Vendor Questionnaire for an AI Tool
Ask the right questions before adopting a third-party AI service.
Added October 15, 2026. Written with AI assistance and checked for clarity and placeholders; not reviewed by a lawyer, accountant, clinician or other professional. How these prompts are made
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[VERIFY] is an editorial flag, not a blank to fill. Wherever the prompt shows [VERIFY], check that item against a reliable source before you use it (what [VERIFY] means).
Prepare a questionnaire for a vendor of an AI service we may adopt: [TOOL_DESCRIPTION]. Our use: [OUR_USE]. Data we would send: [DATA_SENT]. Our requirements: [REQUIREMENTS]. Write 30 questions grouped under data use and training, retention and deletion, security controls, sub-processors, model changes and notice, output ownership, uptime and support, and exit. For each, state why we ask and what a good answer looks like. Return a scoring sheet with must-have and nice-to-have flags, a note on answers to be verified in writing in the contract, and a summary template comparing two vendors. Contract and legal points are for a professional to review [VERIFY]. Also add five questions about what happens if the vendor is acquired or changes its pricing, and a request for a data export in a standard format, so that leaving the service later remains a realistic option for us. Close with a decision rule: which unanswered or unsatisfactory answers are deal-breakers, which can be negotiated, and who inside our organisation must sign off on the final choice.
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