Establishing secure connection…Loading editor…Preparing document…

Business AI Technology Document

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

BUSINESS AI TECHNOLOGY AGREEMENT

This Business AI Technology Agreement (the "Agreement") is entered into as of by and between the parties identified below.

Recitals

WHEREAS, Provider develops, licenses and operates artificial intelligence systems, machine learning models, data processing pipelines and related software and services (collectively, "AI Technology") and has expertise in customizing such AI Technology to business process and product requirements;

WHEREAS, Client desires to engage Provider to supply AI Technology and related services for the purpose of improving, automating or augmenting Client business operations as described herein, and Provider is willing to provide those services under the terms and conditions of this Agreement;

WHEREAS, the parties wish to allocate rights, responsibilities, confidentiality obligations, and liability with respect to the development, deployment and use of the AI Technology.

Scope of Work

Provider will perform the services and deliverables described below and in any statement of work executed by the parties, including development, customization, testing, deployment, training, and operational support of AI Technology as required by Client.

Payment Terms

Client shall pay Provider the fees set forth below in consideration for the services and deliverables. All fees are payable in U.S. dollars unless otherwise agreed in writing.

Any undisputed late payment shall accrue interest at percent per month (or the highest rate permitted by law, if lower), plus reimbursement of reasonable collection costs.

Term and Termination

The initial term of this Agreement will commence on and continue until unless earlier terminated as provided herein.

Either party may terminate this Agreement for convenience upon days' prior written notice. Either party may terminate immediately for material breach if the breaching party fails to cure within 30 days after written notice specifying the breach. Termination will not relieve Client of payment obligations for services performed or deliverables accepted prior to termination.

Confidentiality

"Confidential Information" means information disclosed by one party to the other that is marked confidential or should reasonably be understood to be confidential given the nature of the information and the circumstances of disclosure, including models, training data, trade secrets, algorithms, business plans and pricing. Receiving party shall (i) use Confidential Information only to perform its obligations under this Agreement, (ii) restrict access to those employees, contractors and agents on a need-to-know basis who are bound by confidentiality obligations at least as protective as those in this Agreement, and (iii) protect Confidential Information using at least the same degree of care it uses to protect its own confidential information, but no less than reasonable care. Confidential Information does not include information that is (A) publicly known through no fault of receiving party, (B) rightfully received from a third party without breach of any obligation, (C) independently developed without use of the disclosing party's Confidential Information, or (D) required to be disclosed by law, provided the disclosing party is given prompt notice and the disclosure is narrowly tailored.

Data, Models and Intellectual Property

Unless otherwise agreed in a written statement of work, Client retains ownership of Client Data provided to Provider. Provider retains ownership of pre-existing models, tools, and other Provider technology. For models, weights, parameters, enhancements or derivative works created solely for Client under this Agreement, the parties will specify ownership and licensing in the applicable statement of work; absent such specification, Provider grants Client a non-exclusive, non-transferable, worldwide license to use deliverables for Client's internal business purposes. Client grants Provider a limited license to use Client Data solely to perform the services and to improve Provider's services in de-identified, aggregated form, subject to the Confidentiality and Data Protection terms of this Agreement.

Warranties; Limitation of Liability; Indemnity

Provider warrants that it will perform services in a professional and workmanlike manner consistent with industry standards. EXCEPT FOR THE FOREGOING WARRANTY, THE SERVICES AND DELIVERABLES ARE PROVIDED "AS IS" AND PROVIDER DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

IN NO EVENT WILL EITHER PARTY'S AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THIS AGREEMENT EXCEED THE FEES PAID OR PAYABLE BY CLIENT TO PROVIDER UNDER THIS AGREEMENT IN THE 12 MONTHS PRECEDING THE CLAIM. IN NO EVENT SHALL EITHER PARTY BE LIABLE FOR ANY SPECIAL, INCIDENTAL, CONSEQUENTIAL OR PUNITIVE DAMAGES.

Each party shall indemnify and hold the other harmless from third-party claims arising from its gross negligence, willful misconduct, or breach of its obligations under this Agreement.

Compliance and Responsible Use

Each party shall comply with applicable laws, regulations and industry standards in performing its obligations. Provider will use commercially reasonable technical and organizational measures to protect Client Data. Client will not use the AI Technology for unlawful activity, to infringe third-party rights, or to create models intended to cause physical harm or to materially facilitate fraudulent activity.

