Buyer Responses
Supported = every statement backed by evidence, including honest ‘not yet’ answers · Qualified = answerable with stated limits · Awaiting = holding note until evidence or specialist input arrives.
Answer category
Evidence status
Showing 50 of 50
AAI use and inventory
| ID | Topic | Owner | Status | Evidence |
|---|---|---|---|---|
| Which features use AI | Product Lead | Evidence:Evidence-supportedAnswer:SupportedApproval:Draft | ||
| Intended purpose of each feature | Product Lead | Evidence:MixedAnswer:QualifiedApproval:Draft | ||
| In-house vs third-party | CTO | Evidence:Evidence-supportedAnswer:SupportedApproval:Draft | ||
| AI inventory maintained | CTO | Evidence:Draft documentAnswer:SupportedApproval:Draft | ||
| Features enabled for buyer | Product Lead | Evidence:Evidence-supportedAnswer:SupportedApproval:Draft |
- Evidence:Evidence-supportedAnswer:SupportedApproval:Draft
- Evidence:MixedAnswer:QualifiedApproval:Draft
- Evidence:Evidence-supportedAnswer:SupportedApproval:Draft
- Evidence:Draft documentAnswer:SupportedApproval:Draft
- Evidence:Evidence-supportedAnswer:SupportedApproval:Draft
BData and privacy
| ID | Topic | Owner | Status | Evidence |
|---|---|---|---|---|
| Employee data categories per feature | Product Lead | Evidence:MixedAnswer:QualifiedApproval:Draft | ||
| Special category data | Product Lead | Evidence:Evidence-supportedAnswer:SupportedApproval:Draft | ||
| Countries of processing | CTO | Evidence:MixedAnswer:QualifiedApproval:Draft | ||
| Retention of inputs; outputs; logs | CTO | Evidence:Not evidencedAnswer:AwaitingApproval:Draft | ||
| Privacy assessment covers AI features | External privacy adviser | Evidence:Not evidencedAnswer:AwaitingApproval:Draft | ||
| Privacy assessment covers German pilot | External privacy adviser | Evidence:Not evidencedAnswer:AwaitingApproval:Draft |
- Evidence:MixedAnswer:QualifiedApproval:Draft
- Evidence:Evidence-supportedAnswer:SupportedApproval:Draft
- Evidence:MixedAnswer:QualifiedApproval:Draft
- Evidence:Not evidencedAnswer:AwaitingApproval:Draft
- Evidence:Not evidencedAnswer:AwaitingApproval:Draft
- Evidence:Not evidencedAnswer:AwaitingApproval:Draft
CVendors and third parties
| ID | Topic | Owner | Status | Evidence |
|---|---|---|---|---|
| List of AI providers | Operations Manager | Evidence:Evidence-supportedAnswer:SupportedApproval:Draft | ||
| Signed DPA with each provider | Operations Manager | Evidence:MixedAnswer:QualifiedApproval:Draft | ||
| Transfer safeguards outside UK/EEA | Operations Manager | Evidence:Not evidencedAnswer:AwaitingApproval:Draft | ||
| Provider subprocessors and change notice | Operations Manager | Evidence:MixedAnswer:QualifiedApproval:Draft | ||
| How providers are assessed | Operations Manager | Evidence:Draft documentAnswer:QualifiedApproval:Draft | ||
| Notice before adding or replacing a provider | Operations Manager | Evidence:Evidence-supportedAnswer:SupportedApproval:Draft |
- Evidence:Evidence-supportedAnswer:SupportedApproval:Draft
- Evidence:MixedAnswer:QualifiedApproval:Draft
- Evidence:Not evidencedAnswer:AwaitingApproval:Draft
- Evidence:MixedAnswer:QualifiedApproval:Draft
- Evidence:Draft documentAnswer:QualifiedApproval:Draft
- Evidence:Evidence-supportedAnswer:SupportedApproval:Draft
DTraining and data use
| ID | Topic | Owner | Status | Evidence |
|---|---|---|---|---|
| Data used to train PendlePay models | CTO | Evidence:Evidence-supportedAnswer:SupportedApproval:Draft | ||
| Third-party training use | CTO | Evidence:MixedAnswer:QualifiedApproval:Draft | ||
| Training restriction: contract; configuration; evidence | CTO | Evidence:Not evidencedAnswer:AwaitingApproval:Draft | ||
| Data combined with other customers' data | CTO | Evidence:Evidence-supportedAnswer:SupportedApproval:Draft |
- Evidence:Evidence-supportedAnswer:SupportedApproval:Draft
- Evidence:MixedAnswer:QualifiedApproval:Draft
- Evidence:Not evidencedAnswer:AwaitingApproval:Draft
- Evidence:Evidence-supportedAnswer:SupportedApproval:Draft
EHuman oversight
| ID | Topic | Owner | Status | Evidence |
|---|---|---|---|---|
| AI changes tax code; deduction or salary without approval | Product Lead | Evidence:Evidence-supportedAnswer:SupportedApproval:Draft | ||
| AI prevents or delays payment | CTO | Evidence:Evidence-supportedAnswer:SupportedApproval:Draft | ||
| Describe human review | Product Lead | Evidence:MixedAnswer:QualifiedApproval:Draft | ||
| Review on every route incl. bulk and API | Product Lead | Evidence:Client-reportedAnswer:QualifiedApproval:Draft | ||
| Reviewers can reject or correct | Product Lead | Evidence:Evidence-supportedAnswer:SupportedApproval:Draft | ||
