Following an investigation in 2019-2020, the EDPS issued recommendations and the Commission modified the ILA

Data accessed by Microsoft include identity and contact data of users (when signing on to the service and when checking the licenses), data generated by the users while using the software and data generated by Microsoft based on the usage of the software. The EDPS found that the processing presents significant risks as it monitors the behaviour of users, combines datasets and uses artificial intelligence. Reference date is the 12th May 2021, the date when the investigation was launched. Some measures were taken meanwhile by the Commission, which were taken into account in the recommendations issued. Holding — The EDPS found infringements with regards to purpose limitation, transfers to a third country and further, unathorised disclosure of personal data. Purpose limitation: The EDPS found that it was not sufficiently defined in the International License Agreement (ILA) which types of personal data are to be processed for which purposes. Instead, there was only a list of purposes stating that Microsoft uses these data for: troubleshooting billing remunerating Microsoft staff, internal reporting and business modelling, financial reporting following the use of the system for own reasons (analytics) to improve the service security risk management protection of intellectual property These stated purposes were considered to be too vague and general pursuant to the Art 29 WP. The Commission and Microsoft could not demonstrate that all these data were necessary and that a less intrusive collection of data would be insufficient to achieve the purposes cited. In addition, some of these purposes were actually not in the interest of the Commission but for purposes of individual to Microsoft (like remuneration of their personnel). In this case, the processor acts as controller; thus, these purposes and the data used for this purposes should have been precisely defined. Also, if data were used for purposes other than for which they were collected, the compatibility of these new purposes with the original ones should have been assessed. As a processor, Microsoft should have processed the personal data on documented instructions by the Commission. This was not ensured as the Commission did not issue sufficiently clear documented instructions to Microsoft. For example, though the Commission gave instructions for analytics and improvement of the service, these instructions were not sufficiently detailed and precise and did not exclusively concern uses of data for the purposes of the controller. Some instructions were given orally, but this was not enabled by the ILA and the oral instructions were not documented. The Commission did not assess whether it is necessary and proportionate to transmit data to Microsoft Ireland and its sub-processors. Further details of this infringement are given under the part on further unauthorised disclosure or personal data. Transfer to third countries : The Commission transferred personal data to Microsoft, a company established in the US. This raises questions about adequacy for such transfers to a third country. After the reference date, the Commission adopted the Transatlantic Data Privacy Framework (TDPF), which is an adequacy decision in respect of recipients in the US who register under this framework. The EDPS found that even when the software and data storage is property of Microsoft, it is directly transferred to these subcontractors and cannot therefore be covered by the TDPF to Microsoft US and onward transfer from Microsoft US to other subcontractors under SCCs. The EDPS found that in was not clearly specified in the ILA what types of personal data can be transferred to which recipients in which third country. The Commission also did not appraise the transfers and therefore could not determine whether any supplementary measures are necessary. In addition, the Commission should have performed a data transfer impact assessment and (as there are no SCCs applicable by EUIs as exporters) should have submitted the DPAs with these processors or subprocessors in third countries to the EDPS for approval. Because it failed to do this, the Commission did not implement effective supplementary measures for these transfers. Another issue was that the “EU storage guarantee” offered by Microsoft did not cover all types of data. Some data may be accessible to recipients in third countries. The “EU Data Boundary” also has numerous exceptions and exclusions which cover customer data, service generated data, diagnostic data and professional services data. Further unauthorised disclosure or personal data: A specific reference was made to Article 9 Regulation (EU) 2018/1725, which concerns transmission of personal data by EU institutions to recipients established in the EU. According to the EDPS, this article is also applicable to transmission of personal data to processors of EUIs. Therefore all transmission of personal data should be in the public interest and if the data subject’s legitimate interests may be prejudiced, the controller has to weigh the competing interests and establish that it is proportionate to transmit the personal data. The purpose of management and functioning of the Commission, use of products the staff is familiar with etc. was not found to be the purpose of processing of the personal data by MS. As long as the purposes are not specified, specific and explicit, it is not possible to do this balancing. In addition, the EDPS found that the Commission did not ensure that transfers take place “solely to allow tasks within the competence of the controller to be carried out”. The EDPS determined that organisational and contractual measures to restrict/prevent access of third country authorities were not sufficient, and that further technical measures are thus necessary. The EDPS also found that the organisational measures applied are only limiting transfers but does not ensure that transfers are protected. Further, the encryption is only found to be an adequate measure if the controller is in control of the encryption key. In this case, customers control the keys, but Microsoft has access to the encryption key, and thus, even when law does not oblige it to decrypt the data on an authority request, it may do it voluntarily. Also, the ILA does not detail encryption of data other than “customer data”, i.e. diagnostic data, service generated data or professional services data. The contract also enabled the processor not to notify the Commission about a request of disclosure also when EU or Member State law did not prohibit this notification and enabled recipients in third countries not to notify requests for disclosure also when the law prohibiting it did not constitute a necessary and proportionate measure in a democratic society respecting the essence of the fundamental rights and freedoms recognised by the Charter.