The costs of access you fail to withdraw in time usually don't show up in an invoice but in time: time to figure out which platform still has access to which data, time to fix that when someone changes roles, and time you lose because no one knows exactly what's still running. How high those costs are depends on how many platforms you use, how often access changes, and whether you keep track of that centrally or not.
There's no fixed amount to pin down, and that wouldn't be the useful answer anyway. What does help is understanding where those costs come from, so you can assess whether it's relevant to your business.
Where the costs come from
With a small business using one or two compliance platforms, forgotten access is usually a minor reminder: someone still logs in somewhere they shouldn't. With a business working across multiple platforms — one for product safety, one for packaging, one for personal data — it grows into something you need to actively manage. Every time an employee leaves, changes roles, or an external agency stops working for you, someone needs to check what access goes with that and shut it down.
That investigation time is the first cost item. The second is the risk that you skip that investigation time, because no one remembers that something is still open. A former employee who can still log in to a platform with business data isn't an incident in itself, but it is something you normally prefer not to let persist. Whether and how that carries legal weight depends on exactly what was shared and under which regulation it falls — that's a matter for a lawyer or the regulator for the relevant platform, not reglia.
The third cost item: data that stays behind
Beyond access itself is the question of what happens to data that has already been shared. Withdrawing access and having data deleted are two different things, and platforms handle that differently. Figuring that out takes time in itself, especially if you don't remember what data you shared and with whom.
What determines the costs
Three things make the difference between a minor reminder and a structural time problem.
The first is the number of platforms. Keeping track of one account is simple; four accounts, each with its own login, its own access management, and its own way of sharing data demands four times as much attention, and that attention easily gets postponed because no one has a set time for it.
The second is the turnover of people and roles. A business where little changes needs fewer corrections than one with high staff turnover, seasonal work, or external parties checking in temporarily.
The third is whether you have a central overview of who has access to what. Without that overview, you have to check each platform separately to see what's open, and that's precisely the work that usually gets left undone until there's a reason to do it — and that reason often comes later than you'd like.
How you can reduce those costs
The most direct way to cut investigation time is simply to know what's going on: which platforms you use, what access goes with them, and when it was last checked. That's not a legal question but an administrative one, and you can solve it without maintaining a separate system for each platform.
Reglia itself does not add any regulations and does not assess whether your access is in order — that remains with the platforms and with your own lawyer or supervisor. What reglia does do is show which data has been made available through the shared company file and to whom, so that withdrawing access is a matter of checking one place instead of four. How that works exactly and what reglia does and does not do with your data is described on the page on how reglia handles your data.
Whether that makes a practical difference for your business depends on how many platforms you use and how often things change there. On the page about security and privacy you can read how data is stored and shared within reglia, and on the frequently asked questions page you will find answers to questions closely related to this, such as what happens if you stop using a platform altogether.
Would you like to first see which platforms exist within Theos Group and what they do individually, before you make any changes to the way you work? You can find an overview of that on the page with all connected platforms.