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AI Vendor Review

AI vendor review templates help teams ask AI-specific procurement questions before approving tools that handle prompts, files, outputs, metadata, or feedback.

Who this category is for

Procurement, IT, security, privacy, operations, and AI governance teams reviewing external AI SaaS tools.

Operational problem

Standard vendor review often misses whether prompts, uploads, outputs, embeddings, metadata, and feedback are retained, deleted, trained on, or shared with subprocessors.

What this category covers

  • AI vendor questionnaires
  • prompt and file handling
  • model-training evidence
  • retention and deletion checks
  • approval restrictions

Starting point

Choose the right first template

You need vendor evidence before approving an AI SaaS tool.

Start with: AI Vendor Review Questionnaire

You also need an internal tool approval record.

Start with: AI Tool Approval Form and Register

The vendor workflow creates material operational risk.

Start with: AI Risk Register and Assessment Template

Buying decision

What to decide before choosing a template

  • Whether the vendor can explain model-training use, retention, deletion, subprocessors, and enterprise controls.
  • Whether the tool can be approved, approved with restrictions, piloted, deferred, or blocked.
  • Whether contract terms and security evidence match the proposed data categories and workflow.
  • Whether tool approval should trigger a broader AI risk register entry.

Implementation path

How teams usually start

  1. Define the proposed use case and data categories before sending the questionnaire.
  2. Collect evidence for training use, retention, deletion, subprocessors, audit logs, SSO, and access controls.
  3. Compare evidence against the proposed workflow and customer or internal commitments.
  4. Record the decision, restrictions, owner, evidence link, and review date in the approved-tools register.

Related guidance

Plan the workflow before buying

AI vendor questionnaire

Questions to ask AI vendors about prompts, files, outputs, training use, retention, deletion, subprocessors, and enterprise controls.

Read the guide

AI tool approval form

A guide to collecting owner, use-case, data, vendor, and review information before approving a new AI tool at work.

Read the guide

AI risk register template

How to create an AI risk register that shows use cases, owners, data categories, decision impact, controls, and residual risk.

Read the guide

AI tool approval workflow

Standardize AI tool requests, approvals, restrictions, evidence, owners, and review dates.

See the use case

AI governance for SMBs

Build a lightweight governance baseline with AI inventory, risk register, policy, training, and vendor review.

See the use case

Results

1 products

AI Vendor Review Questionnaire vendor review template previewVendor review

AI vendor review / AI Governance Kits

Entry product

AI Vendor Review Questionnaire

A vendor-review questionnaire for evaluating AI SaaS tools before employees upload prompts, files, customer data, or confidential company information.

CHF 199

Vendor review template
Review product