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[COMPANY NAME] ยท AI Approval Register
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A simple, practical register of every AI tool running in your business and what you know about it.
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#Tool Name and VersionDeployment DateVendor / ProviderPurpose / Business GoalsIntended Use Case(s)Data It TouchesData Storage CountryThird-Party SubprocessorsKnown limitations and prohibited useAny Foreseeable MisuseVendor Trains On Your Data?Subscription TierAffected Individual / GroupsApproved By
(Named Person)		Accountable Person (Owner)
(Named not 'IT team' or 'committee')		DPA / Terms
Reviewed?		Data Impact Assessment (Date completed)Terms Last
Reviewed Date		Next Review
Date		StatusRegistered DateNotes
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EGZoom17 April 2026Zoom Video CommunicationsCapture meeting outcomesAI Companion: meeting summaries, smart recordingsMeeting audio, video, transcripts, participant namesUSANot disclosed in standard termsNo AI companion in HR, disciplinary, or medical/health related conversationsSensitive conversations going being captured by AIOpt-out confirmedProCustomersJane Smith, Operations ManagerJane Smith, Operations ManagerYes, reviewed15 March 202615 March 202615 March 2026ActiveTraining opt-out confirmed at account level. Re-check after next terms update. Evidence of Opt-Out email confirmation stored.
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