When your business uses cloud services, the provider often keeps detailed logs of activity on their systems. These logs record who accessed what data, when, and from where. For UK businesses, these records can be crucial if the Information Commissioner's Office (ICO) requests evidence during a data protection audit or investigation. Essentially, cloud provider logs help show whether your business handled personal data responsibly and followed UK GDPR and Data Protection Act 2018 requirements.
Why this matters for UK SMEs
Maintaining clear logs is not just a technical detail—it directly impacts your business's ability to demonstrate compliance and respond to data incidents. Without access to proper logs, you risk longer investigations, potential fines, or damage to your reputation. For example, if a customer queries a data breach or a lost record, you need to prove what happened and when. Cloud logs help reduce downtime and uncertainty by providing a reliable audit trail, which also supports customer trust and staff confidence.
A typical scenario
Imagine a UK SME with around 50 employees using a cloud-based customer relationship management (CRM) system. One day, the business notices unusual activity suggesting unauthorised access to customer records. The company contacts its cloud provider to request logs showing access details and changes to the data. A good cloud provider can supply these logs promptly, enabling the SME's IT advisor to investigate the incident, notify affected customers if required, and provide evidence to the ICO if needed. Without these logs, the business would struggle to prove what happened, potentially increasing regulatory risk and customer dissatisfaction.
Practical checklist for UK businesses
- Ask your cloud provider: What types of logs do you keep (access, changes, errors)? How long are they retained? Can you provide logs on request for audit or incident investigation?
- Review service agreements: Check if log access and retention meet your compliance needs, including ICO audit readiness and Cyber Essentials requirements.
- Implement strong access controls: Use multi-factor authentication (MFA) and role-based permissions to reduce unauthorised access risks.
- Maintain your own records: Complement provider logs with internal monitoring and incident response documentation.
- Test log retrieval: Periodically request sample logs from your provider to ensure they are complete and accessible.
- Include logging requirements in supplier questionnaires: When selecting cloud services, specify your need for detailed, timely logs to support compliance and investigations.
Next steps
Understanding the logging capabilities of your cloud provider is a key part of managing data protection risks and preparing for ICO audits. Speak with a trusted managed IT provider or IT advisor who can help you assess your current cloud services, clarify logging and retention policies, and implement practical controls aligned with UK security standards. This approach helps protect your business, supports compliance, and builds resilience against data incidents.