Agent Field Kit · AI Vendor Security & Data-Handling Questionnaire (template v1.0)

These are procurement due-diligence questions to send to an AI vendor. The answers inform your own review. This is not a contract, legal terms, or a compliance certification; have your counsel and security team set the final requirements.

Vendor: [ ] · Product / model: [ ] · Respondent and title: [ ] · Date: [ ]

A. Data use and retention

1. What customer data does the service receive (prompts, files, outputs, metadata, telemetry)?
2. Is customer data used to train or fine-tune any model, by default or ever? How is that controlled, and what is the default?
3. Retention period for prompts, outputs, logs and backups. Can we set a zero or shorter retention?
4. How is data deleted on request and at contract end? Is there written confirmation?
5. Which subprocessors (including model providers and cloud hosts) receive our data, and in which regions?
6. Can data residency be pinned to a region? Which one?

B. Security controls

1. Current third-party attestations (e.g., SOC 2 Type II, ISO 27001). Report date and scope. Will you share the report under NDA?
2. Encryption in transit and at rest, and key management (customer-managed keys available?).
3. SSO/SAML, SCIM, role-based access, and admin audit logs: which are supported?
4. How is tenant isolation enforced between customers?
5. Date and summary of findings of the most recent external penetration test.
6. Vulnerability disclosure or bug bounty program?

C. AI-specific risks

1. Defenses against prompt injection from documents, web content or emails the system processes.
2. Can the system take actions (send, purchase, modify records)? What human-approval controls exist?
3. How are outputs evaluated for accuracy, and what are the documented failure modes and known limitations?
4. Model and version change policy: how much notice is given before a model change that could alter behavior?
5. Logging available to us for agent actions and tool calls (format, retention, export).
6. Content filtering and abuse monitoring: does any human at the vendor review our content? When?

D. Incidents and continuity

1. Security incident notification commitment (timeframe and channel).
2. Incidents affecting customer data in the past 24 months (summary).
3. Uptime commitment, status page, and disaster-recovery objectives (RTO/RPO).

E. Regulatory fit (answer only what applies)

1. Will you sign the agreements our sector requires (e.g., a DPA; a BAA if you handle PHI)? Attach templates.
2. Support for data-subject requests (access, deletion) and the expected timeframe.
3. Accessibility and export-control statements, if relevant.

Reviewer scoring (internal)

Area	Score 0–3	Notes / follow-ups
A. Data use
B. Security