What Compliance Guarantees Should I Demand From A Microsoft Dynamics Partner?
Are you considering a Dynamics partner? Most organisations look for the basics – features, pricing, implementation, customisation, etc. But when choosing a Microsoft Dynamics partner, you should also prioritise compliance guarantees.
You need a partner who understands the software inside out, applies strong data protection, prepares and responds to audits, and complies with regulatory requirements. You can learn more about Microsoft Dynamics 365 with Brookland Solutions, a trusted UK partner
But above all, you need someone you can count on, one whose systems you trust and whose people will own problems and fix them when things go wrong.
Why Compliance Matters and Why You Should Care
You might think compliance is just paperwork, but Microsoft Dynamics 365 itself treats it as a shared responsibility and builds controls into the platform.
Microsoft lays out a seven-step “manage system compliance” process that covers identifying rules, setting policies, assessing risk, implementing controls, monitoring, reporting and responding.
However, just because responsibilities are shared, you can't hope that Microsoft alone will protect you. This is why having a compliant Microsoft Dynamics partner is important. You should look for a compliant partner and ask for certifications and documentation for the following:
- Recent audit reports, such as ISO 27001 or SOC 2
- Documented configurations for role-based access and multi-factor authentication
- Encryption practices for data at rest and in transit, and documented backups
- Detailed audit logs that support DSARs and audits
- A tested incident response plan with clear notification timelines and runbooks
These technical controls are the bare minimum you should expect from any competent partner. They directly affect how quickly you can respond to an access request, verify compliance evidence, or reassure an auditor that everything’s under control.
Likewise, regulations like GDPR dictate exactly how data should be processed, stored, and shared. You never want to be caught off guard when a customer demands their data or when an auditor suddenly needs system logs.
An efficient Microsoft Dynamics partner will anticipate these moments and prepare documentation beforehand. Look for a partner committed to GDPR compliance and one who provides GDPR related assurances in their contractual commitments.
Finally, you must ensure compliance, as noncompliance has serious consequences. Global regulatory fines reached about $19.3 billion in 2024, and that’s only one part of the story. The rest is about trust, the kind that keeps customers loyal, operations steady, and your business standing tall when the scrutiny begins.
Ask Your Partner for These Compliance Guarantees
Here are the guarantees to demand. Read them, jot them down, and ask for certifications and proofs:
1. Data Residency and Handling
In the UK, data compliance laws for Microsoft require G-Cloud-certified services, which is why it’s important to ask where data is stored and how backups are managed. Keep in mind that storing data outside of the UK requires additional compliance steps.
2. GDPR Compliance Statement
Request written confirmation of GDPR processes. This should include details about processing, data retention periods, and breach notification timelines as permitted under the guidelines.
3. Access Controls and Identity Management
Make sure they use role-based access and multi-factor authentication. You want limits on who sees what and an audit trail that you can read.
4. Encryption In Transit and At Rest
The partner should say that data is encrypted when it moves and when it sits on discs. Ask what standards they use and push for specifics.
5. Audit and Logging Guarantees
You must be audit-ready, which includes keeping logs of changes, who made them, and when. It also means they can provide those logs upon request from you or an auditor.
6. Incident Response and Breach Notification
Enquire about how quickly they will notify you if something goes wrong, and what steps they will take. A formal incident response plan is non-negotiable.
7. Third-Party and Supply-Chain Checks
If they rely on other vendors, you should know how those vendors are assessed. Weak links here can become your problem too.
8. Compliance Training For Staff
A guarantee that staff are trained regularly shows they take human error seriously. People make mistakes when it comes to phishing, but training can help.
In Conclusion
When looking for compliance, keep in mind that platform features alone will not keep you safe. Instead, look for actual configuration, operational logs, and runbooks.
Ask how they would handle a subject access request or a simulated breach. A good Dynamics partner will provide answers, present evidence, and explain the trade-offs.
Ultimately, the guarantees you demand should let you answer three questions quickly:
- Who had access
- What changed
- What’s the response time
Demanding these guarantees is key as your systems run your business. You owe it to your staff and customers to know how data is handled, how quickly you can answer an audit, and what happens when something goes wrong.
