DPO outsourcing / GDPR compliance
Ensure your organization remains GDPR-compliant without the need to create an internal Data Protection Officer position.
Crowe Poland
DPO outsourcing - external data protection officer for your organization
Does your company process customer, employee, or contractor data, but you are unsure whether your processes comply with GDPR?
Mistakes in personal data protection can result in:
- administrative fines,
- loss of customer trust,
- audit-related issues,
- delays in IT projects,
- data breach risks,
- additional burden on management, HR, legal, and IT teams.
DPO outsourcing helps reduce compliance risks, streamline data protection processes, and meet regulatory requirements without creating an additional internal position.
At Crowe, we provide outsourced Data Protection Officer services, delivering ongoing support from a dedicated expert who ensures compliance with GDPR and local data protection regulations.
Crowe Poland
What is DPO outsourcing?
DPO outsourcing means appointing an external expert to perform the duties of a Data Protection Officer. The outsourced DPO monitors GDPR compliance, supports audits and documentation, handles data subject requests, and serves as a point of contact with supervisory authorities. GDPR expressly allows the DPO function to be performed under a service agreement.
Scope of DPO outsourcing services
Our DPO outsourcing services include:
- Acting as Data Protection Officer (DPO)
- Ongoing GDPR advisory services
- GDPR compliance audits
- Documentation management
- Records of processing activities (ROPA)
- Data Protection Impact Assessments (DPIA)
- Legitimate Interest Assessments (LIA)
- Data Processing Agreements (DPA)
- Joint controllership arrangements
- Joint controllership arrangements
- Standard Contractual Clauses (SCCs)
- Transfer Impact Assessments (TIA)
- International data transfer support
- Data breach management
- Communication with supervisory authorities
- GDPR training
- IT project support
- AI Act compliance support
Reduce compliance risks and strengthen personal data protection
Gain support from a dedicated Data Protection Officer and access to Crowe’s specialists in compliance, HR, tax, and business process security.
Crowe Poland
GDPR and AI compliance support
An increasing number of organizations are implementing AI-based solutions. We assist clients in assessing AI projects for compliance with GDPR and the AI Act, conducting DPIAs, evaluating legal bases for data processing, and implementing AI governance requirements.
Who we work for
Our DPO outsourcing services are designed for organizations that process personal data and want to ensure GDPR compliance, including:
- e-commerce companies,
- technology and SaaS providers,
- manufacturing businesses,
- healthcare and service organizations,
- organizations with extensive HR operations,
- foreign-owned companies operating in Poland,
- businesses preparing for audits, inspections, or system implementations.
Schedule a consultation with a GDPR expert
Not sure whether your organization is required to appoint a DPO or whether your existing processes meet GDPR requirements? During a consultation, we will identify key risks and recommend the next practical steps.
Where do companies most often make GDPR compliance mistakes?
Most GDPR violations are not intentional. They stem from insufficient procedures and inadequate oversight of personal data processing. Common issues include:
- inadequate security measures,
- outdated or incomplete GDPR documentation,
- outdated or incomplete GDPR documentation,
- delays in fulfilling data subject rights requests,
- failure to report personal data breaches,
- improper access rights management,
- lack of employee training and internal procedures.
The consequences may include administrative fines, corrective orders, civil liability, reputational damage, and operational disruptions. Ongoing supervision by a Data Protection Officer significantly reduces these risks and helps maintain compliance.
Why Crowe?
Our experts serve as Data Protection Officers for organizations across multiple industries. We support clients during regulatory inspections, conduct compliance audits, deliver training, and participate in implementing new systems and business processes. At Crowe, we combine in-depth knowledge of local regulations with extensive experience supporting international organizations. We assist clients not only with GDPR but also with accounting, payroll, tax, compliance, ESG, and technology-related matters.
Comprehensive support
Data protection increasingly overlaps with cybersecurity, artificial intelligence, HR systems, payroll outsourcing, and financial processes. Thanks to Crowe’s multidisciplinary team, we provide comprehensive support by combining expertise in: GDPR, AI Act compliance, information security, law, tax, compliance.
What does cooperation with Crowe look like?
Crowe Poland
DPO Outsourcing vs. internal DPO
| Criteria | Crowe DPO Outsourcing | Internal DPO |
|---|---|---|
| Cost | Flexible scope and predictable budget | Employment, training, and replacement costs |
| Expertise | Access to legal, compliance, and IT specialists | Knowledge limited to one person or a small team |
| Independence | Lower risk of conflicts of interest | Potential conflict between operational and supervisory roles |
| Continuity | Backup resources and uninterrupted service | Vacation and turnover risks |
| Knowledge updates | Continuous regulatory monitoring | Requires self-managed training and tracking |
| Scalability | Easy expansion of service scope | More difficult as the organization grows |
Benefits for your organization
External Data Protection Officer - frequently asked questions
What is DPO outsourcing?
DPO outsourcing involves assigning Data Protection Officer responsibilities to an external specialist or professional services firm. The external DPO monitors GDPR compliance, provides advice, supports audits and documentation, manages breaches, and liaises with supervisory authorities.
Can a DPO be an external provider?
Yes. Under Article 37(6) GDPR, a Data Protection Officer may be a staff member or may perform their duties under a service contract.
When must a company appoint a DPO?
The obligation generally applies to public authorities and organizations whose core activities involve large-scale monitoring of individuals or large-scale processing of special category data.
Who is a Data Protection Officer?
A Data Protection Officer is an independent expert responsible for monitoring compliance with data protection legislation, advising the organization, promoting awareness, and acting as a contact point for supervisory authorities and data subjects.
What are the responsibilities of a DPO?
Key responsibilities include: monitoring GDPR compliance, advising management and employees, providing training, reviewing new projects and processes, assisting with risk assessments and DPIAs, acting as the primary contact for regulators and data subjects.
How much does DPO outsourcing cost?
The cost depends on the organization's size, number of processes, scale of data processing, IT complexity, and required scope of support. A short assessment is typically needed before preparing a quote.
Does DPO outsourcing include a GDPR audit?
Yes. A GDPR audit can be part of the onboarding process and helps identify gaps in documentation, processes, systems, and supplier relationships.
Is DPO outsourcing GDPR-compliant?
Yes. Provided the external DPO meets GDPR requirements regarding expertise, independence, and ability to perform the required duties.
Can one DPO serve a group of companies?
Yes. GDPR allows a single DPO to serve a group of undertakings, provided the DPO is easily accessible to each entity and relevant data subjects.
Can a DPO assist during regulatory inspections?
Yes. The DPO supports the organization throughout inspections, helps prepare documentation, coordinates communication with authorities, and assists with implementing corrective actions.
Does DPO outsourcing include breach notification support?
TYes. We assist in assessing incidents, determining notification obligations, preparing documentation, and coordinating the reporting process.
Can a DPO support IT projects?
Yes. The DPO helps incorporate privacy-by-design and privacy-by-default principles, reviews projects from a data protection perspective, and supports DPIA processes where necessary.
Is DPO outsourcing suitable for small businesses?
Yes. DPO outsourcing is an effective solution for both small and large organizations. It allows smaller businesses to access expert support without hiring a full-time specialist.
Is DPO outsourcing more cost-effective than hiring an internal DPO?
In most cases, yes. It eliminates recruitment, salary, training, and replacement costs while providing access to a broader range of expertise and practical experience.
Contact Crowe for a DPO outsourcing proposal
Discover how we can help strengthen personal data protection within your organization.
Violetta Matusiak
Data Protection Inspector