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

It’s easy to underestimate how many moving parts your software environment really has. Every tool that connects to your core systems, whether it’s a calendar plug-in, analytics add-on, or customer platform integration, has a job to do. Behind the scenes, however, these tools also gain access to your data, often more than they actually need.

Most teams don’t intend to give away access, but it happens. You solve one problem, like streamlining lead capture, and suddenly someone has granted full access to inboxes or client records. When that level of access spreads across dozens of SaaS tools, the exposure can quickly become overwhelming and hard to track.

Below is a five-step checklist to help you evaluate every new integration before granting access. It does require a change in how your business views connections that seem “minor.”

Why These Integrations Deserve a Second Look

Consider your own software stack. Even if you’ve trimmed it down, there are probably more apps in play than you’d guess. Recent industry data shows that companies are running roughly 106 SaaS tools on average. While this is slightly down from last year, it still means a lot of overlapping functions, permissions, and plug-ins.

Even if your firewall is strong, your customer management system could still be sharing data with a vendor behind the scenes, and that data might end up in another system you haven’t checked. It’s a quiet chain of access that can create real risk.

A Verizon 2025 security report found nearly 30% of breaches involve outside vendors or third-party tools, making them an increasingly common point of failure. Since most web application breaches, about 88%, still stem from compromised credentials, integrations with broad access can quickly turn into serious vulnerabilities.

The 5-Point Checklist for SaaS Integration Security

Before you approve the next app that says, “connect with Google,” give it a little more scrutiny. These five steps will help you avoid unnecessary exposure and make smarter choices across the board.

1. Ask Who’s Behind the Request and Why

Who asked for the app, and what are they trying to accomplish?

Maybe someone in marketing wants to sync contacts into a campaign tool. That’s fine, but IT or your service provider should know what is being introduced into your environment.

If you’re using a centralized admin system (like Microsoft 365 or Workspace), you can often trace who installed what. This kind of visibility is something that should already be part of your managed IT services setup. 

2. Get Clear on What Data the App Wants

Some apps only collect basic information, while others request full access to emails, files, calendars, or even payment details. The only way to know what you’re really sharing is to review the permissions they request.

Start by asking a few key questions:

• Does this integration need to make changes to your systems, or only read information?
• Will it interact with sensitive data such as employee records, contracts, or health information?
• Can access be limited by folder, user, or role?

Every approval should follow the principle of least privilege. If a tool requests “read/write all” access but only needs to update a few fields, that’s a red flag. Setting precise permissions is a core part of modern cybersecurity planning, real protection often comes from small, careful choices like these, not just from firewalls. 

3. Vet the Vendor’s Security Practices

You wouldn’t hire a contractor without checking their references, the same principle applies here. Before connecting any tool to your systems, make sure you know who built it and how they protect it.

A few key details are worth confirming:

• Are they SOC 2 or ISO 27001 certified?
• Do they support SSO and MFA?
• Where is data stored, and how are access tokens handled?
• What’s their process if they get breached?

A reputable vendor should be able to answer these questions without hesitation. If they can’t or won’t, it’s better to walk away. You need to protect the systems you’ve worked hard to build.

4. Control Access Before It’s Too Open

Once an app is approved, its access still needs to be managed. Many teams overlook this step, assuming that a trusted tool doesn’t need boundaries.

But even the most trusted tools can cause trouble if the wrong person gets in, or if an attacker finds a backdoor.

Best practice include:

• Enabling SSO and requiring MFA
• Applying conditional access rules, such as blocking sign-ins from unrecognized devices
• Segmenting data so tools can’t access more than they need
• Setting key and token expiration schedules

These steps are especially useful in environments with unified communications, where integrations with calendars, phone logs, and messaging tools are common. Having strong access controls around tools such as cloud-based phone systems is the baseline now.

5. Revisit and Retire Apps That Outlive Their Use

Just because a tool served a purpose once doesn’t mean it should stay connected indefinitely. As roles, projects, and platforms change, leftover permissions often remain behind.

Make it a habit to review:

• Which integrations are still active
• Who last used them
• Whether their permissions still make sense

Inactive apps should be disconnected. Any app you don’t recognize should be flagged. This is the kind of work that fits naturally into quarterly audits or ongoing IT support cycles. 

Take the Pause Before You Press Connect

No one sets out to create risk. Most integrations are added with good intentions, to make workflows smoother, faster, and easier. But good intentions don’t make up for lack of visibility.

This five-step checklist adds a built-in pause. Not to slow anyone down, but to ensure you’re asking the right questions before granting access.

At Unbound Digital, we help companies put structure around these processes. Through managed IT, cloud, and cybersecurity services, we support organizations that want the freedom to use smart tools without leaving themselves exposed.

As your business grows, so does your SaaS stack. Let’s make sure it grows securely. Reach out today to schedule a review.