Assess the supplier in the context of the AI system you intend to use.

AI governance does not stop at the edge of the organisation. Suppliers, buyers and independent specialists all contribute evidence, but each has a different role. EU AI Fit starts by connecting every third-party supplier to the AI systems and components that depend on it. The register shows the current assurance decision, overdue reviews, and open actions, so a team can see where reliance on an external service needs attention.

In this fictional example, Westbridge uses Blue Orchard Analytics for an appointment-demand forecasting service. A secure questionnaire lets the supplier respond without entering the client workspace. Its answers, supporting references and attestation remain pending until an authorised Westbridge reviewer checks them. The assessment records what has been answered, what evidence supports it, and where a gap remains.

Here, the product and security evidence have been approved, but the supplier has not yet agreed a clear material change notice period. Westbridge therefore records conditional approval, assigns the contractual action to Marcus Webb, and sets a review date. A supplier response is useful evidence. It is not automatic approval. Buyer assurance serves a different purpose. When fictional buyer Riverside Care Partnership asks how the forecasting service is governed, Westbridge records controlled answers against the specific questions.

Each answer names an owner, points to evidence, and goes through review before the response pack is approved and fingerprinted. The buyer sees the system boundary, human oversight and the open supplier condition without being given a misleading certification claim. Where additional judgement is needed, the organisation can issue an independent specialist review. The specialist receives a frozen snapshot rather than unrestricted workspace access.

Their competence, independence disclosure, sources, section decisions, limitations and attestation are retained with the opinion. An accepted with corrections outcome creates owned follow-up work. If the underlying record changes, EU AI Fit marks the opinion as no longer current and the team can issue a new frozen review. The signed history is preserved. It is not silently rewritten. The result is a connected assurance trail, supplier evidence, client decision, buyer response, specialist opinion, and corrective action.

Every organisation, person and scenario shown here is fictional. EU AI Fit supports controlled assurance workflow. It does not certify compliance or replace qualified legal, procurement or regulatory judgement.