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How to buy software at Northwind

Priya Shah · Head of Operations·updated 1mo ago·Open in Notion

Software Procurement

TL;DR

Annual costApprover
< $1,200Manager
$1,200–$10kVP of function
$10k–$50kCFO
> $50kCFO + CEO

Required for ANY purchase

  1. SOC 2 Type II report on file (request from vendor before signing).
  2. DPA executed by Legal (Erik Lindqvist).
  3. Listed in our vendor inventory (Vanta).
  4. SSO via Okta — non-negotiable for tools touching customer data.

Vendor red flags (do not sign)

  • No SOC 2 (or "in progress" without auditor letter).
  • No SSO available even on enterprise tier.
  • Data residency outside US/EU/Canada.
  • Subprocessor list not provided.

Renewals

  • Slack notifications go out 90 days before renewal via Vanta.
  • Default action: do NOT auto-renew. Re-evaluate.
  • Procurement reviews any renewal > $10k.