Review the actual data flow and configuration
Map what information enters the service, where it is processed, what is retained and which parties can access it. Review the specific product configuration and applicable agreement rather than relying on a general brand statement. Minimize data sent where the task does not require it. Involve appropriate legal or security specialists when the data or obligations warrant that review.
Worked example
Illustrative scenario; not a claim of measured client results.
For a customer-support pilot, separate the text needed to answer a question from unnecessary identifiers and attachments. Check whether logs or debugging tools retain the same information even if the model request is minimized. Verify deletion and export capabilities against the intended workflow. A privacy-friendly setting in one component does not establish the behavior of the entire integration.
Checks, limitations and next decisions
If documentation leaves a material question unanswered, obtain clarification before using the affected data. Keep the decision and configuration recorded, since service terms and product options can change. Do not present this checklist as a legal compliance determination. Its purpose is to make the technical and contractual questions concrete enough for the responsible team to evaluate.
A practical starting point
Work through these checks in order. Use the results to decide what needs to change in your own workflow.
- Inventory data categories sent to the vendor.
- Review current retention, access and processing terms with the responsible team.
- Minimize the data shared and verify configuration before use.
A mistake to avoid
Do not assume every product from the same vendor has identical handling terms.
How to check progress
Maintain a record of approved data flows and review it when the product or configuration changes.
Your action checklist
Use this checklist while reviewing your own setup. Checkmarks are temporary and stay in this open page.
For the wider decision process, read Choosing the first AI workflow to pilot.
Further reading
Official background resources for this topic. The workflow above is general guidance, not a guarantee of a particular result.
AI-assisted editorial content. Examples are illustrative, not client case studies. Read our editorial policy or report a correction.