Security: What to Look for When Evaluating Customer Onboarding Software

Choosing customer onboarding software isn’t just about features and usability - it’s about trust.

Your customers are handing over sensitive information. Your internal teams are collaborating across systems. And your customer onboarding platform sits at the center of it all.

Of all the nice-to-haves when evaluating new software, security and data protection are non-negotiable must-haves, especially for enterprise teams.

If security isn’t built into the foundation of your customer onboarding software, you’re opening the door to risk - not just for your company, but for your customers.

Here’s what to look for when evaluating the security posture of any customer onboarding platform:

1. Compliance with Industry Standards

Security isn’t just about the technology- it’s about the policies, processes, and people behind it. 

The right vendor should be transparent about their policies and provide documentation without making you dig for it. That’s why OnRamp shares our security overview publicly on our website, so you can review our practices without jumping through hoops.

When choosing a customer onboarding software, you should look for:

• SOC 2 Type II certification to ensure operational security is maintained over time.
  
  
• DPA and GDPR compliance if you operate in or serve the EU.
  
  
• A clear incident response plan and SLAs in case something goes wrong.

If you’re in healthcare or working with protected health information, make sure the platform supports HIPAA compliance.

For businesses serving California residents, CCPA compliance is critical to stay aligned with state-level data privacy regulations.

These aren’t just checkboxes - they impact how customer data is collected, stored, and shared.

A secure onboarding platform should be able to speak clearly to how they handle both.

If they can’t, that’s a red flag.

At OnRamp, we undergo continuous, independent audits to meet the most rigorous industry standards, ensuring compliance through robust security and privacy measures.

Our platform is monitored by hundreds of daily automated tests, guaranteeing that our application and security practices meet compliance requirements at all times.

OnRamp recently announced that we have completed our SOC 2 Type 2 examination with BARR Advisory for the third year in a row, cementing our commitment to keeping customer data safe.

2. Enterprise-Grade Infrastructure and Encryption

The customer onboarding software you choose should be hosted on reputable, secure cloud infrastructure, ideally AWS, Google Cloud, or Microsoft Azure. These platforms come with built-in protections, redundancy, and global compliance standards.

Beyond that, data should be encrypted:

• In transit, using TLS 1.2 or higher.
  
  
• At rest, using AES-256.

That ensures your data *and your customers’ data* is protected whether it’s being sent, stored, or accessed.

OnRamp is hosted exclusively on AWS, leveraging AWS's robust control environment and certifications, including SSAE-16 SOC 1, 2, & 3, and ISO 27001, to ensure top-tier security and compliance. 

3. Granular Access Controls

You don’t want everyone seeing everything. 

Look for software that offers:

• Role-based access controls (RBAC) to ensure team members only see what they need.
  
  
• SSO (Single Sign-On) to streamline authentication and reduce risk.
  
  
• Audit logs to track who accessed what and when.
  
  
• File control: Other things to look for are the ability to control file uploads, permissions, and access on a per-customer basis.

In customer-facing experiences, make sure the platform allows permissions and visibility settings so your customers only see what’s relevant to them.

At OnRamp, dedicated security personnel oversee and maintain security standards across the organization. Every employee undergoes thorough background checks, with comprehensive security training provided at the start and regularly refreshed over time. 

Access to systems is secured with two-factor authentication, rigorously logged, and controlled by least-privilege principles.

Key organizational security measures include:

• Security education & awareness training: Regular training ensures all employees are informed of the latest security best practices.
• 24/7 monitoring and incident response: Continuous monitoring allows rapid detection and response to any security incidents.
• Vendor risk management: Proactive assessment and oversight of third-party vendors safeguard the integrity of our operations.

4. Customer Control and Transparency

The best security setup gives your team (and your customers) control over their own data.

Look for:

• Standard SSL Certificate: All pages should be protected with SSL encryption (HTTPS) to ensure a secure connection between users and your onboarding platform.
  
  
• Custom Domain Security Settings: A customer portal is one of the most essential components to any successful customer onboarding platform. Make sure the customer onboarding software you choose lets you configure your Customer Portal with a custom domain. Allow your IT teams to control and manage security settings for your Customer Portal.

If you're considering a customer onboarding platform that lacks these controls, think twice. The best customer onboarding platform should put your customer first - and that first means protecting customer data from day one.

Trust, once broken, is hard to win back.

At OnRamp, we know you trust us, and your customers trust you - and we take that responsibility seriously.

Security Is a Differentiator

At OnRamp, we built our customer onboarding platform with enterprise-grade security from day one. It’s why enterprise organizations, trust us to power their customer onboarding experience 

From encrypted infrastructure to customizable access controls, we believe trust should never be an afterthought.

If you’re evaluating onboarding software and security isn’t front and center in the conversation, it should be.

Curious how OnRamp handles security? Explore our Security Overview →

Or schedule a demo, we’re happy to walk you through our approach in more detail.