# Closed model vendor questions, contract checklist and AIBOM entry

Use this with the risk register and the acceptance worksheet. Record every answer verbatim with its date. "Not disclosed" is a valid answer; a missing answer is a gap.

## Procurement questions

| # | Question | Answer (verbatim) | Date | Follow up |
|---|---|---|---|---|
| 1 | Which system card and training-content summary apply to the exact model identifier we use? | | | |
| 2 | Can you provide, under NDA, a list of dataset categories with approximate proportions and any third-party licensed sources? | | | |
| 3 | What personal data controls apply to training data, by category? | | | |
| 4 | What integrity controls apply to externally sourced and synthetic training data? | | | |
| 5 | How much notice do you give before retiring a pinned model version, and where are changes announced? | | | |
| 6 | Is our data used for training under our plan, and how do we confirm the setting? | | | |
| 7 | What retention applies to our inputs and outputs, and which options reduce it? | | | |
| 8 | What intellectual property commitments apply to outputs under our contract? | | | |
| 9 | Who do we contact about a suspected data or model integrity issue, and what is the response time? | | | |

## Contract clause checklist

For discussion with your counsel. Mapped to NIST AI 600-1 actions GV-6.1-004 (contracts and SLAs on content ownership, usage rights, quality, security and provenance) and GV-6.1-006 (clauses allowing evaluation of third-party GAI processes and standards).

- [ ] Notice period for material model changes and version retirement
- [ ] Minimum support period for pinned model versions
- [ ] Commitment to provide regulatory training-content summaries when published
- [ ] Data usage (training) and retention terms in the contract, not only on a web page
- [ ] Security incident notification, including model or data integrity issues
- [ ] Intellectual property terms covering outputs
- [ ] Right to receive documentation updates (system cards, data terms) for the models in scope

## AIBOM entry: CycloneDX

Replace the placeholders with your vendor name, pinned model identifier, endpoint and system card URL. The `compositions` entry marks the training data as unknown.

```json
{
  "bomFormat": "CycloneDX",
  "specVersion": "1.6",
  "version": 1,
  "metadata": {
    "timestamp": "2026-10-23T00:00:00Z",
    "component": { "type": "application", "name": "support-assistant", "bom-ref": "app" }
  },
  "components": [
    {
      "type": "machine-learning-model",
      "bom-ref": "model-vendor-a",
      "name": "vendor-a-model",
      "version": "pinned-model-id-2026-09",
      "supplier": { "name": "Vendor A" },
      "externalReferences": [
        { "type": "documentation", "url": "https://example.com/vendor-a/system-card.pdf", "comment": "System card, retrieved 2026-10-23" }
      ],
      "modelCard": {
        "modelParameters": {
          "task": "text-generation",
          "datasets": [ { "ref": "training-data-vendor-a" } ]
        },
        "considerations": {
          "technicalLimitations": [
            "Training data described by category only in the system card",
            "Reliable knowledge cut-off per vendor: 2026-06"
          ]
        }
      },
      "properties": [
        { "name": "internal:training-data-disclosure", "value": "narrative-categories" },
        { "name": "internal:business-data-used-for-training", "value": "no-by-default-per-vendor-policy" },
        { "name": "internal:risk-acceptance-id", "value": "RA-2026-014" }
      ]
    },
    {
      "type": "data",
      "bom-ref": "training-data-vendor-a",
      "name": "vendor-a-training-data",
      "description": "Vendor-described mix: public web, licensed and private datasets, opted-in user data, synthetic data. No per-dataset list published."
    }
  ],
  "services": [
    {
      "bom-ref": "svc-vendor-a-api",
      "provider": { "name": "Vendor A" },
      "name": "vendor-a-inference-api",
      "endpoints": [ "https://api.example.com/v1/messages" ],
      "data": [ { "flow": "bi-directional", "classification": "customer-support-tickets" } ]
    }
  ],
  "compositions": [
    { "aggregate": "unknown", "assemblies": [ "training-data-vendor-a" ] }
  ]
}
```

## AIBOM entry: SPDX 3.0.1 (JSON-LD fragment)

Check property names against the SPDX 3.0.1 AI profile pages before validating, since serialisation prefixes differ between tools.

```json
{
  "type": "ai_AIPackage",
  "spdxId": "urn:example:model-vendor-a",
  "name": "vendor-a-model",
  "software_packageVersion": "pinned-model-id-2026-09",
  "ai_informationAboutTraining": "Vendor system card describes a proprietary mix of public web data, public and private datasets, opted-in user data and synthetic data. No dataset list published.",
  "ai_limitation": "Reliable knowledge cut-off 2026-06 per vendor. Training data sources, licences and per-source personal data handling unknown.",
  "ai_useSensitivePersonalInformation": "noAssertion"
}
```