AI Provider Model Change – Change Notification, Risk Reassessment, and Approval Trail | Word/PDF/Excel

Your AI provider is changing the language model, operating environment, or features – how do you document what actually changes and who gets to make the decisions? This template package for Swedish companies helps you agree on change notification, review consequences, test a specific version, and document a formal decision. Pre-approval only applies where contracts or a specific applicable legal rule provide support.

Quick facts: 7 editable Word files (.docx), 7 corresponding searchable but not interactively fillable PDF files, and 1 Excel workbook (.xlsx). Total of 15 customer files in a future digital ZIP delivery. Five Swedish working documents, a Swedish guide, and an English User Guide (guide only, not an English contract text). Swedish usage context, version 1.0, 2026-11-09. Microsoft Word and Excel or compatible programs are required; other program compatibility is not guaranteed.

Who is the package suitable for?

Example 1: A Swedish service company purchases an external AI assistant and wants to agree on when the provider must notify of a changed model and data location. Example 2: An organization receives an update from an AI provider and needs to collect risk, data protection, and testing documentation before an internal decision.

Choose another solution when: a specific AI system requires a full high-risk conformity assessment, an individual DPIA/FRIA, security incident reporting, or a legal specialist assessment. This package replaces neither such a process nor an existing data processing agreement.

The files – a clear workflow

DOCX files can be edited. PDF files are searchable and printable but contain no special interactive form fields. Excel can be edited and requires a compatible spreadsheet program.

The Excel tool in practice

Nine tabs: Overview, AI System, Changes, Risk Assessment, Tests, Decisions, Actions, Evidence Register, and Read Me. The overview uses tested formulas for the number of cases and statuses. Example: a notification registered as “For assessment” is counted in the change register but does not therefore appear as “Approved” – a separate decision must be documented by an authorized person. The spreadsheet does not calculate AI Act classification, legal permissibility, or contractual validity.

How to use the documents

1. Identify the exact AI system, contract parties, contract clauses, and current model version.
2. Negotiate and sign a contract addendum only if necessary; remove incompatible clause options.
3. Document the change notification and make a separate assessment of the contract, GDPR, and relevant AI Act rules.
4. Test the documented model version, note deviations, and save evidence.
5. Let an authorized person make a reasoned decision and use a letter to the provider if necessary.
6. Follow up on actions and archive materials according to the actual information management routine.

Important legal boundaries

AI Act: EU Regulation 2024/1689 has different application dates; rules on changed provider responsibility and special requirements for high-risk AI require that the system and the correct actor role are first classified. A model change is not automatically such a “substantial modification” that entails new provider responsibility. See the consolidated AI Regulation and Article 25.

GDPR: In the case of actual processing of personal data, data processing agreements, sub-processor processes, and impact assessments may be affected. Not all version changes entail new sub-processing or a new DPIA. See GDPR, especially Articles 28, 32, and 35, and IMY on data processing agreements.

Contracts: The right to advance information, pre-approval, objection, pause, or termination must be derived from the applicable contract and/or actual law. Do not use the template as unilaterally changed provider terms.

Compare with other documents

To introduce a broad AI policy or system inventory, the AI Governance Package is a close alternative. For documentation of AI competence and training measures, there is AI competence according to Article 4. This product, however, handles a concrete model and provider change case.

Frequently asked questions

Must the customer always approve a new model number?

No. There is no general AI Act requirement that every model version change must always be pre-approved by the customer. Examine the contract terms and whether any special obligation is triggered.

Is the notification a completed authority form?

No. The documents are editable contract and working documents, not standardized authority forms.

Is the package in English?

No. The five working templates and the Swedish guide are in Swedish; there is only an English-language user guide to understand the Swedish documents.

Does Excel give the green light to use the change?

No. Excel compiles and counts administrative statuses. Technical acceptance and legal assessment must be made and documented separately.

What do I need before use?

Main agreement, update details, relevant data processing agreement, information about the AI system's function and risk, and an authorized decision-maker.

Sources, version, and transparency

Product version 1.0 (2026-11-09). AI-assisted legal source check of the above official sources performed 2026-11-09; no independent external legal review or authority approval is claimed. Templates must be adapted to the actual contract, system, actor role, and prevailing law before use.