Product · free template

Vendor Security Questionnaire

Procurement security review covering data handled, subprocessors, certifications, incident history and evidence upload.

A ready-to-use technology, saas & dev form for engineering, IT and product teams: 15 questions, 4 pages, 4 conditional rules.

Questions: 15
Pages: 4
Layouts: classic · card
Conditional rules: 4
Typical time: 10 min

Preview it in the gallery

Searches this template answers

Live preview and test console

This is the real form. Answer it to test the 3 conditional rules — nothing is sent or stored.

Page 1 of 4 — Vendor and product

Every question on this page is currently visible.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Vendor Security Questionnaire is built for engineering, IT and product teams who need to route technical requests with the context needed to triage them.

Engineering, IT and product teams working in technology, saas & dev.
Teams who need to route technical requests with the context needed to triage them without writing code or paying for a custom build.
Anyone replacing vague reports that can't be reproduced or prioritised with one structured record per enquiry.
Respondents are users, testers and internal stakeholders — the form asks them 15 questions across 4 screens.
Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of vague reports that can't be reproduced or prioritised and turns each submission into a record your team can act on immediately.

7 questions are required, so submissions arrive complete instead of needing a follow-up email.
It collects a verified email address so replies and confirmations land.
It accepts a document or photo upload as evidence.
It allows multiple selections without free text.
Conditional logic hides 4 questions until they are relevant — shorter forms convert better than long ones.
Splitting the form across 4 pages keeps each screen short and shows respondents how much is left.
Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

1Press “Use this template” — a fresh copy of Vendor Security Questionnaire lands in your workspace, ready to edit.
2Rename or delete any question, and change what is required. Nothing here is fixed.
3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
4Check the upload limits on the file question so respondents can attach what you actually need.
5Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
6Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 4 conditional rules ship with it.

Features advanced show logic: if “Which certifications does your organization currently hold?” is one of SOC 2, ISO 27001, the form dynamically exposes “Upload certificate or attestation report”. Otherwise that question never appears.
Features advanced show logic: if “Do you use any subprocessors to handle customer data?” is Yes, the form dynamically exposes “List your subprocessors”. Otherwise that question never appears.
Features advanced show logic: if “Have you had a security incident affecting customer data in the past 3 years?” is Yes, the form dynamically exposes “Briefly describe the incident and remediation”. Otherwise that question never appears.
Features conditional validation: if “What categories of data will this product handle?” is one of Payment data, Health data, “Upload certificate or attestation report” becomes mandatory before the form can be sent.
All 4 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

Procurement teams need consistent, comparable answers from every vendor being evaluated, and this form is built to produce exactly that rather than a free-form PDF that varies from supplier to supplier. It opens with basic vendor and product identification, then asks what categories of data the product will handle — this single answer determines how deep the rest of the review needs to go, since a tool touching payment or health data warrants far more scrutiny than one handling only internal scheduling data. A subprocessor question asks the vendor to list any third parties that will process customer data on their behalf, because undisclosed subprocessors are one of the most common gaps found in vendor reviews. A checkbox list of common certifications lets the vendor self-report what they currently hold, and answering that any are held reveals an upload field for the actual certificate or attestation report rather than taking the claim on trust. A section on incident history asks directly whether the vendor has had a security incident affecting customer data in the past three years, and any answer other than no opens a field asking for a brief summary and remediation. The form closes with a general evidence upload for policies, penetration test summaries or SOC reports the vendor wants to include unprompted.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Vendor and product

Vendor / company namerequired
Product or service namerequired
Security contact namerequired
Security contact emailrequired

Page 2 — Data handling and subprocessors

What categories of data will this product handle?
Where is customer data primarily hosted?
Do you use any subprocessors to handle customer data?required
List your subprocessors

Page 3 — Certifications and incident history

Which certifications does your organization currently hold?
Upload certificate or attestation report
Have you had a security incident affecting customer data in the past 3 years?required
Briefly describe the incident and remediation

Page 4 — Additional evidence

Upload additional evidence (policies, pentest summary, SOC report)
Anything else relevant to this review?
Agreementrequired

15 questions in total.