Governing Law

This Agreement will be governed by and construed in accordance with the laws of without regard to its conflicts of law principles. The parties consent to the exclusive jurisdiction and venue of the courts located in the governing jurisdiction for disputes arising under this Agreement.

Entire Agreement; Amendment

This Agreement, together with any statements of work and attachments expressly incorporated herein, constitutes the entire agreement between the parties regarding the subject matter and supersedes all prior and contemporaneous agreements, proposals, and communications, whether written or oral. No amendment will be effective unless in writing and signed by authorized representatives of both parties.

Notices

All notices under this Agreement must be in writing and sent to the billing contact or addresses set forth above or to such other address as either party may designate in writing. Notice is effective upon receipt.

Miscellaneous

If any provision of this Agreement is held invalid or unenforceable, the remaining provisions will remain in full force and effect. Neither party may assign this Agreement without the other party's prior written consent, except to an acquirer of substantially all of the assigning party's business or assets to which this Agreement relates.

Provider Printed Name:

By:

Date:

Client Printed Name:

By:

Date:

Enter text✕

What the Business AI Technology Document Is

The Business AI Technology Document establishes the terms, scope, and responsibilities for deploying, using, or licensing AI-related systems and outputs within a commercial setting. It typically defines data inputs, model access, performance metrics, IP ownership, liability allocation, privacy controls, and vendor or vendor-integrator responsibilities. The document can be contract annex, procurement specification, or internal policy depending on context. Use it to record technical requirements, compliance obligations, testing and validation steps, and change-management procedures so stakeholders share a single reference for operational, legal, and regulatory expectations.

Why a Formal Business AI Technology Document Matters

A clear document aligns technical teams, legal counsel, and business owners on risk allocation, data handling, intellectual property, and compliance obligations, reducing disputes and operational uncertainty.

Why a Formal Business AI Technology Document Matters

Typical users and signers of this document

Teams and individuals involved in procurement, deployment, or oversight typically complete or sign the document.

  • Procurement and vendor managers — Prepare vendor-specific requirements and payment terms for third-party AI providers.
  • Legal and compliance officers — Review IP clauses, liability limits, and consumer-facing disclosures tied to ESIGN/UETA considerations.
  • Technical leads and data engineers — Confirm model specifications, data retention, and security controls required for deployment.

Signatures come from authorized business officers, technical leads, procurement managers, and legal representatives depending on authority and internal approval thresholds.

Step-by-step: completing the Business AI Technology Document

Follow these sequential steps to prepare, review, and finalize the document with appropriate approvals and records.

  • 01
    Collect inputs: Gather technical specs, datasets, and vendor proposals before drafting.
  • 02
    Draft terms: Define scope, IP, liability, and data controls in plain language.
  • 03
    Legal review: Have counsel review regulatory and indemnity clauses.
  • 04
    Authorize signatures: Obtain signatures from designated corporate officers and record execution metadata.

Typical e-signing and submission workflow

This outline describes a common online signing flow for business contracts and technical annexes, preserving an audit trail and accessible record.

  • Upload document: Sender uploads the final document to the signing platform in PDF or DOCX format.
  • Place fields: Define signature, initial, and date fields and assign signers or roles.
  • Authenticate signers: Choose signer authentication level (email, SMS code, KBA, or higher).
  • Complete signing: Signers review, sign, and receive copies; platform captures audit trail.

Recommended digital workflow settings

Configure these workflow settings to balance signer convenience with verification and compliance needs.

Field Configuration
Authentication Email link | SMS code optional | KBA for high-risk
Field logic Conditional fields enabled for optional exhibits
Notifications CC internal approvers; send reminders at set intervals
Integrations Connect to CRM or document repository for versioning

Platform and file requirements for electronic completion

Use platforms that accept common file formats and capture robust audit information.

  • File formats: PDF, DOCX, and printable HTML are widely supported
  • Security: TLS in transit and AES-256 at rest required
  • Integrations: CRM and cloud storage connectors simplify recordkeeping

Core elements every professional Business AI Technology Document should include

Cover these six elements to reduce ambiguity and support post-signature governance of AI systems, including operational control, liability, and auditability.

Scope

Define inputs, outputs, permitted use cases, excluded uses, and deliverables with measurable acceptance criteria.

