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Vendor Management Guide

A practical, evidence-focused walkthrough of how Canadian SaaS teams should manage vendors under PPCDA.

PPCDA requires teams to prove how vendors handle, delete, secure, and access customer data — not just collect documents during onboarding.

Vendor workflows become evidence-heavy under PPCDA, especially during renewals, DSARs, retention enforcement, and access reviews.

The Vendor Evidence Workflow

1. Vendor Inventory Accuracy

Know exactly which vendors hold customer data — and what data flows into each system.

2. Evidence Collection

Gather deletion guarantees, access control proof, retention alignment, and security artifacts.

3. Renewal Evidence

Renewals require updated evidence, not just a SOC 2 or security questionnaire.

4. DSAR Support

Vendors must provide exports, deletion proof, and access logs during DSAR fulfillment.

5. Retention Alignment

Vendors must enforce your retention schedule — and provide evidence of deletion.

6. Access Control Evidence

Proof of MFA, role-based access, privileged access restrictions, and revocation logs.

Detailed Vendor Evidence Requirements

1. Vendor Inventory Accuracy

  • List of all vendors with customer data
  • Data flow mapping for each vendor
  • Vendor purpose and data categories
  • Evidence of inventory updates during tool adoption

2. Evidence Collection

  • Deletion guarantees and retention alignment
  • Access control documentation
  • Encryption and security control evidence
  • Vendor incident response commitments

3. Renewal Evidence

  • Updated security questionnaire responses
  • Updated deletion guarantees
  • Updated access control proof
  • Evidence of vendor compliance with your policies

4. DSAR Support

  • Data exports for DSAR fulfillment
  • Deletion confirmation artifacts
  • Access logs showing vendor interactions
  • Evidence of timely DSAR support

5. Retention Alignment

  • Vendor retention schedule alignment
  • Automated deletion logs
  • Manual deletion proof
  • Exception tracking

6. Access Control Evidence

  • Role-based access documentation
  • MFA enforcement proof
  • Privileged access restrictions
  • Revocation logs

Quietly Onboarding Canadian Teams

Kelunoa helps teams centralize vendor evidence, streamline renewals, and align vendors with PPCDA requirements.

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