The 5-Point Checklist for Vetting New SaaS Integrations Before Granting Data Access

You come across a new SaaS tool that promises to boost your team’s productivity by up to 50%. The sales page is glowing. The features promised are incredible. There are testimonials from Fortune 500 companies. The best part is that the price is well below your company’s budget. With a few clicks, you sign up and grant the tool access to your company’s data.

The scenario above can apply to any business seeking to leverage the efficient workflows promised by modern SaaS tools. However, this same convenience also opens a digital door directly into your most sensitive data and systems. Suddenly, the new app promising optimal team collaboration becomes your biggest security vulnerability. 

Given these risks, it is clear that formal SaaS security checklists aren’t just for large enterprises with strict controls. They’re essential for any business that cares about protecting data privacy and maintaining the integrity of its systems. When you apply the five-point checklist outlined in this article, you can confidently embrace new tools without opening the door to unnecessary exposure. Careful vetting keeps your data secure, your operations stable and your business moving forward with confidence.

1. Conduct a Thorough Vendor Security Assessment

Your first and most critical security filter (before you even look at the features list) is to research the vendor’s security foundation. A reputable provider will be transparent about their practices. In most cases they will have some kind of certification (such as SOC 2 Type II) which is a type of audit report that verifies the operational effectiveness of a service organization’s controls over confidentiality, integrity, availability, security, privacy and processing integrity over a period of time. 

Additionally, investigate the vendor’s data encryption standards for both data at rest and in transit between you and them. A vendor security assessment is what establishes your trust and you should not proceed without it. 

2. Scrutinize Data Permissions and Ownership

Once the security assessment is complete, the next step is understanding exactly how the application will handle your data. This information shouldn’t be hidden deep inside a lengthy user agreement. What you need are direct and unambiguous answers to questions such as:

• Where will your data be physically stored? In what geographical location? 
• Does the SaaS vendor impose any claim over the data or any insights generated from it?
• Is the data shared with third parties? If yes, why and to what extent?
• Does the vendor have a data breach notification policy? You have a right to know immediately if your information is compromised. 

A trustworthy SaaS vendor will have this information laid out in an FAQ page, user documentation and in greater detail in the user agreement contract. Getting simple answers to these data access permission questions before signing the contract is non-negotiable.

3. Map the Integration’s Data Flow

Every integration you adopt creates a bridge between systems and (as the data owner) you need to understand exactly what information is crossing that bridge. To do this, collaborate with your IT lead or provider to map the data flow and answer the following questions:

• What specific data sets does this application require?
• Does it need full access to your entire customer relationship management system or can it function with limited and read-only access?

A good SaaS tool allows you to apply the principle of least privilege by granting only the minimum access necessary to complete its tasks. This principle greatly reduces risk by preventing you from giving away the keys to the entire castle when only limited access is required.

4. Verify Compliance and Audit Capabilities

Some businesses operate under very specific security and privacy regulations such as the General Data Protection Regulation (GDPR) for customer privacy, the Health Insurance Portability and Accountability Act (HIPAA) for health information and others. If your business is subject to specific regulatory requirements, confirm that the SaaS vendor can support and maintain compliance with those obligations.

Request the vendor’s whitepapers and compliance certifications if they handle regulated data such as electronic health information on your behalf. You will also want to confirm that they can provide detailed audit logs showing who accessed what data and when. A vendor that offers clear and exportable logs demonstrates a commitment to transparency and security which is essential for building a trustworthy partnership.

5. Plan for the End of the Relationship

It may feel counterintuitive to think about ending a partnership before it even begins but it is a critical step. You need to understand the vendor’s data portability and deletion policies in case you choose to end the relationship or the vendor shuts down. As you evaluate this, consider the following:

• If you cancel the service, will you get back all your data? If so, will it be in a usable format?
• After your data is returned, how will you confirm that the vendor has fully and permanently deleted it from their systems? 

A vendor with a clear and transparent offboarding process will ensure you are not leaving sensitive company and customer data in a forgotten and unsecured account long after you have stopped using the SaaS service.

Adopting a new SaaS tool should be exciting and empowering rather than a source of stress. By following this straightforward five-point checklist, you can embrace innovation without compromising security or privacy. This process helps ensure that every new SaaS integration enhances your operations rather than introducing hidden risks.

Do you have a clear process for vetting new software and integrations? Sound Computer’s VCIO Services can help you develop a comprehensive framework to cover every new SaaS integration. Contact us online or call us today at (860) 577-8060 and let us help you conduct a thorough vendor security assessment and secure your data with confidence.