Approval

Customer data approval form

A decision record for approving, restricting, or blocking AI workflows that touch customer data.

Copy template Read the approval form guide

Use For

Make the template part of an approval workflow.

Copy it into your internal wiki, ticket system, or policy document. Replace bracketed placeholders before sharing it with employees or customers.

Template handling rules

Do not paste real secrets, customer records, or private keys into the template.
Assign an owner and review date before relying on it.
Use the linked guide when the decision needs more context.

Copyable Template

Customer data approval form

Customer Data AI Approval Form

Request owner: [Name]
Team: [Team]
AI tool or workflow: [Tool / workflow]
Date: [Date]
Decision: [Approve / Approve with restrictions / Block / Needs review]

1. Customer data involved
- Data type: [support tickets / transcripts / CRM notes / files / billing data / other]
- Contains personal data: [Yes / No / Unsure]
- Contains payment, health, legal, or regulated data: [Yes / No / Unsure]
- Contains customer secrets, credentials, files, or private documents: [Yes / No / Unsure]

2. AI workflow
- Purpose: [summary / drafting / classification / extraction / search / automation]
- AI account type: [company account / personal account / vendor-managed / API]
- Connected systems: [Gmail / Drive / Slack / CRM / support desk / calendar / other]
- Human reviewer before customer-visible use: [Name / role]

3. Required safeguards
- Redact customer identifiers before use: [Yes / No / Not applicable]
- Use approved company account only: [Yes / No]
- Disable unnecessary connectors: [Yes / No]
- Limit output sharing to approved channels: [Yes / No]
- Retention/deletion owner assigned: [Name]
- Customer-facing output reviewed before use: [Yes / No]

4. Decision notes
- Approved data: [What may be used]
- Blocked data: [What must not be used]
- Conditions: [Restrictions, time limit, review date]
- Next review date: [Date]