Trust Center AI policy template
Use this template to write a calm public AI policy that tells customers what is used, what is not promised, and how vendor evidence is reviewed. Keep it specific enough to be useful and narrow enough to stay accurate.
Who it is for
Teams publishing a careful AI-use page in a Trust Center or customer security portal.
Template
Trust Center policy sections with 5 starter rows.
Download formats
Markdown for docs, CSV for spreadsheet review.
When to use it
- When customers repeatedly ask how your company uses AI vendors.
- Before adding AI policy language to a Trust Center.
- After changing model providers, AI features, or customer data categories.
How to fill it out
- Publish only statements your team can source and review again.
- Separate public process language from customer-specific contract commitments.
- Add a last reviewed date and owner for every material section.
Trust Center policy sections
Use these rows as a starting point, then replace the example language with your vendor, source, customer data, and owner details.
- Section
- AI vendor scope
- Draft text
- We use selected AI and SaaS vendors to support product features and internal operations.
- Review note
- Name production vendors separately from internal employee tools.
- Evidence
- Vendor inventory and published vendor pages.
- Section
- Customer data handling
- Draft text
- Customer data sent to AI vendors is limited to the data needed for the approved workflow.
- Review note
- List major data categories or link to a maintained subprocessor record.
- Evidence
- Data-flow note and DPA exhibit.
- Section
- Model training
- Draft text
- We review vendor-specific sources before making statements about model training.
- Review note
- Avoid broad claims unless every product path supports them.
- Evidence
- AI data-use source links.
- Section
- Vendor source review
- Draft text
- We review material AI, DPA, subprocessor, retention, and security source changes at a documented cadence.
- Review note
- Use a cadence your team can actually operate.
- Evidence
- Review packet or source review record.
- Section
- Limit
- Draft text
- This policy describes our review process and does not replace customer-specific contract terms.
- Review note
- Route final wording through legal or privacy review.
- Evidence
- Approved policy owner note.
| Section | Draft text | Review note | Evidence |
|---|---|---|---|
| AI vendor scope | We use selected AI and SaaS vendors to support product features and internal operations. | Name production vendors separately from internal employee tools. | Vendor inventory and published vendor pages. |
| Customer data handling | Customer data sent to AI vendors is limited to the data needed for the approved workflow. | List major data categories or link to a maintained subprocessor record. | Data-flow note and DPA exhibit. |
| Model training | We review vendor-specific sources before making statements about model training. | Avoid broad claims unless every product path supports them. | AI data-use source links. |
| Vendor source review | We review material AI, DPA, subprocessor, retention, and security source changes at a documented cadence. | Use a cadence your team can actually operate. | Review packet or source review record. |
| Limit | This policy describes our review process and does not replace customer-specific contract terms. | Route final wording through legal or privacy review. | Approved policy owner note. |
Common mistakes
- Turning a public policy into a marketing page.
- Saying no customer data is used for training without product scope.
- Forgetting internal AI tools that receive customer support or sales data.
Example Trust Center note
We use OpenAI API and Google Workspace Gemini in defined workflows. We review official vendor sources before updating AI data-use, retention, subprocessor, and security statements. Customer-specific terms control if they differ.
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.