Protect Operations Stay Compliant.

Reduce downtime, pass audits, and secure vendor trust

Project

A national health club chain, operating for over two decades, relied heavily on custom-built payment systems and manual processes for member enrollment. Over the years, their system accumulated risks.

Challenges

Custom Payment Structure: The club’s in-house payment system lacked modern encryption and compliance certifications, increasing exposure to fraud and data theft.
‍Sensitive Document Storage: Staff routinely scanned and stored drivers’ licenses, credit cards, and other PII in unsecured file shares, creating a high-value target for attackers.
‍Legacy IT Infrastructure: Aging servers, fragmented databases, and minimal monitoring made detection and response to threats extremely difficult.
‍Compliance Exposure: Without PCI DSS or HIPAA-grade controls, the club risked regulatory fines, reputational damage, and loss of member trust.

Solution

We delivered a multi-layered modernization strategy that balanced compliance requirements with operational realities:

Payment Security Modernization: Replaced the custom-built system with a PCI DSS–compliant payment gateway for encryption and tokenization.
‍Applied role-based access controls (RBAC) for payment data handling. Implemented real-time transaction monitoring for fraud detection.
‍Secure Document Management: Migrated scanned IDs and payment documents to an encrypted document management system with audit trails.
‍Deployed data loss prevention (DLP) controls to stop unauthorized sharing. Enforced document retention policies to purge outdated PII.
‍Legacy Infrastructure Hardening: Segmented sensitive data systems into isolated network zones.
‍Compliance & Awareness: Mapped systems and processes to PCI DSS and state privacy laws.

Outcome

Within 120 days, the health club achieved a secure, compliant, and resilient data environment:Eliminated unsecured storage of credit cards and IDs.
Reduced fraud and payment risk with PCI DSS–compliant systems.
Passed its first independent security audit with no critical findings.
Built member trust by communicating new data protection practices.
Established a repeatable security governance model across locations.

Key Success Factors

Proactive Leadership: Executives recognized the urgency of addressing legacy risks and allocated resources strategically, even under budget constraints.
Cross-Functional Collaboration: IT, operations, and compliance teams worked together to redesign processes without disrupting member services.
‍Pragmatic Modernization: Instead of ripping and replacing everything at once, the roadmap balanced quick wins (like DLP and MFA) with long-term upgrades (like cloud migration).
Cultural Shift: Front desk and administrative staff were engaged through training, transforming them from a weak link into an active layer of defense.
Measured Outcomes: Clear KPIs (audit readiness, reduced fraud attempts, zero critical findings) provided proof of progress and built confidence with stakeholders.
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