Three different questions
What has the supplier disclosed? What evidence exists to support those statements? Is the product suitable for this organisation’s particular use? Those questions are related, but they are not interchangeable.
Why the separation matters
A supplier may provide a complete questionnaire and strong security evidence while the organisation’s intended use is still unsuitable because of sensitive data, vulnerable people, significant decisions or lack of meaningful human oversight. Conversely, an information gap can be important even before a product-level risk conclusion is possible.
What a governance record should retain
Supplier terms, training use, data location, subprocessors, change-notice commitments, performance claims, evidence dates and exit arrangements should remain linked to the supplier. The use-case record should separately retain purpose, affected people, data, controls and the approval decision.