Customer notification decision log template
Use this log to record the decision, not just the change. It keeps customer notice decisions grounded in source evidence, contract review, and owner approval.
Who it is for
Teams deciding whether a vendor change requires customer notice, Trust Center updates, or contract follow-up.
Template
Notification decision log with 5 starter rows.
Download formats
Markdown for docs, CSV for spreadsheet review.
When to use it
- When a vendor source change may affect customer-facing commitments.
- When a subprocessor or DPA source changes.
- Before deciding not to notify customers about a material review item.
How to fill it out
- Record the decision even when the answer is no customer notice.
- Attach source links and contract assumptions.
- Separate standard customer action from customer-specific obligations.
Notification decision log
Use these rows as a starting point, then replace the example language with your vendor, source, customer data, and owner details.
- Decision
- No customer notice
- Basis
- Source reviewed; no material change to customer-facing commitment.
- Customer impact
- No wording update needed; evidence date refreshed.
- Owner and due date
- Reviewer name and close date.
- Decision
- Trust Center update
- Basis
- Public answer needs a new source date or narrower product scope.
- Customer impact
- Update public page without direct customer notice.
- Owner and due date
- Customer security owner and publish date.
- Decision
- Customer notice review
- Basis
- Subprocessor, DPA, retention, or security term may trigger notice obligations.
- Customer impact
- Legal or privacy review required before action.
- Owner and due date
- Legal owner and due date.
- Decision
- Contract-specific follow-up
- Basis
- A specific customer term may differ from the standard commitment.
- Customer impact
- Account team needs customer-specific instructions.
- Owner and due date
- Account owner and legal reviewer.
- Decision
- Pause or limit rollout
- Basis
- Vendor source is ambiguous or conflicts with planned customer data use.
- Customer impact
- Feature launch or workflow expansion waits for review.
- Owner and due date
- Product owner and executive approver.
| Decision | Basis | Customer impact | Owner and due date |
|---|---|---|---|
| No customer notice | Source reviewed; no material change to customer-facing commitment. | No wording update needed; evidence date refreshed. | Reviewer name and close date. |
| Trust Center update | Public answer needs a new source date or narrower product scope. | Update public page without direct customer notice. | Customer security owner and publish date. |
| Customer notice review | Subprocessor, DPA, retention, or security term may trigger notice obligations. | Legal or privacy review required before action. | Legal owner and due date. |
| Contract-specific follow-up | A specific customer term may differ from the standard commitment. | Account team needs customer-specific instructions. | Account owner and legal reviewer. |
| Pause or limit rollout | Vendor source is ambiguous or conflicts with planned customer data use. | Feature launch or workflow expansion waits for review. | Product owner and executive approver. |
Common mistakes
- Leaving no record for a no-action decision.
- Treating a Trust Center update as a customer notice decision.
- Skipping legal review when a customer-specific term may apply.
Example decision
Zendesk subprocessor source reviewed. Standard Trust Center vendor date updated. No direct customer notice under standard terms. One enterprise customer agreement sent to legal for separate review.
AI Vendor Packet organizes review packet evidence and review workflow support. This template is not legal advice.
Related vendor pages
Use these vendor pages to fill in vendor-specific rows before sharing the template with customers or auditors.
Related templates
These templates pair well when the review leads to a customer-facing update, evidence packet, or internal decision.
Turn this template into a review packet.
Select your vendors, customer commitments, and data categories. AI Vendor Packet turns official-source checks into a review packet your team can keep as evidence.