By Outsourcebar Editorial Team · Reviewed 6 August 2026 · 9 min read
Map the data and purpose
List the information the provider will view, create, change, download or delete. Link each category to a defined business purpose and remove access that is not required for the agreed workflow.
Document roles, instructions and safeguards
The agreement should cover processing instructions, confidentiality, security controls, subcontracting, assistance, incident reporting, retention, deletion and audit or assurance expectations. Where cross-border access is involved, assess and document the arrangement that applies.
- Data categories and affected individuals
- Approved systems and locations
- Role-based user accounts
- Retention and deletion rules
- Incident contacts and reporting timeframe
Review access throughout the relationship
Check access when people join, change roles or leave. Review high-risk permissions and shared folders regularly, and test that deletion and account-disablement steps work in practice.
Data protection is an operating routine, not a one-time contract. The daily workflow should make the secure action the normal and easiest action.
This checklist is general information and is not legal or data-protection advice. Organisations should assess their own obligations and obtain advice where required.