| Reviewer decisions recorded | CTO | Evidence:Client-reportedAnswer:QualifiedApproval:Draft |
- Evidence:Evidence-supportedAnswer:SupportedApproval:Draft
- Evidence:Evidence-supportedAnswer:SupportedApproval:Draft
- Evidence:MixedAnswer:QualifiedApproval:Draft
- Evidence:Client-reportedAnswer:QualifiedApproval:Draft
- Evidence:Evidence-supportedAnswer:SupportedApproval:Draft
- Evidence:Client-reportedAnswer:QualifiedApproval:Draft
FAccuracy, errors and incidents
| ID | Topic | Owner | Status | Evidence |
|---|---|---|---|---|
| Accuracy monitoring | CTO | Evidence:MixedAnswer:QualifiedApproval:Draft | ||
| Incorrect or missing extraction | Product Lead | Evidence:MixedAnswer:QualifiedApproval:Draft | ||
| How users report an AI error | Operations Manager | Evidence:Not evidencedAnswer:QualifiedApproval:Draft | None | |
| Incident procedure covers AI | CTO | Evidence:Evidence-supportedAnswer:SupportedApproval:Draft | ||
| Incident notification timeframe | Operations Manager | Evidence:Evidence-supportedAnswer:SupportedApproval:Draft |
- Evidence:MixedAnswer:QualifiedApproval:Draft
- Evidence:MixedAnswer:QualifiedApproval:Draft
- Evidence:Not evidencedAnswer:QualifiedApproval:DraftNone
- Evidence:Evidence-supportedAnswer:SupportedApproval:Draft
- Evidence:Evidence-supportedAnswer:SupportedApproval:Draft
GGovernance and accountability
| ID | Topic | Owner | Status | Evidence |
|---|---|---|---|---|
| Accountable for AI risk | Operations Manager | Evidence:Draft documentAnswer:SupportedApproval:Draft | ||
| Approves material AI changes | CTO | Evidence:Draft documentAnswer:SupportedApproval:Draft | ||
| AI acceptable-use policy | Operations Manager | Evidence:Draft documentAnswer:SupportedApproval:Draft | ||
| Staff AI training | Operations Manager | Evidence:Client-reportedAnswer:QualifiedApproval:Draft | ||
| AI risk register | CTO | Evidence:Draft documentAnswer:SupportedApproval:Draft | ||
| Alignment with AI governance framework | CTO | Evidence:Client-reportedAnswer:QualifiedApproval:Draft | None |
- Evidence:Draft documentAnswer:SupportedApproval:Draft
- Evidence:Draft documentAnswer:SupportedApproval:Draft
- Evidence:Draft documentAnswer:SupportedApproval:Draft
- Evidence:Client-reportedAnswer:QualifiedApproval:Draft
- Evidence:Draft documentAnswer:SupportedApproval:Draft
- Evidence:Client-reportedAnswer:QualifiedApproval:DraftNone
HTransparency and documentation
| ID | Topic | Owner | Status | Evidence |
|---|---|---|---|---|
| Users informed that AI is used | Product Lead | Evidence:Evidence-supportedAnswer:SupportedApproval:Draft | ||
| Capabilities and limitations documented | Product Lead | Evidence:Evidence-supportedAnswer:SupportedApproval:Draft | ||
| Suggestions presented as suggestions | Product Lead | Evidence:MixedAnswer:QualifiedApproval:Draft | ||
| Information to inform employees | Operations Manager | Evidence:Evidence-supportedAnswer:SupportedApproval:Draft |
- Evidence:Evidence-supportedAnswer:SupportedApproval:Draft
- Evidence:Evidence-supportedAnswer:SupportedApproval:Draft
- Evidence:MixedAnswer:QualifiedApproval:Draft
- Evidence:Evidence-supportedAnswer:SupportedApproval:Draft
IChange management
| ID | Topic | Owner | Status | Evidence |
|---|---|---|---|---|
| Testing before release | CTO | Evidence:Not evidencedAnswer:QualifiedApproval:Draft | None | |
| Notice of material AI changes | Product Lead | Evidence:Proposed improvementAnswer:QualifiedApproval:Draft | ||
| Provider changes model; terms or hosting | CTO | Evidence:MixedAnswer:QualifiedApproval:Draft | ||
| Disable individual features | Product Lead | Evidence:Evidence-supportedAnswer:SupportedApproval:Draft |
- Evidence:Not evidencedAnswer:QualifiedApproval:DraftNone
- Evidence:Proposed improvementAnswer:QualifiedApproval:Draft
- Evidence:MixedAnswer:QualifiedApproval:Draft
- Evidence:Evidence-supportedAnswer:SupportedApproval:Draft
JRegulatory
| ID | Topic | Owner | Status | Evidence |
|---|---|---|---|---|
| EU AI Act high-risk assessment | CTO | Evidence:Proposed improvementAnswer:QualifiedApproval:Draft | ||
| Role under EU AI Act | CTO | Evidence:Not evidencedAnswer:QualifiedApproval:Draft | None | |
| Automated decision-making rules (UK and EU) | External privacy adviser | Evidence:MixedAnswer:QualifiedApproval:Draft | ||
| Works council support for German pilot | Operations Manager | Evidence:Not evidencedAnswer:AwaitingApproval:Draft |
- Evidence:Proposed improvementAnswer:QualifiedApproval:Draft
- Evidence:Not evidencedAnswer:QualifiedApproval:DraftNone
- Evidence:MixedAnswer:QualifiedApproval:Draft
- Evidence:Not evidencedAnswer:AwaitingApproval:Draft