AI data handling
AI data handling policy
How AI features should be scoped, reviewed, and governed when connected to tenant-specific ERP data.
Last reviewed: 2026-05-17. Final contractual commitments must be reviewed before signature.
Review status: AI governance draft. Provider terms, training-use, retention, and opt-out obligations must be confirmed per deployment.
Tenant-scoped context
AI features should only receive the tenant context needed to answer the user request and should avoid generic cross-tenant memory.
- Use tenant context builders rather than hardcoded company assumptions.
- Avoid sending secrets, passwords, or unnecessary personally identifiable data.
- Log AI actions with enough metadata for support review without exposing sensitive payloads.
Human confirmation
AI output is advisory unless a workflow explicitly requires and records a human-confirmed action.
- Require confirmation for financial, inventory, approval, payment, and shipment actions.
- Show citations or source records for tenant-specific answers where practical.
- Treat anomaly, forecast, and recommendation output as decision support.
Provider review
AI provider, region, retention, training-use, and data-processing terms must be confirmed for the customer deployment.
- Confirm provider terms before enterprise rollout.
- Document whether customer data is used for provider training.
- Provide an opt-out path for AI features if required by procurement.
Buyer checks
Questions this document should help answer.
Can AI answers cite ERP records?
Can risky actions be blocked until human confirmation?
Can AI be disabled for a tenant or role?
Which provider processes AI prompts and responses?