Do you actually know what data your AI tools can see?
AI Tool Security & Data Governance Checklist | Compliance Audit Template | Editable Word Doc | Instant Download
ChatGPT, Claude, or some AI-powered plugin is probably already touching your code or your customer data — without anyone formally reviewing it. This 20-item checklist gives you a structured way to find out, before it shows up in a security questionnaire or a data incident.
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- Print-ready or fill in digitally
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The problem
Your team started using AI tools months ago. Does anyone actually know what data is going where?
If you're a founder or small SaaS team, it's probably already touching your code, your customer data, or both — with no formal review.
"Shadow AI" tools nobody signed off on
Free or personal-tier accounts, unapproved plugins, browser extensions — quietly touching company or customer data.
Vendor terms nobody actually read
Is submitted data used to train the vendor's models by default? Documented retention period, or just assumed?
No answer ready when it's asked
A customer security questionnaire or investor diligence call asks about AI usage — and there's no structured answer.
See it in action
Real checklist. Real checkboxes.
Print it or fill it in digitally. Click the screenshot to zoom in.
How it works
Three steps to an honest answer
Work through 5 categories
Check off items only once you've verified them directly — not from memory or assumption.
Check off what's verified
Use the Action Plan table to assign an owner and target date to every gap you find.
Plan fixes for the rest
Small fixes (a setting, a one-page policy) are usually same-day; bigger gaps get scoped as their own task.
What's included
5 categories. 20 items. One governance framework.
How to Use This Checklist
Plain-English walkthrough of what it covers — no security background required.
5 Category Checklists — 20 items
Specific, checkable items across every category below.
Action Plan Table
Fillable table to turn every unchecked item into an owner and a target date.
Data Handling & Vendor Terms
Access Control & Approved Tool List
Sensitive Data Exposure Prevention
Output Verification & Hallucination Risk
Contracts, Compliance & Incident Response
Who it's for
Built for people who don't have a security team yet
Startup founders
Who've never formally reviewed which AI tools touch company or customer data.
SaaS teams
That need a real answer when a customer or investor asks about AI usage.
Anyone suspecting "shadow AI"
Tools already in use with no visibility into what they can access.
Solo builders
Who want a lightweight governance pass without hiring a consultant.
Why this template
Built by someone who's done this professionally
Built by a 20+ year IT auditor and GRC consultant who has run vendor risk and compliance reviews for Fortune 500 and healthcare clients. It's a practical starting point for structuring AI governance conversations — not a substitute for legal review or a formal compliance audit, and should be adapted to your organization's actual risk tolerance.
Format & delivery
The full picture
Your team started using AI tools months ago. Does anyone actually know what data is going where?
If you're a founder or small SaaS team, ChatGPT, Claude, or some AI-powered plugin is probably already touching your code, your customer data, or both — without anyone formally reviewing it. This checklist gives you a structured way to find out what's actually happening, before it becomes a problem in a customer security questionnaire or a data incident.
WHAT'S INCLUDED (Editable .docx checklist)
Instructions section — plain-English walkthrough of how to use the checklist, no security background required
20 checklist items across 5 categories: Data Handling & Vendor Terms, Access Control & Approved Tool List, Sensitive Data Exposure Prevention, Output Verification & Hallucination Risk, and Contracts, Compliance & Incident Response
Action Plan table — turn every unchecked item into an owner and a target date
HOW IT WORKS
Work through each category, checking off items only once you've verified them directly — not from memory or assumption
Use the Action Plan table to assign an owner and date to every gap you find
Small fixes (enabling a setting, writing a one-page policy) are usually same-day; bigger gaps get scoped as their own task
WHO IT'S FOR
Startup founders who've never formally reviewed which AI tools touch company or customer data
SaaS teams that need a real answer when a customer or investor asks about AI usage
Anyone who suspects "shadow AI" tools are already in use but has no visibility into it
Solo builders who want a lightweight governance pass without hiring a consultant
WHY THIS TEMPLATE Built by a 20+ year IT auditor and GRC consultant who has run vendor risk and compliance reviews for Fortune 500 and healthcare clients. This is a practical starting point for structuring AI governance conversations — it is not a substitute for legal review or a formal compliance audit, and should be adapted to your organization's actual risk tolerance.
FORMAT & DELIVERY Instant digital download (.docx, works in Word, Google Docs, or Pages). No physical item will be shipped. File is available immediately after purchase under "Purchases and Reviews."
Due to the nature of digital products, all sales are final. If you have trouble opening or using the file, message me — happy to help.
One-time payment
AI Tool Security & Data Governance Checklist
Instant download, editable .docx. Know exactly which AI tools touch your data — and what to fix first.
- 20 items across 5 categories
- Action Plan table included
- Instant download, no waiting
FAQ
Common questions
Is this a legal or compliance certification?
No. It's a practical starting point for structuring AI governance conversations — not a substitute for legal review or a formal compliance audit. Adapt it to your organization's actual risk tolerance.
What software do I need to open it?
It's a standard .docx file. It opens in Microsoft Word, Google Docs, or Apple Pages — no special software required.
Can I fill it in digitally, or do I need to print it?
Both. Check the boxes directly on screen in Word or Google Docs, or print it out and mark it up by hand.
Do I need a security background to use this?
No. The included instructions section is a plain-English walkthrough of how to use the checklist — no security background required.
What if I have trouble opening or using the file?
Message the seller directly — happy to help. Due to the nature of digital products, all sales are final, so reach out first if anything doesn't work as expected.