The public register that became a segmented prospect database

By Konstantinos Karamatzianis · Co-Founder, Dabster Labs · Client engagement, anonymised at the client’s preference

A Cyprus regulatory-training provider was emailing one list. Every firm got the same message regardless of the rules that actually bind it. After this project, the same team can reach regulated firms by the exact obligation that applies to them, and the database now mirrors the licensed market instead of a partial slice of it: 103 firms that were missing entirely are now in the system.

The situation

Two problems, tangled together. First, marketing went out unsegmented, so an investment firm, a crypto-asset service provider and a fund manager all received identical outreach even though different regulations govern each of them. That hurts both relevance and deliverability. Second, the prospect database was missing large parts of the licensed market: firms the client could legitimately train simply were not in the CRM. The team wanted to reach firms by the precise obligations that apply to them, not blast one undifferentiated list.

What we built

We scraped all eight of the national financial regulator’s public licence registers: investment firms, crypto-asset service providers, and several categories of funds and fund managers. Each entity page exposes the firm name, contact email, company-registration number and phone directly in the page HTML, so we used a deterministic parser rather than an AI guess. Nothing had to be inferred: the register a firm sits in tells you its regulatory topic.

We deduplicated against the existing CRM by registration number first, then email, then normalised name. The order is deliberate. Many funds share a single manager inbox, so matching on email first would have fused unrelated firms into one record. Registration number is unique per legal entity, so it leads.

The clean result was loaded into both the CRM and the email platform. New prospect companies were created; existing ones were enriched with any missing email, phone or registration number, without overwriting good data. Every entity was tagged into its register category plus its regulatory topics, and the contacts were synced to the email tool carrying the same tags. A resume file and retry logic were added after a mid-run outage so the sync could pick up exactly where it stopped. Finally, a company-level topic tree was added so the same tags show on the company card, not just on individual contacts.

What changed

• 512 regulated entities parsed and 345 unique emails extracted from the public registers.
• 103 new prospect companies created and 409 existing ones enriched with missing email, phone or registration number.
• 0 email-sync failures on the final run, after retry logic and a resume file absorbed a mid-run outage.
• The core regulated-firm segment grew from 124 to 348 contacts, and the Finance segment from 78 to 365.
• Every firm is now reachable by the exact obligation that governs it, instead of sitting in one flat list.

How it works

The parser reads each register’s entity pages and pulls the four inline fields. It then matches every firm against the CRM by registration number, then email, then normalised name. Firms that already exist are enriched in place; genuinely new firms are created as prospects, with the public register recorded as the consent source. Tags are written at both contact and company level, then mirrored into the email platform, so a broadcast can target crypto-asset firms or fund managers directly rather than reaching the whole database.

Where it stands

Live and loaded in both systems. The database now reflects the licensed market rather than a partial snapshot of it, and the obligation-based segments are ready for the team to target. Fund records that collapsed onto a shared manager inbox can optionally be split into per-fund entries later; the deduplication was built to keep that reversible.

Want your prospect database to match the market you actually sell to, segmented by what each buyer is obliged to do? Let’s talk.

Related service: Lead Qualification