Subprocessor proof packet checklist for SaaS teams
Use this when you need one folder that shows what changed, when you notified customers, who reviewed the draft, and where the evidence lives.
This page helps teams organize a notice packet. It does not decide whether a particular notice, objection window, or reviewer signoff is required under your DPA.
When to use this packet
Build the packet before a subprocessor change goes live, when counsel asks for a review trail, or when customer support needs a single source of truth for the update.
The goal is to keep the notice facts, the customer-facing copy, and the proof together so nobody has to reconstruct the workflow later.
Checklist
- Record the vendor legal name and public website.
- Capture the service purpose in one customer-facing sentence.
- List the data categories and any region or transfer context.
- Note the notice date, effective date, and objection deadline.
- Save the draft notice text and subject line version used.
- Attach a screenshot or exported copy of the public subprocessor page.
- Document the internal reviewer and approval timestamp.
- Store the customer segment or contract class affected by the change.
- Keep the final notice, evidence links, and follow-up notes in one folder.
Example packet
Vendor: Acme Email Cloud
Purpose: Transactional email delivery
Data: Customer names and email addresses
Region: United States and European Union
Notice date: 2026-04-21
Effective date: 2026-05-21
Objection deadline: 2026-05-21
Included proof: notice draft, page screenshot, reviewer notes, and send confirmation
What usually gets missed
No proof of the notice itself
Keep the actual copy, not just a summary of it, so later reviewers can see the exact wording that went out.
No reviewer trail
Store who checked the packet and when, especially if the change went through a founder, operator, or advisor review pass.
No customer segment note
A packet is incomplete if nobody can tell which customers or contract class the notice applied to.
No send confirmation
Keep the delivery record with the packet so support and procurement can verify that the notice actually left the inbox.
Use it with the free checklist
NoticeKit’s free checklist download captures the same workflow in a compact file, while the paid kits add the editable notice templates, tracker sheets, and evidence logs you can reuse for later changes.
Need the editable versions?
Starter gives you the notice templates, tracker sheet, evidence log, and attorney handoff note for one vendor change.