Client information is central to advice work. Before an offshore team member receives access, a practice should understand what data is needed, where it travels, how access is controlled and how the arrangement aligns with its privacy obligations.
Minimise access
Give people access only to the systems and records required for their role. Separate test, training and production data, and avoid copying information into unmanaged tools.
Understand overseas handling
Ask where people, systems and backups are located; whether information is disclosed overseas; and how the provider supports your privacy notices and contractual requirements. Obtain legal and licensee guidance for your circumstances.
Monitor the lifecycle
Access should be logged, reviewed and revoked promptly when roles change. Contracts should address use, retention, return and secure disposal of data.
Prepare for incidents
Define notification paths, containment responsibilities and evidence preservation. A response plan should include the provider and be rehearsed before an incident occurs.