Is Your Vendor SOC 2 Type II Certified? Would You Stake Your Business on It?

Security and trust are the private investigation industry’s bread and butter. Investigators handle sensitive client data, personal information, and case details that, if mishandled or exposed, could cause serious damage (and possible litigation).

When you’re choosing a software to help you manage cases, you probably look at their features, price, and customization options. However, security is absolutely essential. You should choose software providers that protect private information as stringently as you do. One of the most recognized standards for data protection is SOC 2 Type II certification.

But what exactly is SOC 2 Type II? Why is it important for private investigator software firms to have it? And how can private investigators confirm that a software firm holds this certification? Let’s break it down.

What Is SOC 2 Type II Certification?

SOC 2 (Service Organization Control 2) is an auditing framework developed by the American Institute of Certified Public Accountants (AICPA). It measures a software provider’s ability to securely manage data and protect the interests of its customers.

There are two main types of SOC 2 reports:

• SOC 2 Type I. This report evaluates the design of a company’s security systems at a specific point in time.
• SOC 2 Type II. This report goes deeper by evaluating the effectiveness of those security systems over a defined period of time (typically 6-12 months).

SOC 2 Type II focuses on five core Trust Service Criteria:

1. Security: Protecting against unauthorized access.
2. Availability: Ensuring systems are operational and accessible when needed.
3. Processing integrity: Guaranteeing that data processing is complete, valid, and accurate.
4. Confidentiality: Protecting sensitive information from unauthorized disclosure.
5. Privacy: Managing personal information in line with relevant policies and regulations.

For private investigator software firms, SOC 2 Type II certification provides validation that they have implemented strong security practices AND have proven that these measures consistently work over time.

Why Is SOC 2 Type II Important for Private Investigator Software Firms?

Private investigators manage highly confidential and often sensitive data. Some examples are financial records, personal communications, surveillance files, and case notes. Here are 4 reasons why working with SOC 2 Type II-certified vendors is critical:

1. Data Security and Protection

SOC 2 Type II-certified firms have undergone rigorous audits to demonstrate their commitment to protecting client data. This is crucial because private investigators often work on cases involving:

• Personal identifiable information (PII). This includes details in your case notes like names, Social Security numbers, addresses, and contact information. PII is often a target for cybercriminals and should be securely stored to prevent identity theft or data breaches.
• Sensitive business data. Confidential company information like trade secrets, client contracts, or operational details must remain secure to avoid legal or financial fallout.
• Legal case files. Case notes, evidence, and other legal documents are highly sensitive and can compromise investigations if leaked or improperly accessed.

Any security breach could:

• Compromise cases. When sensitive evidence, files, or findings are exposed or tampered with, it can jeopardize ongoing investigations and legal proceedings. This can make it impossible to reach accurate conclusions or maintain case integrity.
• Damage client trust. Clients rely on private investigators to protect their sensitive information. A breach erodes that trust, potentially causing clients to question your professionalism and reliability.
• Lead to financial or legal repercussions. Data breaches can result in lawsuits, regulatory penalties, and financial losses for both the investigator and the client. Failing to secure data may also violate confidentiality agreements or data protection laws.

2. Compliance with Industry Standards

Private investigators must often meet strict regulatory requirements when handling data. SOC 2 Type II ensures that a software provider adheres to globally recognized standards, offering assurance that their systems are robust and compliant.

3. Trust and Credibility

Choosing a software provider with SOC 2 Type II certification signals to your clients that you prioritize data security. This caution-driven approach builds trust with your law firm, corporate, and private clients.

In an industry where credibility is everything, this certification provides a competitive edge.

4. Proven Reliability

Unlike SOC 2 Type I, which only assesses systems at a specific point in time, SOC 2 Type II evaluates security controls over several months. This extended evaluation period proves that the software firm’s practices are reliable and consistent.

How to Verify a Software Firm Has SOC 2 Type II Certification

Unfortunately, not all private investigator software firms go through the trouble and significant expense of certifying their firms with SOC. There’s also no “list” that you can automatically confirm which companies are (or are not) certified.

So, how do you ensure that a private investigator software firm truly holds a SOC 2 Type II certification?

Look for the “Certified” logo on the company’s website

Organizations have gone to considerable effort to gain certification. They will almost always add a SOC 2 Type II “Certified” logo to their website and social media pages.

Ask for the SOC 2 Type II report

A legitimate SOC 2 Type II-certified firm will have a formal report from an independent auditor. Ask the software provider directly for their most recent SOC 2 Type II report.

The report will outline the security controls tested, the audit results, and the time period covered. If a firm cannot provide the report, it’s a red flag.

Be wary of the word “Compliant”

Some firms claim to be “SOC 2 compliant” without having the actual certification. SOC 2 compliance can mean they follow some of the guidelines, but it does not mean they have undergone a formal audit.

• SOC 2 Type II certification requires a third-party audit over time.
• If a firm only says they are “compliant,” request proof of an independent audit.

Look for the Trust Service Criteria

The official SOC 2 Type II report will evaluate the software firm against the five Trust Service Criteria: security, availability, processing integrity, confidentiality, and privacy. Review these criteria in the report to ensure the firm meets the standards that matter most to your business.

Research the Auditor

The SOC 2 Type II report must come from a reputable, independent auditor. Verify the credentials and legitimacy of the auditor to ensure the report is valid.

The Risks of Choosing Software Without SOC 2 Type II Certification

If a private investigator software firm does not have SOC 2 Type II certification, it raises several risks, including:

• Data breaches. Weak security systems may expose sensitive client information.
• Non-compliance. You could face regulatory fines for using software that fails to meet industry standards.
• Operational downtime. Unreliable systems may lead to delays in your investigations.
• Loss of trust. Clients expect the highest level of confidentiality. If their data is compromised, it could permanently damage your reputation.

Choosing the Right Software Provider

When evaluating private investigator software, prioritize providers that can demonstrate their SOC 2 Type II certification. Here’s a checklist for investigators:

• Ask for the SOC 2 Type II report.
• Verify the audit period and auditor credentials.
• Look for a clear evaluation of the Trust Service Criteria.
• Avoid firms that only claim to be “SOC 2 compliant” without proof.
• Ensure the certification is recent and valid.

SOC 2 Type II Vendors Help You Protect Your Data and Serve Clients Better

In the private investigation industry, your tools and software must be as secure as the information you handle. SOC 2 Type II certification is a gold standard for data protection, proving that a software firm has strong, consistent security controls in place.

Don’t settle for vague claims of “compliance.” Look for the “certified” logo, request the SOC 2 Type II report, review it carefully, and verify that your software provider is fully certified. By choosing a provider with this certification, you’re safeguarding your business, your reputation, and your clients.