Form · In-House / General Counsel
AI tool approval request, risk assessment and register entry (legal team and business use)
A form for requesting approval of an AI tool: use case, data classes, vendor terms on training and retention, privacy, privilege and accuracy risks, controls, the decision and a register entry, with review triggers for model or vendor changes.
- Kind
- Form. A form to complete, or a guide to completing an official one.
- Where it applies
- Australia
- AI use
- Green AI can do most of the drafting. A lawyer still reviews the result.
- Law stated as at
- 17 October 2026
- Status
- Maintained. Checked on 17 October 2026 against the 6 authorities it cites, for Australia.
- Version
- 1
- Source
- Written for this library
When to use it
Use before any team, including the legal team, starts using a new AI tool or a new AI feature in existing software, and when a use case or vendor changes. It records the decision; for high-risk uses, also complete a privacy impact assessment.
How AI may be used
AI may help evaluate a tool: summarising vendor documents, building a requirements and risk matrix, and filling the register. The approver makes the decision on the evidence, and the vendor's commitments are checked in the contract.
AI may
- Summarise the vendor's terms, security documents and model information into Part C, with page references.
- Build a requirements and risk matrix for comparing tools.
- Populate and maintain the register entry in Part G and diary the review triggers.
AI must not
- Must not approve a tool or set the permitted data classes.
- Must not be tested with real client, customer or employee data before approval.
- Must not treat vendor marketing statements as verified commitments.
The lawyer checks
- Training, retention and location answers are supported by the contract, not just a website.
- Permitted data classes match the risk assessment, and privileged material is allowed only if clause 9.7 criteria of the privilege protocol are met.
- Decisions that could significantly affect individuals are flagged for the privacy policy (APP 1.7).
Method: how the Green, Yellow and Red levels are decided. This is guidance for planning, not legal advice.
Official form
Open the official form. Always use the current version from the issuer.
Read the full text
The full text is for signed-in accounts. It is free. When you sign in you can:
- read the whole precedent, with its drafting notes beside it;
- copy it, or download it as a Word file or Markdown;
- add it to your firm’s knowledge base, so colleagues can find it;
- let the AI tools you connect read it from that knowledge base.
The summary, the law it rests on and the AI-use guidance above stay public. Privacy.
More in In-House / General Counsel
- Legal services request and triage form (in-house legal team)
- Legal professional privilege protocol for in-house teams (including AI tools and meeting transcription)
- Whistleblower policy (Corporations Act Part 9.4AAA and tax whistleblowers), with rules for AI and case-management tools
- Board legal and regulatory risk report (memo template, including AI risk and how the paper was prepared)
- Litigation hold (document preservation) notice, covering chat, AI prompts, outputs and meeting transcripts
- Organisational AI use policy: completion guide for the National AI Centre template (legal team additions)
All precedents for In-House / General Counsel · Tasks and AI use in this area