Microsoft 365

Note-to-self: #DPIA for cloud – reference material (focus on #Microsoft cloud)

In interesting set of reference material, that is regularly coming back in data protection, cybersecurity and information security discussions I lately had with peers and colleagues.
May you can use it too…

Feel free to provide some feedback yourself, if you know additional pointers I should add.

You know where to find me.

Change history

2022-04-27 14:00: Added EDPB announcement to references section

Governmental DPIAs

Netherlands

2018-12-06: DPIA on Microsoft Office 2016 & 365

https://iapp.org/news/a/dutch-government-commissioned-dpia-on-microsoft-office-pro-plus/

Direct download of PDF:

2022-02-22: DPIA on Microsoft Office 365

https://www.dataguidance.com/news/netherlands-dutch-government-publishes-dpia-microsoft

Press release by Dutch Government:

2022-02-21 https://www.rijksoverheid.nl/documenten/publicaties/2022/02/21/public-dpia-teams-onedrive-sharepoint-and-azure-ad

Publication of DPIA by Dutch Government

2022-02-21 : https://www.rijksoverheid.nl/documenten/publicaties/2022/02/21/public-dpia-teams-onedrive-sharepoint-and-azure-ad

Source: Beltug news https://www.beltug.be/news/7430/Dutch_government_publishes_DPIA_and_DTIA_for_Microsoft/

2022-02: The Dutch Ministry of Justice and Security requested an analysis of US legislation in relation to the GDPR and Schrems II by GreenburgTraurig.

Switzerland

In a recent article (In French) by ICT journal, the Canton of Zurich published a

https://www.ictjournal.ch/articles/2022-04-26/comment-le-canton-de-zurich-a-estime-le-risque-de-passer-sur-le-cloud-de

Research

Researchgate

Data Protection Impact Assessment (DPIA) for Cloud-Based Health Organizations

https://www.researchgate.net/publication/349882283_Data_Protection_Impact_Assessment_DPIA_for_Cloud-Based_Health_Organizations

Guidelines

CNIL

https://www.cnil.fr/en/tag/Privacy+Impact+Assessment+(PIA)

https://www.cnil.fr/en/guidelines-dpia

IAPP

https://iapp.org/news/a/guidance-for-a-cloud-migration-privacy-impact-assessment/

Templates

IAPP

https://iapp.org/resources/article/transfer-impact-assessment-templates/

Referring to:

IAPP Templates

Supplier references

Microsoft

Data Protection Impact Assessment for the GDPR

2021-11-17: https://docs.microsoft.com/en-us/compliance/regulatory/gdpr-data-protection-impact-assessments

Data Protection Impact Assessments: Guidance for Data Controllers Using Microsoft Professional Services

Part 1: Determining whether a DPIA is needed

https://docs.microsoft.com/en-us/compliance/regulatory/gdpr-dpia-prof-services?view=o365-worldwide#part-1–determining-whether-a-dpia-is-needed

Part 2: Contents of a DPIA

https://docs.microsoft.com/en-us/compliance/regulatory/gdpr-dpia-prof-services?view=o365-worldwide#part-2-contents-of-a-dpia

Download Customizable DPIA document

https://www.microsoft.com/en-us/download/details.aspx?id=102398

(more to come, this article will be updated with additional references when necessary)

Other relevant references

EDPB (European Data Protection Board)

Launch of coordinated enforcement on use of cloud by public sector

https://edpb.europa.eu/news/news/2022/launch-coordinated-enforcement-use-cloud-public-sector_en

Outlook: Set an automatic out-of-office message with Power automate

Credits

FEMKE CORNELISSEN

This article has been translated from the original Dutch version published by Femke Cornelissen in to English, with an explicit and upfront consent of Femke (find her on LinkedIn).

Original article in Dutch

You can find the original article here: https://femkecornelissen.com/2022/02/23/afwezigheid-automatisch-instellen-via-power-automate/.

Except from the original Dutch content, also some Dutch screenshots have been replaced with an English version. And some extra notes are added for clarity.

Additional information

Power Automate is part of M365 license. More information here: https://docs.microsoft.com/en-us/power-platform/admin/power-automate-licensing/types

Set an automatic out-of-office message with Power automate

You got a day off and you forgot to turn on your out-of-office (OOF) assistant in Outlook. Pretty recognizable, right?

With the out-of-office message, people who send you an email see that you are absent. But in addition, this is of course also reflected in Microsoft Teams. When you try to contact someone, there is a notification or you can recognize it by the presence icon of the profile picture in the chat.

It’s quite interesting that this process is quite easy to automate with Power Automate. When I’m OOF is set in my calendar, the next step (in this case, turn on absence) must be performed.

Shall we walk through it together?

Steps

You go to https://flow.microsoft.com/ where you land in (M365) Power Automate.

Then click the create button.

Opt for an automated cloud flow.  We’re going to make sure when something is on your calendar, something happens.

Create > Automated cloud flow

Choose a flow name (like for example “Automatic out of office”)

Define flow name

At the trigger, choose “When an upcoming event is starting soon (V3)” and then click Create.

Select: When an upcoming event is starting soon (V3)

When the flow is created, make sure your calendar is selected.

Select your calendar

Then click new step.

Choose “Condition” or find the option conditions and then select it.

Condition Selection

For example, the condition can be the triggers that indicate that you are free or unreachable.

[Note, this can be a certain word in the subject, or an event type. Femke’s example is using a marker word in the subject. ]

Set condition type and options

Then you have the following two options:

  • With YES you indication which actions must be executed.
  • At NO, nothing happens (in our case)
Yes/No condition options

We’re going to add an action to the “If yes” clause.

You choose the action “Set up automatc replies (V2)

Automatic replies

[Make sure to set the start and end date of your appointment, as this will set the OOF start and end time too…]

You can copy the following data, but of course make it a personal text.

[Note: a white line, or break line must be set in HTML tag <br>]

You can click save in the top right corner and you’re done!

Now you never have to turn on your absence again, but this happens automatically. Handy, right?

Credits & original article: https://femkecornelissen.com/2022/02/23/afwezigheid-automatisch-instellen-via-power-automate/ by FEMKE CORNELISSEN