Trust, Transparency and Ownership: Choosing the Right MSP

Managed Service Providers (MSPs) sit at the heart of modern IT operations. Companies outsource network monitoring, cloud management and security to these specialists and, in doing so, hand over keys to their most critical infrastructure. When a provider operates ethically, this partnership delivers efficiency and resilience. But when an MSP lacks integrity, the consequences can be severe: hidden fees, compromised security and data held hostage. To protect your business, it’s essential to understand how far‑reaching MSP access can be, who owns your systems and data, and why transparency matters.

The Extent of MSP Access

Most MSPs use remote monitoring and management (RMM) tools and administrator accounts to manage multiple customer environments. These tools provide the ability to deploy software, reset passwords and troubleshoot issues across entire networks. When properly configured, they save time and improve service; when misused or compromised, they become a high‑value target for attackers.

Cyber‑security agencies in the Five Eyes intelligence alliance have warned that cybercrime groups are increasingly targeting MSPs to “gain access to their clients and users”. Compromising one provider can grant adversaries entry into hundreds of downstream networks. Remote monitoring tools exacerbate this risk; threat researchers at Huntress note that once attackers compromise an MSP’s RMM instance, they have direct access to the MSP’s entire customer base. The 2021 Kaseya VSA supply‑chain attack demonstrated the scale of this threat; although only 50–60 MSPs were hit, up to 2,000 of their clients experienced ransomware.

Even without malicious actors, broad administrative privileges create vulnerabilities. A whitepaper on Microsoft 365 delegated administration explains that giving full global admin rights to regional or local IT groups can be “a special kind of security nightmare”. Microsoft cautions that organizations should limit themselves to only 2–4 global admins because uncontrolled admin roles make the company susceptible to breaches. The same paper highlights that built‑in delegated admin roles are “too far‑reaching” and don’t allow fine‑grained access or clear auditing. In other words, an MSP with a blanket admin role can see and change far more than is necessary to perform routine tasks.

BlackFog’s 2025 analysis of supply‑chain attacks echoes this concern: MSPs are “trusted insiders by default” who need wide access to a client’s network to do their job. Security‑oriented providers mitigate these risks by adopting zero‑trust frameworks—requiring continuous authentication and routinely reviewing privileged accounts. If your provider insists on deploying zero‑trust and least‑privilege principles, it’s a good sign that they understand their responsibility to safeguard your environment.

Data and Systems: Who Really Owns Them?

In a healthy partnership, you own your systems and data while the MSP manages them on your behalf. Unfortunately, some unethical providers leverage their control to lock clients in. Ethical MSP Systems X warns that certain providers will hold client data hostage when the customer tries to leave or charge exorbitant fees for data access. Their advice is clear: your policies must ensure clients retain “full ownership and control of their data” at every stage. The same article contrasts ethical and unethical practices: unethical providers hold data hostage during off‑boarding, while ethical ones ensure seamless data transfer and ownership.

Contractual clarity is essential. A comprehensive IT managed services contract should include data ownership and control provisions stating that the client retains complete ownership of all data. Avoid agreements with vague language about data access after termination—these can make it difficult to switch providers. Syncro’s guide to MSP contracts echoes this, advising that contracts include explicit data ownership clauses defining who owns the data and how it will be returned.

Transparency in Contracts and Communication

Trust is built on transparency—knowing what your provider is doing, how much it costs and how they handle issues. A blog on managed IT transparency recommends several practices: using client portals to share performance reports, clearly communicating service‑level agreements and resolution timelines, and openly explaining configuration changes and updates. Providers should also be transparent about data protection protocols and comply with privacy laws. Terms and conditions must be explained in plain language so clients understand what they are paying for.

Equally important is a clear termination process. Syncro notes that termination clauses should outline off‑boarding steps, including how to transfer logs and resolve open tasks. CMIT Solutions recommends scrutinizing termination clauses to avoid “excessive penalties” and ensuring contracts contain reasonable exit provisions. Ethical providers commit to no surprise billing, transparent pricing and clear communication about additional work.

Protecting Your Business

Given the scope of MSP access, how can businesses protect themselves while still benefiting from outsourced IT? Consider the following guidelines:

1. Apply zero‑trust and least‑privilege principles. Limit the number of global admin accounts and ensure each account has only the permissions necessary to perform its duties. Question providers about their privilege management practices and insist on regular audits.

2. Understand the role of RMM tools. RMM platforms grant deep access to all endpoints. Ask your MSP how they secure these tools and what controls are in place to prevent unauthorized use. Huntress emphasises that a compromised RMM can grant attackers unfettered access to your entire environment.

3. Review contracts for data ownership and termination clauses. Ensure your agreements state that you retain full ownership of all data, with clear procedures for data return and minimal penalties for ending the relationship.

4. Demand transparency and proof of best practices. Reliable MSPs will share performance metrics, incident reports and security protocols openly. They will also insist on multi‑factor authentication, regular credential rotation and zero‑trust architectures.

5. Plan for supply‑chain resilience. Understand that outsourcing does not transfer accountability. BlackFog advises that organizations must maintain vigilance, validate MSP behavior and shoulder responsibility for their own security posture. Implementing internal monitoring and data‑loss prevention tools can detect anomalies even when a trusted partner is compromised.

Final Thoughts

MSPs can be invaluable allies in managing complex technology environments, but only when they operate with integrity. The breadth of access required to support multiple clients makes them attractive targets and potential points of failure. By insisting on transparency, least‑privilege access and clear data ownership rights, businesses can enjoy the benefits of outsourced IT without sacrificing control. As supply‑chain attacks continue to rise and unscrupulous providers exploit their position, adopting a “painfully light and disproportionately lethal” approach—minimising privilege while maximising effectiveness—will be critical. Ultimately, trust must be earned through consistent actions and clear agreements, not assumed.