Most business owners assume they own their domain, their email system, and their IT accounts, simply because they pay the bill. In a surprising number of cases, that's not actually true - and it usually only comes to light when the business tries to leave its current IT provider.
Why This Happens
It's rarely deliberate. When a business first sets up email or a website, it's often the IT provider who registers the domain, creates the Microsoft 365 tenant, or sets up licensing, simply because it's faster for them to do it under an account they already manage. Over time, nobody circles back to formally transfer ownership to the business itself. It works fine until the relationship changes.
What to Check: The Four Areas That Matter
1. Domain Registration
Run a WHOIS lookup on your domain. The registrant name and contact email should be your business, not your IT provider's business name or a generic support address. If it's not, request a registrant transfer - most Australian registrars process this within a few business days once verified.
2. Microsoft 365 or Google Workspace Tenant
Your business should have at least one global admin account that only your business controls, separate from any admin account your IT provider uses day to day. Confirm the tenant itself is registered under your business's details, not created and owned under the provider's own reseller account.
3. Software Licensing
Check whether your Microsoft 365, security tools, or other subscriptions are billed directly to your business or resold through your provider under their own account. Reseller arrangements aren't inherently a problem, but you should know which model you're in, since it affects how easily you can move providers later.
4. Network and Security Documentation
Firewall configurations, network diagrams, and admin credentials for on-site hardware should be documented and shared with your business, not kept solely in your provider's internal systems. Ask for a copy at least annually, even if you never expect to need it yourself.
Why This Matters Even If You're Happy With Your Provider
This isn't about distrust of a specific provider - most act in good faith. It matters because circumstances change: providers get acquired, go out of business, or the relationship simply ends. If you don't control your own domain, admin accounts, and licensing, you're not fully in control of your own business, regardless of how good the current relationship is.
How to Fix It Without Causing Friction
Frame the request as standard housekeeping, not as a sign of distrust - a reasonable provider will treat it as exactly that. Ask for:
- Confirmation of registrant details on your domain, with a transfer if needed
- A dedicated admin account for your business, separate from the provider's own access
- Written confirmation of which licences are billed to your business directly
- A current copy of network documentation, updated at least yearly
If a provider resists reasonable requests like these, it's worth treating as a signal in itself. See our guide on leaving an IT provider that controls your accounts if you're already in that position.
Frequently Asked Questions
How do I check who actually owns my domain name?
Run a WHOIS lookup on your domain and check the registrant name and email address. If it lists your IT provider's business name or a generic support email rather than yours, your provider technically controls the domain, not you.
Is it normal for an IT provider to hold my Microsoft 365 global admin account?
It's common for a provider to have admin access as part of managing the environment, which is normal and expected. The problem is when your business has no admin account of its own at all, meaning you couldn't get in even if you wanted to. You should always have at least one account under your own control, even if you rarely use it.
What if my provider refuses to hand over access when I ask?
This should be treated as a serious warning sign and, if it persists, an escalation matter - most domain registrars and Microsoft have processes for registrants to reclaim control of assets registered in their business's name, even without provider cooperation, though it takes longer and is best avoided by getting ownership right from the start.
Does this apply to software licences too, not just accounts and domains?
Yes. Some providers purchase and resell Microsoft 365 or other software licences under their own reseller account rather than your business's tenant. This can mean losing access to email and files entirely if the provider relationship ends, even though you've been paying for the subscription the whole time.
We set up every client's domain, tenant, and licensing under their own business ownership from day one - no lock-in through account control.
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Call 0433 087 091 - we'll help you check ownership across your key systems, no obligation.
Get a Free Ownership CheckFor related reading, see our guides to IT due diligence when buying a Perth business and switching managed IT providers without disruption.