Collaboration, Information Governance & Privacy

At Digital Solutions, I help organisations improve operational maturity by strengthening the way information, people, processes, data, technology and governance work together.
 
Successful projects often require secure collaboration and information sharing. Where appropriate, we may use Microsoft 365 services such as Teams, SharePoint and OneDrive to support project delivery. This page explains how information is managed, how access is provided, and how privacy is protected throughout our engagement.

1. Collaborative Working

To support effective delivery, you may be given access to project workspaces, shared documents or collaboration tools.
When access is provided:
  • Access is limited to information relevant to your project.
  • You will only be able to view resources specifically shared with you.
  • Access can be amended or removed at any time where required.
  • Authentication is managed through your own Microsoft account or another approved identity provider.
  • Collaboration is designed to support the secure exchange of information while maintaining clear governance and accountability.

2. Information You Share

During an engagement, you may provide information including:
  • Contact details and business information.
  • Project documentation.
  • Process information and operational procedures.
  • Data required to support analysis, recommendations or implementation activities.
  • Communications relating to project delivery.
Information shared should be limited to what is necessary for the agreed scope of work.

3. Information I May Access

Depending on the agreed scope of work, Digital Solutions may require access to your systems, information, documentation or collaboration environments to deliver services effectively.
This may include:
  • Microsoft 365 environments, including Teams, SharePoint, OneDrive and related services.
  • Business processes and operational documentation.
  • Reporting and management information.
  • Governance, compliance and risk documentation.
  • Other business systems explicitly approved for review or improvement activities.
 
Access is always limited to what is necessary for the agreed engagement and is granted only with appropriate authorisation.
 
Digital Solutions will never access systems, information or data outside the agreed scope of work.

4. Information Security & Governance

Digital Solutions recognises that protecting information is fundamental to organisational trust, governance and operational resilience.
To support secure service delivery:
  • Information is handled in accordance with recognised information security principles.
  • Access is restricted to authorised individuals and systems.
  • Appropriate technical and organisational measures are implemented to protect information.
  • Information is processed only for legitimate business purposes directly related to the engagement.
  • Confidential information is not disclosed to third parties without permission unless required by law.
 
Where collaboration platforms such as Microsoft 365 are used, security controls including authentication, permissions management and audit capabilities help maintain the confidentiality, integrity and availability of information.

5. Confidentiality

All information shared during an engagement is treated as confidential.
This includes, but is not limited to:
  • Business strategies
  • Operational processes
  • Internal documentation
  • System configurations
  • Commercial information
  • Customer and supplier information
  • Governance and compliance records
 
Confidentiality obligations continue beyond the completion of the engagement unless otherwise agreed in writing.
Information obtained during an engagement will only be used for the purpose of delivering agreed services and supporting client outcomes.

6. Data Retention

Information is retained only for as long as necessary to:
  • Deliver agreed services.
  • Meet contractual obligations.
  • Support legitimate business records.
  • Comply with legal, regulatory or professional requirements.
Information that is no longer required will be securely deleted or archived in accordance with appropriate retention practices.

7. Your Responsibilities

To support secure and effective collaboration, you are responsible for:
  • Using authorised accounts to access shared resources.
  • Protecting your login credentials.
  • Ensuring information shared is appropriate and necessary.
  • Maintaining confidentiality within your organisation.
  • Informing Digital Solutions if access should be amended or removed.

8. Terms, Agreements & Data Protection

Where applicable, engagements are supported by project proposals, statements of work, terms and conditions, or other written agreements. These documents may include details relating to:
  • Scope of services
  • Deliverables and outcomes
  • Responsibilities of each party
  • Confidentiality requirements
  • Data protection and GDPR considerations
  • Intellectual property
  • Commercial arrangements
  • Applicable limitations of liability
Relevant documentation will be provided as appropriate for the engagement.

9. Contact

If you have any questions regarding information governance, privacy, data handling or collaborative access, please contact:
Adelle King
Digital Solutions
📧 adelleking@akdigitalsolutions.co.uk