The Third-Party Vendor Assessment module streamlines how organizations evaluate vendors that process personal data on their behalf. It provides secure, token-based questionnaires, structured internal reviews, procurement approvals, and direct risk management integration within a single workflow. Every submission, review, rejection, and resubmission is fully tracked, ensuring complete auditability and regulatory compliance. Built-in analytics, vendor self-service, and Excel import/export capabilities help organizations scale assessments while reducing manual effort and improving governance.
Admin builds a section/field-based vendor assessment questionnaire, publishes it, and assigns it to a named vendor contact - generating a unique, time-limited (default 30-day) access-token link for that vendor; templates support Excel import/export.
The vendor opens their token link, passes an email OTP gate, then fills the questionnaire in a section or flat layout with file uploads, seeing expiry warnings and expired-state handling along the way.
If a submission is rejected, the vendor can resubmit through the same link with the rejection comment visible, so corrections happen in context instead of a fresh, disconnected exchange.
Org Admin assigns an internal reviewer to each submitted response; reviewers get a personal queue and review stats, moving responses through Pending → Submitted → Under Review → Approved/Rejected.
Every rejection and re-review is preserved, giving a full rejection history and an org-wide audit trail for every vendor submission - nothing about the assessment path to approval is lost.
Once internally reviewed, the response lands in a dedicated procurement queue; Procurement makes the final call - Final Approved or Final Rejected - as a separate, later step from internal review, which stays with Org Admin.
Procurement can raise a formal Risk Management register entry directly from a vendor response, logging residual risk without leaving the platform.
Vendors can view their own submission and rejection history via an authenticated vendor account, kept separate from the anonymous token-link flow used for the questionnaire itself.
Org Admin and Auditor get org-wide submission and review statistics — how many questionnaires are outstanding, under review, or awaiting a procurement decision — instead of chasing status by email.
Vendor assessment templates support the same bulk Excel import/export as ROPA and DPIA, so an existing questionnaire library can be brought onto the platform without rebuilding every field by hand.
Time-limited access links surface expiry warnings to the vendor before they lapse, and an expired-state screen replaces the form once the window closes - avoiding stale, unsecured links sitting open indefinitely.
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