How the form changes as it's filled in

This template ships with 4 conditional rules, grouped into 4 behaviours driven by 4 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Which certifications does your organization currently hold?”

Reveals questions
If “Which certifications does your organization currently hold?” is one of SOC 2, ISO 27001, the form reveals “Upload certificate or attestation report”.

Driven by “Do you use any subprocessors to handle customer data?”

Reveals questions
If “Do you use any subprocessors to handle customer data?” is Yes, the form reveals “List your subprocessors”.

Driven by “Have you had a security incident affecting customer data in the past 3 years?”

Reveals questions
If “Have you had a security incident affecting customer data in the past 3 years?” is Yes, the form reveals “Briefly describe the incident and remediation”.

Driven by “What categories of data will this product handle?”

Makes answers required
If “What categories of data will this product handle?” is one of Payment data, Health data, “Upload certificate or attestation report” becomes required before the form can be submitted.

Set it up step by step

1
Scale the review to the data category
Use the data-handling answer to decide whether a light review or a full evidence request is needed — don't apply the same bar to every vendor.
2
Verify, don't just collect, certifications
Treat the checkbox answers as claims and only close the review once the uploaded certificate matches what was selected.
3
Chase subprocessor lists specifically
A blank or vague subprocessor list is one of the most common reasons a review gets sent back — ask for names, not just 'a few partners'.
4
Log incident disclosures even when remediated
Keep a record of any disclosed incident and its remediation for your own audit trail, regardless of how the deal proceeds.

Mistakes to avoid

Accepting a certification claim without requesting the underlying document.
Skipping the subprocessor question for smaller vendors, where undisclosed data flows are just as common.
Treating 'no incidents' answers as unverifiable and moving on without asking how that's monitored.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Compare the data-category and certification answers against your internal risk tiers, verify uploaded evidence, and escalate any disclosed incident to security before contract sign-off.

Works in both layouts

Browse classic templates Browse card templates

Forms that overlap this one

These pages cover the same subject ground as the vendor security questionnaire, matched on the words people actually search for.

Frequently asked questions

How is this different from an API Access Request Form?

The API access form grants technical credentials to an already-approved integration. This questionnaire is the risk review that typically has to happen before a vendor is approved at all.

What if a vendor holds no certifications yet?

That's a valid answer here — the certifications section is informational, not a hard gate, though it should factor into your overall risk tier.

Should every vendor go through the full questionnaire?

Many procurement teams use the data-category answer to route low-risk vendors (no customer data) through a shortened version instead.

Can this replace a formal security audit?

No — it's a structured self-assessment intake, useful for triage and comparison, not a substitute for an independent audit on critical vendors.

Is the Vendor Security Questionnaire template free to use?

Yes. You can preview and test Vendor Security Questionnaire on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Vendor Security Questionnaire template ask for?

It asks 15 questions across 4 pages, 7 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Vendor Security Questionnaire form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this technology, saas & dev form work?

4 conditional rules ship with the template: Features advanced show logic: if “Which certifications does your organization currently hold?” is one of SOC 2, ISO 27001, the form dynamically exposes “Upload certificate or attestation report”. Otherwise that question never appears. Features advanced show logic: if “Do you use any subprocessors to handle customer data?” is Yes, the form dynamically exposes “List your subprocessors”. Otherwise that question never appears. Features advanced show logic: if “Have you had a security incident affecting customer data in the past 3 years?” is Yes, the form dynamically exposes “Briefly describe the incident and remediation”. Otherwise that question never appears. All rules are editable in the Logic tab.

Where do responses to the Vendor Security Questionnaire form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Vendor Security Questionnaire form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

Can respondents upload files?

Yes. This template includes a file upload question, so respondents can attach documents or photos with their answers. You can adjust the accepted file types and size limits on that question.

More forms teams pair with the vendor security questionnaire.

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