Power Platform Governance: Protecting Your Data with DLP Policies
As the number of businesses which rely on the Power Platform to streamline operations and automate processes increases, one of the most important aspects of governance is ensuring that data is managed securely. The risk of data breaches, compliance failures, or unauthorized access is something most IT teams are very aware of. This is where Data Loss Prevention (DLP) policies come into play.
In this third part of our governance series, we’ll focus on implementing Data Loss Prevention (DLP) policies to safeguard sensitive information in Power Platform environments, ensuring that your organization remains compliant and secure while automating business processes.
What Are Data Loss Prevention (DLP) Policies?
DLP policies in the Power Platform help control the flow of sensitive data between applications, ensuring that data doesn’t end up in the wrong hands or outside trusted environments. DLP policies allow administrators to define which connectors are safe to use and set rules that govern how data can be shared across different services.
At a basic level, DLP policies let you categorize connectors into two groups:
Business Data Only: These connectors are allowed to handle and share business-critical data.
No Business Data Allowed: These connectors are restricted from accessing business-sensitive data and can only interact with non-sensitive information.
By setting these boundaries, you ensure that sensitive data stays within secure, approved systems and doesn’t flow into consumer-grade or less secure applications (e.g., Twitter, Dropbox, or Gmail).
Why Are DLP Policies Important?
DLP policies are vital for maintaining data security and compliance within your Power Platform environment. Here are the key reasons why every organization should prioritize DLP policy implementation:
Prevent Data Leaks:Without DLP policies, users could inadvertently send sensitive information through unsecured connectors. For example, an employee might share confidential business data using a consumer email service or cloud storage platform, increasing the risk of a data breach.
Regulatory Compliance:Many industries, especially finance and healthcare, are subject to strict regulations (e.g., GDPR, HIPAA). DLP policies ensure that data is handled in accordance with these regulations by limiting how and where sensitive data is shared.
Maintain Control Over External Connectors:Power Platform’s flexibility means that users can connect to a wide range of third-party services. DLP policies give you control over which connectors are used, ensuring that only trusted services handle business-critical information.
Mitigate Insider Threats:While external threats are a major concern, insider threats (whether accidental or malicious) also pose a risk. By implementing DLP policies, you can reduce the likelihood of employees inadvertently sharing sensitive data with unauthorized systems.
How to Set Up Data Loss Prevention (DLP) Policies
Implementing DLP policies within the Power Platform is straightforward, but it requires thoughtful planning. Follow these steps to set up and manage effective DLP policies:
Step 1: Categorize Your Connectors
Before setting up your policies, you need to understand the connectors your organization uses. Power Platform provides a wide range of connectors, from enterprise-grade services like Microsoft 365 and Dynamics 365 to consumer-focused connectors like Twitter or Dropbox.
Business Data Only Connectors:These are trusted connectors approved for handling sensitive or business-critical data. Examples include Microsoft 365, SQL Server, and Dynamics 365.
No Business Data Allowed Connectors:These are consumer-grade connectors that should not handle sensitive business data. Examples include social media platforms (Twitter, Facebook) or consumer cloud storage services (Dropbox, OneDrive for Personal).
Custom Connectors:If your organization uses custom connectors, review them carefully. Ensure they meet security standards before categorizing them as "Business Data Only."
Step 2: Create and Enforce DLP Policies
Once you’ve categorised your connectors, it’s time to create your DLP policies. You can configure policies at either the environment level or across multiple environments.
Navigate to the Power Platform Admin Center.
Select ‘Data Policies’ from the menu.
Create a new policy and give it a descriptive name (e.g., "Finance Department DLP Policy").
Define your policy rules by choosing which connectors are allowed to handle business data and which ones are restricted.
Move trusted connectors (like Microsoft 365) to the “Business Data Only” category.
Move non-secure connectors (like Twitter or Dropbox) to the “No Business Data Allowed” category.
Apply the policy to your selected environments.Make sure that each environment has a DLP policy that matches its security requirements. For example, your production environment might have stricter rules than your development environment.
Step 3: Regularly Review and Update Your DLP Policies
The landscape of data security is constantly evolving, and so should your DLP policies. Regularly review the connectors your teams are using and update your policies as new connectors are introduced or as business needs change.
Review policy logs and connector usage to spot any potential policy violations or risks.
Audit custom connectors to ensure that they continue to meet security standards.
Common DLP Policy Pitfalls and How to Avoid Them
While setting up DLP policies is straightforward, there are a few common pitfalls that organizations can encounter. Here’s how to avoid them:
1. Ignoring Custom Connectors
Many organizations overlook custom connectors when setting up DLP policies. This can be risky because custom connectors may not meet the same security standards as pre-built connectors. Always review and categorize custom connectors carefully to ensure they comply with your DLP policy.
2. Applying One-Size-Fits-All Policies
Different environments and teams have different needs. A single, blanket DLP policy might not be sufficient to cover all scenarios. Instead, tailor your DLP policies to each environment (development, testing, production) and business unit (e.g., Finance, HR) to ensure they’re appropriately secured.
3. Forgetting to Monitor Policy Compliance
Setting up DLP policies is just the beginning—ongoing monitoring is key to maintaining security. Make sure you’re regularly reviewing logs and policy enforcement reports to catch any breaches or policy violations early.
Ensuring Compliance with Industry Regulations
Data protection regulations like GDPR and HIPAA mandate strict data handling practices, especially when it comes to sharing and storing sensitive information. Properly implemented DLP policies can help your organization meet these regulatory requirements by controlling how and where data is shared.
For example:
GDPR Compliance: DLP policies can help prevent the sharing of personal data through unapproved connectors or services, ensuring that data is handled in line with GDPR’s strict privacy regulations.
HIPAA Compliance: In the healthcare industry, DLP policies ensure that sensitive patient data (e.g., PHI) is only shared through HIPAA-compliant services like Microsoft 365 or Dynamics 365.
DLP policies play a critical role in demonstrating compliance during audits, showing that your organization has taken steps to protect sensitive data and prevent unauthorized access.
Conclusion
Data is the lifeblood of modern businesses, and protecting it should be a top priority. With proper DLP policies in place, you can ensure that your Power Platform apps and workflows are secure, compliant, and well-governed.
By carefully categorizing connectors, enforcing DLP policies across environments, and monitoring their usage, you can prevent data leaks, maintain regulatory compliance, and mitigate insider threats—all while empowering your teams to innovate and automate with confidence.
In the final part of our series, we’ll dive into Monitoring and Optimizing Power Platform Governance, where we’ll explore how to track activity, audit workflows, and continuously improve your governance strategy.
Stay tuned for Part 4: Monitoring and Optimizing Power Platform Governance.
With your environments and data policies in place, the final step is ongoing monitoring and optimization.