International data transfers remain a key consideration for organisations working with global suppliers, cloud platforms and outsourced service providers. For procurement teams, ensuring supplier contracts include appropriate data protection safeguards is essential to managing compliance, reducing risk and maintaining effective third-party governance.
As organisations continue to adopt digital technologies and work with suppliers across international markets, personal data is increasingly transferred, stored and accessed across borders. This makes understanding how suppliers handle personal data a critical part of the procurement and contract management process.
What Are International Data Transfers?
Under the UK General Data Protection Regulation (UK GDPR), organisations must ensure that personal data transferred outside the UK continues to receive an appropriate level of protection.
A restricted transfer occurs when personal data is transferred to a country outside the UK that does not have an adequacy decision from the UK government.
Where a restricted transfer takes place, organisations must put appropriate safeguards in place. These safeguards help ensure personal data remains protected when handled by overseas suppliers, technology providers or other third parties.
Common transfer mechanisms include:
- International Data Transfer Agreement (IDTA)
- UK International Data Transfer Addendum used alongside the European Commission’s Standard Contractual Clauses (SCCs)
- Other approved transfer mechanisms recognised under UK GDPR
The Information Commissioner’s Office (ICO) recognises the IDTA and UK Addendum as appropriate safeguards for organisations carrying out restricted international transfers.
Why Procurement Teams Need to Consider International Data Transfers
International data transfers are often embedded within supplier relationships and may not always be immediately visible during the procurement process.
For example, a supplier providing:
- Cloud-based software solutions
- Managed IT services
- Procurement platforms
- HR systems
- Customer relationship management platforms
- Outsourced business services
may process personal data across multiple locations, including countries outside the UK.
Procurement teams therefore play an important role in ensuring suppliers meet data protection requirements before contracts are awarded and throughout the supplier lifecycle.
Reviewing Supplier Contracts for UK GDPR Compliance
Effective contract management requires organisations to understand how suppliers process personal data and whether appropriate protections are included within contractual agreements.
When reviewing supplier contracts, procurement teams should consider:
1) Understanding Where Data Is Stored and Processed
Supplier agreements should provide transparency around:
- Where personal data is stored
- Where data can be accessed from
- Whether international transfers take place
- Which subcontractors or third parties are involved
Understanding the full supplier ecosystem helps organisations identify potential compliance risks before they become issues.
2) Ensuring Appropriate Contractual Safeguards Are Included
Supplier contracts should include suitable data protection provisions where personal data is being transferred internationally.
This may include:
- Data processing agreements
- International transfer mechanisms
- Supplier obligations around confidentiality and security
- Requirements for managing subcontractors
Procurement teams should work closely with legal, information security and data protection specialists to ensure agreements meet organisational requirements.
3) Managing Third-Party Risk
Supplier selection should consider more than cost, delivery capability and commercial value.
Organisations should also assess:
- Data protection responsibilities
- Information security controls
- Regulatory compliance
- Supplier resilience
- Subcontractor management processes
Embedding these considerations into procurement processes helps create stronger supplier relationships and reduces exposure to third-party risk.
The Importance of Ongoing Contract Management
International data transfer requirements should not only be considered during the initial sourcing process.
Supplier arrangements change over time. Providers may introduce new technology platforms, change hosting locations, appoint subcontractors or expand their operations into new countries.
Regular contract reviews and supplier governance activities help organisations maintain visibility and ensure agreements remain aligned with regulatory requirements.
The Role of Procurement in Data Protection Governance
Data protection is no longer solely an IT or legal responsibility. Procurement teams have an important role in ensuring suppliers operate responsibly and contractual obligations are clearly defined.
By incorporating data protection considerations into sourcing strategies, supplier assessments and contract management processes, organisations can improve compliance, strengthen supplier relationships and reduce commercial risk.
How Barkers Can Help
Barkers supports organisations in improving procurement performance through effective sourcing strategies, supplier management and contract management solutions.
Our procurement specialists help organisations establish stronger commercial controls, improve supplier governance and manage complex third-party relationships.
Contact Barkers today to understand how we can support your procurement objectives.