Sharepoint Data Processing Agreement

SharePoint Data Processing Agreement: What You Need to Know

SharePoint is a popular collaboration tool that many businesses use. It allows teams to store, share, and collaborate on various documents, lists, and data. However, when it comes to storing sensitive or personal data, businesses need to ensure they are complying with all relevant laws and regulations. That’s where the SharePoint Data Processing Agreement (DPA) comes in.

What is a SharePoint Data Processing Agreement?

A SharePoint DPA is a binding legal agreement between the data controller (the business) and data processor (Microsoft, in this case) that outlines how personal data will be processed, stored, and protected. It is a requirement of the General Data Protection Regulation (GDPR) and other data protection laws.

Why is a SharePoint DPA important?

A SharePoint DPA is essential because it ensures that personal data is being handled lawfully and fairly, and that adequate measures are in place to protect that data from unauthorized access, loss or theft. Failure to comply with these regulations can result in substantial fines and reputational damage for businesses.

What is included in a SharePoint DPA?

A SharePoint DPA will typically include the following:

– A description of the personal data that will be processed, including the categories of data subjects involved.

– The purpose for which the personal data will be processed.

– The obligations and responsibilities of the data controller and data processor, including how the processor will assist the controller in complying with their obligations under relevant data protection laws.

– Information on how the processor will ensure the security and confidentiality of the personal data, and what measures are in place to prevent unauthorized access, loss, or theft.

– Details on how the processor will assist the data controller in the event of a data breach or other security incident.

– The term of the agreement, and how it can be terminated.

How can businesses ensure compliance with a SharePoint DPA?

To ensure compliance with a SharePoint DPA, businesses can take the following steps:

– Read the agreement carefully and ensure you understand the obligations and responsibilities of both the data controller and processor.

– Review and update your privacy policy to reflect the terms of the agreement.

– Train staff on data protection principles and how to handle personal data securely.

– Regularly review and monitor data processing activities to ensure they are lawful and compliant.

– Implement technical and organizational measures to protect personal data, such as access controls, encryption, and backups.

In conclusion, a SharePoint DPA is essential for businesses that handle personal data in SharePoint. By complying with the agreement, businesses can protect themselves and their customers from potential data breaches and other security incidents. It is important to take the necessary steps to ensure compliance, including staff training, regular monitoring, and technical and organizational measures.