Be care­ful when selec­ting IT ser­vice providers!

Most com­pa­nies use IT ser­vice pro­vi­ders in one form or ano­t­her. The ser­vices offe­red by the­se com­pa­nies are diver­se, ran­ging from data sto­rage in the Cloud and use of soft­ware in models such as software-as-a-service to the con­fi­gu­ra­ti­on of soft­ware by out­side ser­vice pro­vi­ders. But even when the­se ser­vices are out­sour­ced, the risk of lia­bi­li­ty in data pro­tec­tion law can­not be trans­fer­red ent­i­re­ly to the ser­vice pro­vi­der. Recent court rulings such as tho­se issued by the District Court of Munich (Case No. 31 O 16606/20 of 9 Decem­ber 2021) (only in Ger­man) and by the District Court of Colo­gne (Case No. 28 O 328/21 of 18 May 2022) clear­ly demons­tra­te which lia­bi­li­ty risks com­pa­nies face when using IT ser­vice providers.

Secu­ri­ty measures

Both of the­se judgments invol­ve a finan­cial ser­vices com­pa­ny which allows cli­ents to invest digi­tal­ly e.g. in stocks and secu­ri­ties. Through 2015, the com­pa­ny main­tai­ned a con­trac­tu­al rela­ti­ons­hip with an IT ser­vice pro­vi­der, which recei­ved access data for an IT sys­tem. Even after the con­trac­tu­al rela­ti­ons­hip with this ser­vice pro­vi­der came to an end, the access data was not chan­ged or dele­ted. Ulti­mate­ly, a cyber­at­tack on the company’s for­mer con­trac­ting par­ty resul­ted in the atta­cker recei­ving access to cli­ent data.

Both the District Court of Munich I and the District Court of Colo­gne found that the company’s fail­u­re to chan­ge the access data over an exten­ded peri­od of time vio­la­ted the GDPR given the sen­si­ti­vi­ty of the affec­ted data. In accordance with Arti­cle 32 of the GDPR, con­trol­lers are requi­red to take appro­pria­te tech­ni­cal and orga­niz­a­tio­nal mea­su­res in order to ensu­re a level of secu­ri­ty for per­so­nal data which is appro­pria­te for the risk. It fol­lows, the courts found, that the con­trol­ler can­not rely on the fact that the ser­vice pro­vi­der will duly dele­te the access data its­elf. Rather, the con­trol­ler is requi­red to check that this was done, or at least to modi­fy the data after a cer­tain amount of time has pas­sed. The District Court of Munich awar­ded a plain­tiff € 2,500 in non-material dama­ges and the District Court of Colo­gne awar­ded a plain­tiff € 1,500. In light of the fact that the data bre­ach affec­ted a group num­be­ring 33,200 peop­le, the poten­ti­al claims run in the millions.

Super­vi­si­on of processors

The GDPR also estab­lis­hes expli­cit requi­re­ments with regard to the selec­tion and super­vi­si­on of pro­ces­sors. Pro­ces­sors are typi­cal­ly invol­ved in cases whe­re per­so­nal data, e.g. rela­ting to cus­to­mers or employees, is pro­ces­sed in the Cloud by an out­side ser­vice pro­vi­der. This is the case, for examp­le, if an IT com­pa­ny is tas­ked with pro­vi­ding an Exchan­ge ser­ver for e‑mails: a situa­ti­on which app­lies to nume­rous com­pa­nies. In accordance with Arti­cle 28(1) of the GDPR, con­trol­lers may only work with pro­ces­sors which pro­vi­de suf­fi­ci­ent gua­ran­tees of a level of secu­ri­ty for per­so­nal data appro­pria­te to the risk. It fol­lows that con­trol­lers are requi­red to moni­tor their pro­ces­sors, and that this requi­re­ment remains in effect for the ent­i­re dura­ti­on of the pro­ces­sing. The rele­van­ce of the­se requi­re­ments was demons­tra­ted e.g. in con­nec­tion with the haf­ni­um secu­ri­ty vul­nera­bi­li­ty. In such cases, the con­trol­ler may be requi­red to inqui­re whe­ther the pro­ces­sor is taking the necessa­ry steps to address known secu­ri­ty vul­nera­bi­li­ties. Other­wi­se, the con­trol­ler its­elf may face dama­ge claims. In this case, the con­trol­ler should con­si­der the pos­si­bi­li­ty of asser­ting recour­se claims based on the under­ly­ing con­trac­tu­al rela­ti­ons­hip.

What are the con­se­quen­ces for companies?

Com­pa­nies can­not rely blind­ly on out­side IT ser­vice pro­vi­ders. Even if the lat­ter are not pro­ces­sors, but recei­ve access to IT sys­tems by means of access data, it must be ensu­red that they recei­ve access only for as long as abso­lute­ly necessa­ry. The GDPR also estab­lis­hes expli­cit moni­to­ring requi­re­ments in con­nec­tion with pro­ces­sors. If com­pa­nies fail to com­ply with the­se requi­re­ments, they may face dama­ge claims in the event of secu­ri­ty inci­dents which can rapidly mount and pose an exis­ten­ti­al thre­at if a lar­ge num­ber of peop­le are affec­ted. If such an inci­dent occurs, com­pa­nies should exami­ne the pos­si­bi­li­ty of asser­ting recour­se claims against the IT ser­vice pro­vi­der. If the lat­ter fails to take sui­ta­ble secu­ri­ty pre­cau­ti­ons or if it igno­res or fails to ade­qua­te­ly address secu­ri­ty vul­nera­bi­li­ties, the com­pa­ny will typi­cal­ly be able to assert claims based on the under­ly­ing con­trac­tu­al rela­ti­ons­hip. Ide­al­ly, com­pa­nies should trans­la­te data pro­tec­tion requi­re­ments into an effec­ti­ve com­pli­an­ce manage­ment sys­tem, taking into account the uni­que requi­re­ments for sup­ply chain cyber­se­cu­rity.

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