Vendor evidence request checklist
Ask vendors for proof before the review gets stuck.
A hiring-tool review usually depends on vendor facts: AI features, decision role, data used, human controls, model updates, validation, and notice support. The request should be structured before counsel evaluates the file.
What to ask
Use the vendor request to turn uncertainty into assigned tasks.
AI feature descriptionAsk whether the product uses scoring, ranking, matching, recommendations, summaries, screening, or automated decision support.
Employment decision roleAsk where the feature affects recruitment, hiring, promotion, discipline, discharge, or other employment conditions.
Data usedAsk what applicant, employee, job, behavioral, assessment, interview, or third-party data is processed.
Human review controlsAsk whether the employer can review, override, disable, configure, or audit the feature.
Bias / validation materialsAsk what testing, validation, adverse-impact, or audit-style documentation exists.
Notice supportAsk what disclosure language, product descriptions, or customer-facing AI explanations the vendor provides.
| Evidence status | How to use it |
|---|---|
| Available | Attach or summarize in the Snapshot, then route to HR/legal review. |
| Requested | Track owner, date requested, vendor contact, and follow-up date. |
| Missing | Keep as an evidence gap and do not treat the vendor as cleared. |
| Unknown | Confirm whether the employer actually uses the feature. |
| Counsel review | Use when the document exists but legal sufficiency or notice impact needs counsel. |
Next step
AegisReview tracks vendor evidence as part of the same file.
The Snapshot keeps vendor evidence, missing proof, assumptions, and next requests tied to the tool inventory.