were among the most technically demanding parts of the migration. A note, for example, might be linked to several contacts and deals at once. W4 developed and tested a dedicated migration process to preserve these relationships. A new property called Original Record ID connected records across the old and new systems so that each one could be matched correctly.

Form submissions and similar activities presented a separate limitation: HubSpot does not allow this history to be transferred between accounts. To retain access, W4 added a note to each relevant contact record describing the event and linking to the original record. The old account remains available as an archive, so earlier enquiries are still only one click away.

During the same project, W4 brought the remaining business units onto HubSpot and helped the customer support team establish new processes in the platform. Reporting was simplified as well. Instead of maintaining a separate dashboard for every salesperson, RGCC now uses one dashboard template that can be filtered by owner.

W4 also moved the QuotaPath, Zendesk and Aircall integrations to the new environment. The migration was completed on schedule by the agreed cut-off date.

The result: one HubSpot account for the entire organisation

RGCC now runs all four business units from one HubSpot account hosted in the European data centre. European customer data is processed in compliance with the GDPR, and central administration and permission sets determine who can access each record and activity. The new handover pipeline also gives RGCC a consistent way to pass enquiries between offices.

The migration was completed on time without interrupting operations. Complex record associations were preserved, historical activity remains accessible in the archived account, and the shared dashboard template has reduced the ongoing work involved in reporting.

RGCC now has a cleaner, centrally managed CRM that supports the way its international teams work today and can grow with the organisation.