Five Questions IT Managed Service Providers Must Ask About GDPR

GDPR is the EU regulation that governs how organizations collect, store, and process personal data of EU citizens. It's a significant concern for IT Managed Service Providers and any company dealing with data. The General Data Protection Regulation (GDPR) became enforceable on May 25, 2018.

Since the GDPR became enforceable in 2018, several changes, clarifications, and major developments have been implemented, shaping how the GDPR is applied today (as of 2025). Although the core regulation hasn't been formally amended, its interpretation, enforcement, and operational obligations have undergone significant evolution.

Regulators across the EU have significantly ramped up enforcement since 2020.

Significant fines against Meta, Google, Amazon, TikTok, and others have clarified expectations, especially around:

• Consent mechanisms
• Transparency in data usage
• International data transfers

Authorities are actively enforcing timelines for responding to:

• Data Subject Access Requests (DSARs)
• Right to be forgotten
• Data portability

Organizations must now have automated processes and clear documentation for fulfilling these rights.

MSPs Can Help Clients Achieve GDPR Compliance with Email Archiving and Backup

As an MSP, offering email archiving and data backup services is a strategic way to help your clients meet their GDPR obligations. These tools are essential for managing, protecting, and retrieving personal data in a secure and compliant manner.

By implementing a robust archiving and backup solution, you enable your clients to:

• Respond efficiently to Data Subject Access Requests (DSARs) – Quickly locate and retrieve personal data stored in emails to meet GDPR’s strict response deadlines.
• Secure personal data – Protect archived emails and backups with encryption, access controls, and tamper-proof storage, aligning with GDPR’s data protection requirements.
• Enforce data retention and deletion policies – Automatically retain data only for as long as necessary and ensure compliant deletion, as required under GDPR Article 5(1)(e).
• Support breach detection and response – Archived data provides an auditable trail that helps demonstrate accountability and supports investigations in the event of a data breach.

Five Questions IT Managed Service Providers Must Ask About GDPR

1. Does the GDPR apply to me?

If you are an MSP located within one of the 28 EU member states, you must comply with the GDPR.  However, even if you are located outside the EU, you may still be subject to GDPR compliance.  That is because GDPR is not directed at companies; it is directed at the data and information of EU citizens.   This means that any organization that stores or processes information belonging to EU citizens falls under its jurisdiction, regardless of geographic location.  In other words, if you or your clients conduct business with Europe, you are likely subject to the GDPR.

2. Are My Clients (or My MSP) Acting as a Data Controller or Processor, and Does the Contract Reflect That?

Why It Matters:

GDPR assigns different legal responsibilities to controllers and processors. MSPs often act as processors, but if they influence how personal data is handled, they may also be seen as controllers, triggering stricter obligations. What MSPs Should Do:

• Review all client contracts and Data Processing Agreements (DPAs) to ensure compliance with applicable regulations.
• Ensure the roles are clearly defined and legally accurate.
• Include clauses addressing data access, breach response, and subcontractor responsibilities.

3. How Can We Help Clients Securely Store and Manage Personal Data, Especially in Emails?

Why It Matters:

Email systems are a major source of personal data. GDPR requires organizations to protect this data and be able to retrieve or delete it on request. What MSPs Should Do:

• Offer email archiving and backup services with encryption, access controls, and retention policies.
• Help clients respond to DSARs, enforce deletion requests, and maintain audit trails.
• Use these tools to support Article 5 (data integrity and accountability) and Article 32 (security of processing).

4. Do We Have a Breach Detection and Response Plan That Meets GDPR’s 72-Hour Rule?

Why It Matters:

Under GDPR Article 33, any breach of personal data must be reported within 72 hours. Failure to comply can lead to severe fines. What MSPs Should Do:

• Establish and test an incident response plan that includes breach detection, internal notification protocols, and documentation.
• Coordinate breach responses with clients and regulators.
• Use backup and archiving logs to trace the scope and source of a breach.

5. Are We Helping Clients Enforce GDPR-Compliant Retention Policies?

Why It Matters:

GDPR requires that personal data be retained only as long as necessary. Over-retention increases exposure risk and regulatory liability. What MSPs Should Do:

• Use archiving and backup tools that support automated data lifecycle policies.
• Configure systems to align with each client’s data retention and deletion requirements.
• Provide documentation to demonstrate compliance during audits or investigations.

GDPR is an Opportunity for MSPs

Providing email archiving and backup isn't just a value-added IT service; it's a powerful compliance tool. By incorporating these services into your offerings, you help clients reduce risk, simplify their GDPR obligations, and enhance their overall data governance, all while earning recurring revenue for an easy-to-manage, high-performance solution.

MSPs should not view GDPR as a negative initiative that will bring further complexity and expense to their business.  Instead, it provides a unique real opportunity to grow their business by bringing customers into GDPR compliance, as many businesses will lack the resources and knowledge to do so.   MSPs that do this will undoubtedly have a significant advantage over their competitors.

To find out more about TitanHQ’s range of compliance supporting solutions, contact us today.