Data protections

Specify encryption, access controls, retention schedules, and data-subject rights handling for regulated data.

Intellectual property

Clarify ownership of training data, models, and derived outputs and any license grant or assignment.

Performance metrics

List benchmarks, evaluation methods, and remediation steps for underperformance or drift.

Liability and indemnity

Allocate risk for model failures, data breaches, and third-party claims, with caps and insurance requirements.

Change control

Describe update processes, versioning, validation testing, and rollback procedures for model changes.

Supporting documents and outputs to attach

Include these common exhibits to make contractual obligations actionable and auditable by technical and legal teams.

Dataset inventory

A manifest describing data sources, labeling standards, access restrictions, and any de-identification applied to training or test sets.

Model specification

Technical description of architecture, version, hyperparameters, training process, and expected performance on validation tests.

Acceptance tests

Concrete test scripts and pass/fail criteria used to validate model behavior prior to production.

Security addendum

Detailed encryption, key management, vulnerability testing, and incident response obligations tied to the agreement.

Practical tips for accurate and efficient completion

Adopt these practices to reduce review cycles, avoid rework, and ensure enforceability across technical and legal domains.

Use plain language and measurable terms
Frame requirements as measurable outcomes or testable acceptance criteria rather than subjective descriptions to limit interpretation disputes and simplify validation.
Align signatures with authority levels
Match signature blocks to corporate approval limits and procurement thresholds so signatories have documented authority to bind the entity.
Record version history
Keep a changelog of drafts, reviewer comments, and approved versions; attach the final approved model version and dataset snapshot as exhibits.
Preserve audit trails
Ensure the signing platform records timestamp, IP, signer identity, and field-level activity to support future compliance audits.

Real-world examples of how organizations document AI relationships

These brief examples show practical phrasing and outcomes used by organizations that manage AI procurement and deployment.

Optica Ventures LLC

A small portfolio firm formalized data access limits and acceptance tests to bound vendor work.

  • They required reproducible validation reports.
  • The change reduced integration ambiguity and simplified quarterly compliance reviews by centralizing deliverables and test artifacts within the contract.

Martin Properties

A real estate operator used a technology annex to require model explainability for tenant-screening tools.

  • The annex mandated bias testing and remediation.
  • As a result, dispute resolution referenced documented tests and data lineage, helping the operator respond to regulator and tenant inquiries.

Security and compliance essentials to state in the document

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Access controls: Role-based access and audit logging
Compliance frameworks: ESIGN, UETA, HIPAA (BAA required)
Certifications: SOC 2 Type II; ISO 27001
Digital evidence: Detailed audit trail and timestamps
Accessibility: WCAG 2.0 Level AA considerations

Key legal and financial risks if the document is incorrect

Incorrect TIN: May trigger backup withholding at 24% and IRS notices
Late information filing: 1099 penalties $60–$330 per form under IRC §6721
I-9 violations: Civil penalties $281–$2,789 per violation (8 CFR §274a.2)
HIPAA breach: Civil penalties and corrective action obligations
IP ambiguity: Loss of rights to model outputs or required license payments
Insufficient liability limits: Exposure to large damages from model failure or data loss

Common mistakes to avoid

  • Leaving 'scope' vague and unenforceable creates disputes over deliverables and testing.
  • Omitting data lineage or dataset snapshots prevents reproducibility and complicates incident response.
  • Using undefined performance metrics leads to subjective acceptance and payment delays.
  • Failing to match signatory authority causes rejected signatures and procurement delays.

Timing considerations and key deadlines to document

Record absolute dates and response timeframes to prevent missed obligations and to trigger retention and reporting requirements.

Effective date and term:

Specify start date (MM/DD/YYYY) and contract term or renewal mechanics

Acceptance window:

Define time allowed for validation tests and acceptance, e.g., 30 days

Incident reporting:

State required notice period, e.g., within 72 hours for data breaches

Periodic reviews:

Schedule audits or model reviews, e.g., quarterly or annually

Termination notice:

Specify notice period for termination, e.g., 30–90 days

Pricing and feature comparison for eSignature options

Compare starting prices and core feature availability across common electronic signature providers to evaluate cost and compliance fit.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently asked questions about completion, signing, and enforceability

Answers to common legal, technical, and procedural questions when preparing and executing a Business AI Technology Document.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users