Last updated: 10 September 2026
This policy explains what personal data qs-ai.uk collects, why, and what your rights are.
Who is responsible for your data
QS-AI is the data controller for this website.
Contact: contact.qsai@gmail.com
What this site collects
If you subscribe to email updates. Your email address, and the date you subscribed. That is all that is asked for. Subscriptions are handled by WordPress.com (Automattic Inc.), which operates this site’s subscription feature and stores the address on our behalf.
If you leave a comment. Your name, email address, comment content, IP address and browser user agent. This is standard WordPress behaviour, used to display the comment and filter spam.
Automatically, when you visit. Standard analytics collected by WordPress.com and Jetpack: pages viewed, approximate location derived from IP address, referring site, device and browser type. This is used to understand which articles are read, not to identify you.
This site does not collect payment details, and does not ask for your name, company, phone number or address.
Why, and on what legal basis
- Email updates — consent. You gave it by subscribing, and you can withdraw it at any time using the unsubscribe link in any email, or by emailing the address above.
- Comments — consent, given when you submit a comment.
- Analytics and site security — legitimate interests: understanding what readers find useful, and keeping the site working and free of spam.
How long it is kept
- Email addresses: until you unsubscribe, then removed.
- Comments and their metadata: indefinitely, so follow-up replies make sense. Ask and yours will be deleted.
- Analytics: retained by WordPress.com under their own retention periods.
Who else sees it
- Automattic Inc. (WordPress.com / Jetpack) — hosts this site and provides subscriptions, comments, sharing and analytics. See automattic.com/privacy.
- Akismet — spam filtering on comments.
Your data is not sold, and is not shared with advertisers or third parties for marketing.
International transfers
Automattic is based in the United States, so data may be processed outside the UK. Automattic operates standard contractual clauses and equivalent safeguards for UK and EU data.
Cookies
This site uses cookies set by WordPress.com for basic functionality, and to remember your details if you leave a comment. Jetpack sets analytics cookies. You can block or delete cookies in your browser settings; the site will still work.
Your rights
Under UK GDPR you have the right to:
- ask what personal data is held about you, and get a copy
- have inaccurate data corrected
- have your data deleted
- object to processing, or ask that it be restricted
- withdraw consent at any time
- receive your data in a portable format
To exercise any of these, email contact.qsai@gmail.com. There is no charge and you will get a response within one month.
Complaints
If you are unhappy with how your data has been handled, you can complain to the Information Commissioner’s Office: ico.org.uk — helpline 0303 123 1113.
Changes
Any changes to this policy will be posted on this page with a new “last updated” date.
Subby Mate and Site Diary — WhatsApp voice capture
This section covers our WhatsApp-based tools, which are separate from the website described above. It applies if you send a WhatsApp message to a number operated by QS-AI as part of a site delay-reporting or site-diary service.
Who is responsible for this data
Where a contractor or other organisation has engaged QS-AI to run this service for its supply chain, that organisation is the data controller. It decides what is collected, why, and how long it is kept. QS-AI acts as a data processor on its instructions.
QS-AI holds the data on the controller’s behalf — reports are stored in systems operated by QS-AI, listed under “Where your report goes” below — but we do not decide what happens to them and we do not use them for our own purposes.
If you are using the service directly with QS-AI and no other organisation engaged us on your behalf, then QS-AI is the data controller. Contact: contact.qsai@gmail.com.
If you are not sure which applies to you, ask us and we will tell you who the controller is for your data.
What is collected
Only if you send a WhatsApp message to one of our numbers:
- Your WhatsApp phone number. Used to check you are registered for the service, to link your report to you, and to send you a confirmation reply.
- The voice note you record. This is transcribed to text. The audio recording itself is not stored by us — it is retrieved from WhatsApp, transcribed, and not written to our records. A reviewer may attach a recording or photo to a record by hand where it is needed as evidence.
- The transcript of what you said, stored in full and in your own words.
- Details extracted from what you said: the date and time of the event, the trade or activity affected, the cause you described, who you indicated was accountable, and what work was stopped or delayed.
- An assessment generated from the above: whether a contractual notice may be required, a suggested notice type, and a confidence score.
We do not ask for and do not collect your name, address, date of birth, payment details, or any special category data. Please do not include health information, or details about other named individuals, in a voice note.
Messages from numbers that are not registered for the service are discarded without being processed or stored, and receive no reply.
Why, and on what legal basis
- To capture and record site delay events — necessary for the performance of the contract between the controller and QS-AI, and in the controller’s legitimate interest in recording events on its own projects.
- To indicate whether a contractual notice may be needed, and to remind before a deadline passes — legitimate interests: protecting the contractual position of the business using the service.
- To send you a confirmation that your report was received — legitimate interests: so you know your report arrived and can correct it if we have got it wrong.
You have the right to object to processing carried out on the basis of legitimate interests.
Where your report goes
Your report passes through the following organisations, each acting as a sub-processor:
- Meta Platforms (WhatsApp) — carries the message and briefly holds the media.
- n8n — runs the automation that processes the message.
- OpenAI — transcribes the voice note.
- Anthropic — structures the report and produces the notice assessment.
- Airtable — stores the resulting record.
- Google — carries internal alert and reminder emails.
Some of these providers process data outside the United Kingdom. Where that happens, the transfer relies on the provider’s standard contractual clauses and UK addendum. We do not sell your data and we do not use it for advertising.
Automated processing
Your report is read by an AI model, which extracts the details above and produces an assessment of whether a contractual notice may be required.
This assessment is advisory only, and no decision affecting you is taken automatically. Reports the system is unsure about are routed to a person for review, and a person always reviews and sends any contractual notice. The assessment is about the contractual position of the work, not about you.
How long it is kept
Retention is set by the data controller, not by QS-AI. We hold records for as long as the controller instructs, and delete them when instructed.
Where we are asked to recommend a period, we recommend twelve years from the end of the project, matching the limitation period for a contract executed as a deed, which many construction contracts are. It is for the controller to decide whether that is appropriate for its projects.
Your rights
You can ask for a copy of your data, ask us to correct it, delete it, restrict how it is used, or object to it being used.
Where QS-AI acts as a processor, we will pass your request to the controller, who decides how it is answered, and we will tell you who they are so you can contact them directly. Where QS-AI is the controller, we will answer it ourselves.
Start with contact.qsai@gmail.com or see our data deletion page. You can complain to the Information Commissioner’s Office at ico.org.uk if you think your data has been handled wrongly.
Being removed from the service
Your number is in the system because someone registered it. To have it removed, contact contact.qsai@gmail.com and we will remove it from the registered-user list, after which no further messages from you will be processed.