Onboarding with Soft Pull Solutions: Needed Items and Inspection

Please be prepared to provide the following documents/information to help us onboard your business efficiently:

An active and working website (be sure to list your phone number on the website)

Business and phone number listed in an online directory. Many companies are already listed and may not realize it (such as 411 or YP.) We recommend using the yellow pages and getting a free business listing. Call 844-339-7991

Secretary of State registration, Federal EIN, or Industry License - We will not need each item. One will be sufficient)

Copy of the consent form the consumer will sign before you pull their credit. (We can provide one for you if needed)

Preparing for an Inspection:

We work with businesses headquartered in commercial spaces and out-of-home offices. We typically prefer our customers to complete a virtual inspection rather than have the inspector come onsite, but this depends on the services you need, which bureaus you use, etc.

The following items are what the inspector is typically looking for.

• Permanent Signage (a nice laminated sticker or plaque with your company name and/or logo is usually sufficient) (this requirement is not applicable if your business is out of a home office)
• Business License (If you are an auto dealership, mortgage company, or other industry where a business license is required, then that license should be displayed somewhere in the office)
• Office equipment present
• If the office is in a shared workspace of any kind, there must be a physical separation and security measures between the office being inspected and other offices. Most commonly, this is a locking door at least, and even better if there is also a security system of some kind.

Security and Data Storage:

• The inspector will look for the following security
  • Locking Door to the whole office
  • Locking Doors within the office to individual offices
  • Lockable file cabinets
  • Password-Protected Computers
• Computers must have up-to-date anti-virus/anti-malware
• The office must not share its internet network access with any other companies in the building.
• There must be a paper shredder or document destruction service bin in the office.

*Please note, the inspector may take pictures of any desk or work station in the office

Phone Verification:

• The inspector will call the phone number listed on your website. They are checking whether the phone is answered professionally by an employee who properly introduces themselves.

Business Practices:

• The inspector will ask questions centered around, "What services or products are being provided by your company and what industry you are in?" 

What is an Inspection for?

The purpose of an on-site inspection is to ensure:

• The location and business entity are legitimate.
• Consumer information is being used for permissible purposes.
• Adherence to Security Requirements. 

The inspection is a mandated requirement by all credit repositories.

Booking an Inspection:

A third party inspection company will contact you to make an in-person or virtual appointment. Typically the name of the company performing the inspection will be Complytraq. If the inspector leaves a message, please return their call as soon as possible. You may also be contacted via email.

General Checklist:

What you should plan to do to prepare:

• It is necessary for you to be present during the inspection. You will talk to someone and you need to be there physically at the office when it is inspected.
• Explain how confidential documents are destroyed (paper shredder, etc.)
• The inspector should be informed if there are any security systems in place (i.e. alarm system, surveillance system, security guard).
• A lockable file cabinet or lockable room that stores credit reports.
• Consumer reports must be kept in a secure location and password-protected if they are accessed via computer.

Location Type Checklist:

For a commercial location:

• Signage should match your business name.
• If a business license is required in your city, it should be on the wall or inform the inspector where it is.
• The inspector will take pictures showing the product/workspace, where the consumer reports are secured, and one showing permanent signage.

For a residential location:

• The inspector will take photos of the interior office showing the locking filing cabinet, one of the shredders, desk space, and the room. They will not need to walk through other portions of the office or home.

Before the inspection, ask yourself:

• Are your computers password-protected?
• Do you have up-to-date anti-virus?
• Are your computer monitors viewable by non-employees?

Important Reminder:

The inspector represents a third-party entity. Please do NOT give the inspector any documentation intended for your client file that is not directly related to the inspection itself.

Any questions:

Please contact your Soft Pull Solutions Sales Representative for any questions regarding on-site inspections. 844-515-1550 or onboarding@softpullsolutions.com