Does this checklist certify privacy, security or legal compliance?

No. It is a buyer-education and evidence-room checklist only. Legal, privacy, security and regulated decisions must be reviewed by qualified client owners and advisers.

AI pilot security · data residency · subprocessor evidence

AI pilot data residency and subprocessor evidence checklist.

Q: What is an AI pilot data residency and subprocessor evidence checklist?

It is an operational checklist for collecting evidence about where AI pilot data is processed, which subprocessors may touch it, how long data is retained, how deletion is handled and who must approve unresolved risks.

A practical evidence-room checklist for teams that need to answer where AI pilot data goes, which model or cloud subprocessors may touch it, how retention and deletion work, and what must be escalated before production approval.

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Truth boundary

This is a buyer-education and evidence checklist, not a real customer case study, audit, certification, compliance proof, privacy proof, security proof, legal advice, data-transfer advice, vendor approval, subprocessor attestation, revenue evidence, ranking claim or testimonial. No outreach was sent.

What this closes before production

Unknown data movement

Separates application region, model/API region, logging, analytics, backup and support-access paths so reviewers do not approve a vague “cloud-hosted” answer.

Ownerless subprocessor questions

Names who owns vendor terms, DPA/addendum status, subprocessor lists, data-use settings and security-questionnaire source evidence.

Deletion and retention gaps

Forces a clear retention window, deletion workflow, exception owner and proof location before the pilot becomes customer-facing or externally claimed.

Evidence checklist fields

Field	Evidence to collect	Owner	Pass condition	Stop/escalate signal
Data category	Personal data, customer confidential data, regulated data, public data, synthetic data or redacted sample data in the pilot.	Business/data owner	Category and excluded data are documented for the exact workflow.	Team cannot say what data enters prompts, retrieval, logs or exports.
Processing locations	Application hosting region, model/API processing region, vector database region, observability/logging region and backup region.	Engineering/cloud owner	Locations are documented from provider settings or architecture evidence.	“Global”, “default” or “unknown” processing with regulated or sensitive data.
Subprocessor list	Model provider, cloud provider, database, monitoring, support, analytics and ticketing subprocessors involved in the pilot.	Vendor-risk/procurement owner	Current source links or exported lists are saved in the evidence room.	Critical vendor path has no terms, DPA/addendum owner or review date.
Training/data-use setting	Provider setting or contractual statement for whether prompts, files, embeddings, logs or outputs may be used for model training or service improvement.	Security/privacy owner	Setting is captured, dated and matched to the intended environment.	Sales claim says “not used for training” without evidence source.
Retention window	Retention periods for prompts, uploads, outputs, audit logs, traces, backups and support tickets.	Platform owner	Retention is known and acceptable to client owners for pilot scope.	Provider retention exceeds policy or is unknown for sensitive workflows.
Deletion route	How pilot data, embeddings, logs, files, backups and user records are deleted or de-scoped after pilot close.	Operations owner	Deletion request path, owner and evidence artifact are documented.	No tested deletion path or no owner for vector/log data removal.
Cross-border adviser queue	Open questions for legal, privacy, security, DPO, compliance or customer-contract owners.	Accountable executive	Questions are answered or the workflow remains internal-only/non-production.	External launch or public claim requested while adviser questions remain open.

How AICS uses this checklist

Map pilot data flows from user input through model, retrieval, logs, support and deletion paths.
Collect source evidence without asking for live credentials by default.
Mark unresolved residency, subprocessor, training-use, retention and deletion questions for owner review.
Feed approved evidence into the AI pilot readiness intake, security-questionnaire source map and go/no-go decision record.

AI pilot readiness intake · Vendor security answer source map · Go/no-go decision record · More resources