Microsoft Priva: Privacy Risk & Subject Rights Management for Microsoft 365
Take control of personal data inside Microsoft 365. Priva surfaces privacy risks (over-exposed files, data transfers, over-retention), guides employees to fix them, and automates Subject Rights Requests—helping you comply with GDPR, the Australian Privacy Act and the Victorian PDP Act without bolt-on tools.
Why organisations deploy Priva
- Built-in visibility – scans Exchange, SharePoint, OneDrive and Teams for personal data and risky behaviours.
- Policy templates, not blank pages – start with Data Overexposure, Data Transfer or Data Minimisation policies and refine in minutes.
- Employee-centric remediation – sends users contextual tips (“remove TFN from meeting chat”) instead of IT-only alerts.
- End-to-end Subject Rights Requests – locate, review, redact and export data for access or erasure in a single workspace.
- Multicloud reach – connectors search Azure, Salesforce and custom sources (preview).
- Native licensing – included in Microsoft 365 E5 Compliance or available as an add-on; no extra infrastructure to manage.
Key Capabilities
Privacy Risk Management
Detect over-shared files, excessive retention and risky transfers; track trends on the Priva dashboard.
Subject Rights Requests (SRR)
Automate DSAR / FOI workflows—collect, review, redact and export data, then log fulfilment actions for auditors.
Consent Management (new 2024)
Capture and honour customer consents; verify usage versus purpose to avoid unlawful processing
User Awareness Emails
Nudge employees to remediate issues with step-by-step guidance; measure reduction in risk over time
Multicloud Data Agents
Query non-M365 systems via low-code connectors, bringing external data into SRR reviews and exports
Metrics & Reporting
Out-of-the-box Power BI visuals show open risks, policy efficacy and SRR cycle times – evidence your privacy programme’s ROI.
Micrsoft Priva vs. Manual Privacy Workflows
| Requirement | Spreadsheets & Email | Microsoft Priva |
|---|---|---|
| Identify over-exposed personal data | Manual file sampling | ✔ Automated scans & dashboards |
| Notify users to fix issues | Ad-hoc emails | ✔ Contextual “self-service” notifications |
| Subject Rights Request Search | Multiple IT Tickets | ✔ One wizard across Microsoft 365 + connectors |
| Redaction & export | Copy-paste into Word/PDF | ✔ In-tool redaction, encrypted export |
| Audit logging | Shared folders | ✔ Immutable activity log |
Typical Outcomes
60 % drop in over-exposed files in 3 months
User-friendly prompts guide staff to fix sharing and retention issues, slashing privacy risk and unnecessary storage across Microsoft 365.
SRR cycle time cut from 10 days to < 48 hours
Automated search, review, redaction and export workflows replace week-long email chains and spreadsheets, ensuring every request is tracked and auditable.
Audit-ready evidence
GDPR, APP and ISO 27701—every action is logged and reported, eliminating manual screenshots and giving auditors clear, consolidated proof on demand.
Is Priva right for you?
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Rapid visibility of privacy risks in Microsoft 365.
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A scalable, auditable process for Data Subject / Privacy Act access requests.
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Employee-friendly remediation without extra infrastructure.
Pair Priva with Microsoft Purview (for DLP & Retention) or AvePoint Opus (for multi-stage lifecycle rules) to cover the full information-governance spectrum.
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Ready to see Priva in action?
Book a 30-minute demo and discover how Microsoft Priva can turn privacy obligations into a streamlined, user-friendly process.