TKH AI Technology 

Request Form

AI Tool Request Form

Before deploying any new AI tool, please complete this form. This supports proper governance over data privacy, security, and compliance across the organization.

01 - Requestor Information

Your Full Name *

Job Title *

Company Name *

Department *

Email Address *

Has your line manager approved this request? *

Yes

No

If No: request cannot proceed. Contact your line manager before resubmitting.

02 - AI Tool Information

Name of the AI Tool *

Vendor/Provider *

Tool URL or Documentation Link *

Does this tool have an AI component? *

Yes

No

If No, continue to Section 4. If Yes, complete Section 3.

03 - AI Tool Details

Do you intend on utilizing the AI component?

Yes

No

If No, explain why the tool is needed

Do you have any control over configuration of the AI component?

Yes

No

If Yes, describe configuration options

Can the business purpose be achieved without AI functionality?

Yes

No

If Yes, explain why you prefer the AI component

04 - Business Justification

What business problem does this tool solve? *

How many people will use this tool? *

Will it be used by multiple business functions? *

Yes

No

If Yes, which functions?

How critical is this tool to operations? *-- Select criticality --Critical - business function cannot operate without itHigh - significant impact if unavailableMedium - useful but workarounds existLow - nice-to-have

05 - Data & Privacy

What type of data will you input into this tool? * select all that apply

Customer data (names, emails, contact info)

Financial data (invoices, pricing, payment info)

Health/medical data

Employee data (names, roles, performance reviews)

Proprietary business information (designs, strategy, contracts)

Content/documents (PDFs, Word docs, emails)

Where is the data being kept? *

Cloud

On-premise

Hybrid

Not sure

If cloud, specify vendor

If cloud, which regions/countries store data?

Will your data leave your organization in any way? *

Yes

No

If Yes, describe how and where

Has the vendor provided a Data Processing Agreement (DPA)? *

Yes

No

Not sure

If Yes, provide link or filename

Does the vendor use your data to train AI models? *

Yes

No

Not sure

06 - Deployment Timeline

When are you looking to deploy this tool? *

Immediately (already in use - retroactive review)

Within 2 weeks

Within 1 month

Within 3 months

Still evaluating

If already deployed, how long has it been in use?

07 - Risk Assessment

Have you identified privacy, security, or compliance risks? *

Yes

No

Not sure

If Yes, describe risks and mitigations

Anything else privacy/compliance should know? *

08 - Attestation

I confirm that the information provided above is accurate and complete. *

I understand that deploying this tool without approval is not permitted and may violate company policy. *

Submit Request

Request Submitted Successfully
You will hear from the privacy/compliance team within 5 business days.

TKH AI TechnologyAI Tool Review & Approval

Do you want to request access to a tool, a custom project, or a workshop? Please fill out this form so we can better assist you.