How to comply with GDPR in SharePoint

Complying with the General Data Protection Regulation (GDPR) in SharePoint involves implementing various measures to ensure the protection of personal data stored and processed within the platform. Here are some steps you can take to comply with GDPR in SharePoint:

  1. Data Mapping and Inventory:
  • Identify and document all personal data stored in SharePoint, including where it comes from and who has access to it.
  • Understand the purpose of collecting and processing each type of personal data.
  1. Data Minimization:
  • Only collect and store the minimum amount of personal data necessary for the specified purpose.
  • Regularly review and purge unnecessary data from SharePoint.
  1. Lawful Basis and Consent:
  • Ensure that you have a lawful basis for processing personal data. Consent is one such basis, but there are others, such as fulfilling a contract or legal obligation.
  • If relying on consent, ensure that it is freely given, specific, informed, and unambiguous. Users must have the option to withdraw consent at any time.
  1. Access Controls:
  • Implement strict access controls in SharePoint to limit access to personal data to authorized individuals only.
  • Regularly review and update access permissions based on the principle of least privilege.
  1. Data Security:
  • Encrypt sensitive personal data stored in SharePoint.
  • Use secure authentication methods (e.g., multi-factor authentication) to prevent unauthorized access to SharePoint.
  1. Data Subject Rights:
  • Enable features in SharePoint that allow data subjects to exercise their rights, such as the right to access, rectify, erase, and restrict the processing of their personal data.
  • Respond promptly to data subject requests.
  1. Data Breach Notification:
  • Implement procedures to detect and respond to data breaches in SharePoint.
  • If a data breach occurs, notify the relevant supervisory authority and affected data subjects within the specified time frames.
  1. Data Processing Agreements:
  • Ensure that any third-party vendors or processors who have access to personal data in SharePoint sign GDPR-compliant data processing agreements.
  1. Privacy by Design:
  • Incorporate privacy and data protection measures into the design and configuration of SharePoint sites and workflows.
  • Consider data protection from the outset of any new SharePoint deployment or data processing activity.
  1. Regular Auditing and Monitoring:
  • Conduct regular audits of SharePoint to ensure compliance with GDPR requirements.
  • Monitor user activity to detect any unauthorized access or unusual data processing patterns.

Remember, GDPR compliance is an ongoing process, and it’s essential to stay updated with changes in regulations and best practices related to data protection. Consulting with legal and data protection experts can also be beneficial in ensuring full compliance with GDPR and other relevant data protection laws.