If your company is based in the EU and using monday.com, there’s an important consideration you should be aware of. If your account was created before January 2023, your data may still be hosted on US servers. While monday.com introduced EU data residency in 2023, accounts created earlier remain on US hosting, which could put you at risk of non-compliance with EU data protection regulations.

In this post, we’ll explain why migrating to EU data hosting could be essential for your business and how, as a trusted monday.com partner, we can help guide you through a smooth migration process to ensure compliance, privacy, and security.

1. What is data residency?

Data residency refers to where your data is “hosted”. It is the physical location where your data is stored and processed. However, data residency is not just about where the servers are located—it’s about the legal jurisdiction and the regulations governing how that data is handled.

For example, if your monday.com account is hosted on US servers, your data is subject to US laws, which may not offer the same level of privacy protection as EU regulations, like the GDPR. Conversely, if your account is hosted in the EU, your data will be subject to EU data protection laws, which are among the strictest in the world.

Understanding data hosting and residency is essential for ensuring that your business complies with privacy laws, protecting your customers’ data, and avoiding any security risks.

2. What types of data are stored in monday.com?

When using monday.com, different types of data are stored, and each may be hosted in different regions based on your account settings.

Customer data

This includes all data uploaded by users, such as files, images, tasks, and updates. This data is stored in either the US or EU data region, depending on your account’s data hosting.

Account data

This includes user credentials, profiles, usage analytics, and metadata from automations and integrations. This data is always stored in monday.com’s default US data region, regardless of your data hosting choice.

Understanding the distinction between customer and account data is important, as it can influence your decision to migrate to EU data hosting for GDPR compliance.

3. The risks of staying on US hosting and data residency

US data residency means your data is subject to US laws, which are not as strict as the EU’s GDPR. This introduces several risks for EU-based businesses, such as:

Non-compliance with data protection laws

The GDPR mandates strict rules on how data is handled, stored, and transferred within the EU. Data hosted in the US is not automatically bound by these regulations, which could lead to compliance issues.

Privacy and security vulnerabilities

US data protection laws are more relaxed compared to the EU’s, potentially exposing your business to privacy breaches. In some cases, US laws allow government agencies to access data stored on US servers under broad surveillance powers.

Changing political landscape

Shifting US policies could further relax data protection standards, complicating compliance for EU-based businesses. Keeping your data in the US could lead to unpredictable risks regarding data handling and privacy.

4. Why migrating to EU data hosting is crucial

Migrating your monday.com account to EU data hosting is not just about switching servers. It’s a strategic move to safeguard your business’s legal standing and protect your data from potential risks. Here’s why this migration is essential for your company:

• GDPR compliance: Migrating to the EU ensures you meet GDPR requirements, avoiding legal penalties and demonstrating your commitment to privacy.
• Stronger data protection: The EU’s data protection laws are among the world’s most robust. Hosting your data in the EU ensures it benefits from the highest security standards, protecting your business from breaches and unauthorized access.
• Minimizing risks from US data policies: US data residency subjects your data to US laws, which are less stringent than EU laws. By migrating to the EU, you ensure more control over how your data is managed and stay ahead of any regulatory shifts in the US.
• Future-proofing your business: As data privacy concerns intensify globally, complying with EU regulations helps your business stay competitive. By migrating now, you future-proof your company, ensuring compliance with evolving data protection laws.
• Customer trust and reputation: Data privacy is a key concern for consumers, particularly in the EU. Migrating your data to the EU demonstrates that you prioritize privacy, enhancing customer trust and strengthening your business reputation.

5. How to check where your account’s data is currently hosted

If you’re unsure where your monday.com account data is hosted, it’s easy to find out. Simply follow these steps:

1. Click on your profile picture in the top-right corner of your monday.com account.

2. Select “Administration” from the menu.

3. In the Administration panel, navigate to the “General” tab.

4. In your profile section, you can find your data residency: ‘Your data is stored in’.

This simple check will allow you to confirm if your data is hosted in the EU or US region.

6. The migration process: how to switch to EU data hosting

Migrating your monday.com account to EU data hosting requires careful planning. Since the US and EU servers are not directly compatible and cannot communicate with each other due to data protection regulations, migrating your data isn’t an automatic process.

Instead, the migration involves creating a new account in the EU data region, and all your data must be manually transferred from your current account to the new one.

If you decide to switch to the EU data region, feel free to reach out to us here at Tryve, your local monday.com partner. Our team will help you through this migration process, transferring your data securely, so your information is hosted in the EU data center going forward. This ensures that your account remains fully compliant with GDPR regulations.

7. Why you need professional help for migration

Handling a monday.com data migration on your own can be challenging. It’s important to ensure that your data is transferred securely, without compromising privacy or security. That’s why partnering with professionals like us is crucial.

As your local monday.com partner, we will:

– Guide you through the migration process, ensuring a smooth transition with minimal downtime.

– Ensure full compliance with GDPR and other relevant data protection regulations.

– Address any potential security concerns during the data migration.

– Provide post-migration support to ensure your new EU-hosted account functions seamlessly.

Having us handle your data hosting migration ensures that you avoid common pitfalls, remain compliant, and have the support you need at every step of the process.

Conclusion

Migrating your monday.com account to EU data hosting isn’t just a technical upgrade. It’s a strategic decision to enhance compliance with GDPR and safeguard your data from legal and security risks. To fully understand how GDPR impacts your business, we recommend reviewing the Rules for businesses and organizations from the European Union.

Ready to make the switch to EU data hosting? As a trusted monday.com partner, we’ll guide you through every step of the migration process, ensuring a seamless and secure transition.

Get in touch today via our contact form or email us at [email protected]. We’re here to help.