AI Automation & Processing

Vendor Check Pro uses AI-enabled automation to support selected document review and data extraction tasks within the compliance workflow. This page explains how that functionality is used, what data may be processed, how outputs are handled, and the role of human review.

1. Purpose of the Feature

AI-enabled automation is used to support operational efficiency in the review of uploaded compliance documents. Its purpose is to assist with pre-assessment tasks such as:

  • identifying document type

  • checking whether a document appears to match the expected category

  • identifying selected fields such as expiry dates

  • checking whether company or person names appear to match expected details

  • returning structured outputs to support internal review workflows

This functionality is intended to assist with document handling and reduce manual processing effort. It is not intended to replace human review or final decision-making.

2. How the Feature Works

Where this functionality is used, the uploaded document is submitted for AI-based analysis together with limited contextual information needed for the task, such as the expected document type, the relevant company name or person name, and the current date where relevant to the review logic.

The AI service returns a structured assessment to Vendor Check Pro. That assessment may include extracted fields, match indicators, and other review-support information designed to help an authorised user assess the document more efficiently.

3. What Data May Be Processed

Depending on the document submitted, the data processed through this feature may include:

  • document images or PDF content

  • company names

  • person names

  • expiry dates

  • document-type indicators

  • other selected compliance-related fields present in the uploaded document

The feature is used only in connection with the operation of the Vendor Check Pro service and the handling of customer-submitted compliance records.

4. Human Review and Decision-Making

AI-generated outputs are advisory only.

Vendor Check Pro uses this functionality to support pre-assessment and workflow handling, but the final approval, rejection, or other operational decision remains with an authorised human reviewer. Customers remain responsible for their own review, approval, and compliance decisions within the platform.

5. Storage and Handling of Data

Uploaded documents remain stored within the Vendor Check Pro environment as part of the customer’s use of the service. AI-generated assessment results may be stored within the platform to support the review workflow, auditability, and related operational handling.

Access to uploaded documents and related outputs remains restricted by organisation and role within Vendor Check Pro.

6. Third-Party AI Service Provider

Vendor Check Pro uses Anthropic’s Claude API to support this functionality. Where AI-enabled document review is used, document content and related contextual information may be submitted to Anthropic for the purpose of returning the requested analysis result.

Anthropic states that, by default, it does not use commercial API data to train its models. Under Anthropic’s standard commercial API retention model, API inputs and outputs are typically deleted from Anthropic’s backend within approximately 30 days, except where retention is required to comply with law or enforce Anthropic’s Usage Policy.

Anthropic also offers Zero Data Retention (ZDR) for eligible Claude API customers, subject to Anthropic’s approval and commercial arrangement. Under ZDR, inputs and outputs are not stored at rest after the response is returned, although Anthropic may still retain User Safety classifier results for Usage Policy enforcement. ZDR is not a customer-controlled code setting and must be separately arranged with Anthropic.

Vendor Check Pro can provide further information about this integration and relevant provider arrangements as part of due diligence or contractual review.

7. Privacy and Security Considerations

AI-enabled automation is used as part of the broader Vendor Check Pro service and is subject to the same general access control, security, and governance approach applied to the platform more broadly.

This includes:

  • restricted access by organisation and role

  • controlled user access

  • auditability of key workflow actions

  • retention and deletion controls

  • use of the feature only for service-related processing

Customers should take account of their own legal, governance, and document-handling obligations when deciding how to use AI-enabled functionality within their workflows.

8. Limitations of AI Output

AI-generated outputs may assist with document handling, but they are not guaranteed to be complete, error-free, or suitable as the sole basis for compliance decisions. Customers should ensure that authorised users review outputs appropriately and apply their own judgement before taking action.

9. Technical AI Data Handling Process Overview

Overview of how Vendor Check Pro uses AI-enabled automation for document review, what data is submitted for analysis, how outputs are handled, and the role of human review can reviewed in Technical data handling note: https://application.vendorcheckpro.com/ai_use

9. Changes to This Page

Vendor Check Pro may update this page from time to time to reflect changes to the service, the AI-enabled functionality, service-provider arrangements, legal requirements, or operational practices.

The latest version will be made available through the Trust Center.

10. Contact

If you have questions about AI Automation & Processing in Vendor Check Pro, please contact:

Vendor Check Pro
Email: info@vendorcheckpro.com
Website: www.vendorcheckpro.com

To review the detailed AI Data Handling