Data processing agreement (DPA)

What is a data processing agreement (DPA)?

A data processing agreement (DPA) is a legal contract between two entities, typically a data controller and a data processor. This agreement outlines the rights, responsibilities, and obligations of both parties when handling personal data, in line with data protection laws.

Firstly, let's understand what a data controller and a data processor are. A data controller is an entity (like a company or a government body) that determines why and how personal data is processed. A data processor, on the other hand, is a separate entity (like a service provider) that processes personal data on behalf of the controller, as directed by them.

Now, why is a DPA crucial? Think of a DPA as a safety net. It helps protect the data of individuals and ensures that all parties involved in the data handling process are aware of their duties and responsibilities. A DPA includes details about the types of data being processed, the purposes of the processing, the duration of the processing, and the security measures in place to protect the data.

Why are DPAs important to legal and HR leaders?

For legal leaders, a DPA is paramount for multiple reasons. Firstly, it ensures compliance with laws and regulations, particularly those concerning data protection , like the General Data Protection Regulation (GDPR) in the European Union. Non-compliance can lead to hefty fines and reputation damage. Secondly, a DPA can mitigate potential disputes and liabilities by clearly delineating the obligations and responsibilities of all involved parties. It's like a roadmap that helps avoid potential pitfalls and legal issues.

Human Resources (HR) leaders also have a vested interest in DPAs, especially when managing a global team. They handle a vast amount of personal data of employees – such as names, addresses, bank details, health records – which makes DPAs especially relevant. These agreements ensure that HR practices respect privacy rights and protect employee data , particularly when it's shared with third parties like payroll processors or benefits providers.

Employment contracts are another area where DPAs play a significant role. These contracts often contain personal data that must be processed and protected adequately. A DPA within an employment contract can provide clarity about data handling procedures, the rights of the data subjects (employees in this case), and the measures in place to protect this data.

What steps should legal and HR leaders take to ensure the safe processing of data?

So, how can you apply this learning to your job? As a legal or HR leader, here are three actionable steps:

Understand Your Role: Are you a data controller or a data processor? Or, perhaps, you play both roles in different circumstances? Understanding your role is the first step in determining your responsibilities and obligations under data protection laws.

Review Your Agreements: Examine your current agreements, such as service contracts or employment contracts. Do they include a DPA? If not, it's time to consider incorporating one.

Develop or Update Your DPA: Working with your legal team, develop a DPA that complies with the applicable data protection laws. If you already have a DPA, make sure it's up-to-date and reflects the most recent regulations.

In summary, a DPA is a crucial tool that aids in the safe and legal processing of personal data. It's a critical aspect of data protection that legal and HR leaders need to understand and implement. Properly handling personal data is not just about compliance. It's also about earning the trust of individuals whose data we process — a crucial factor for the success and reputation of any organization.