A EU diplomat, part of the Union's Diplomatic Representations Network, needs to share a confidential report on an ongoing humanitarian crisis with a distributed team in three member states. The report contains personal data of vulnerable beneficiaries. The official must use a cloud computing tool that ensures data security, safe collaboration and strict compliance with the General Data Protection Regulation (GDPR), especially regarding data minimization and privacy protection. According to the EU's digital security framework and GDPR principles, what is the most appropriate action to manage this scenario?