Who We Are
The AI QS is a trading name of THEAIQS LTD, a company registered in the United Kingdom. We provide AI-powered quantity surveying and construction cost estimation services to clients across the UK and Ireland.
What Personal Data We Collect
We collect the following personal data when you submit an enquiry through our website, Facebook lead forms, or other contact channels:
Full Name
To address you correctly and personalise your service.
Email Address
To send your BOQ documents, quotes, and follow-up correspondence.
Phone Number
For project enquiries and urgent communications.
We may also collect project-related information you voluntarily provide, such as project type, location, scope, or drawing files. This technical data is used to deliver your BOQ and cost estimate.
How We Collect Your Data
- Facebook & Instagram Lead Forms: If you submit an enquiry through a Facebook or Instagram lead advertisement, your name, email address, and phone number are collected by Meta Platforms Ireland Ltd and shared with us pursuant to Meta's Lead Ads Terms. By submitting a lead form, you consent to us receiving and processing your contact details.
- Website Enquiry Forms: We collect data you submit through contact or enquiry forms on theaiqs.co.uk.
- Direct Contact: We collect data when you contact us directly by email, phone, WhatsApp, or any other channel.
- Portal Registration: If you create an account on the AI QS portal, we collect your email address and any profile information you provide.
How We Use Your Data
We use your personal data for the following purposes:
- To respond to your enquiry and provide you with a quote or proposal
- To deliver AI-powered quantity surveying services, including processing project information to generate Bills of Quantities and cost estimates
- To communicate with you about your project, including sending documents, updates, and invoices
- To manage our client relationship using a Customer Relationship Management (CRM) system
- To send you relevant service information and follow-up communications — you may opt out at any time
- To comply with our legal and regulatory obligations
AI Processing of Your Data
The AI QS uses artificial intelligence tools, including the Claude API (operated by Anthropic, PBC), to assist in generating cost estimates and quantity surveying outputs. Project information you submit may be processed by these AI systems.
Important: We do not submit your personal contact details — name, email address, or phone number — to AI processing systems. Only project-related technical information (drawings, dimensions, specifications) is processed by AI tools where necessary to deliver our services.
AI-generated outputs are always reviewed by a qualified professional before being provided to you.
Legal Basis for Processing
We process your personal data under the following legal bases under UK GDPR:
- Contract performance: Processing necessary to respond to your enquiry and deliver the services you request
- Legitimate interests: Processing necessary for our legitimate business interests, including business development and service improvement, where these are not overridden by your rights
- Consent: Where you have explicitly consented, such as when submitting a Facebook lead form or signing up for marketing communications
Third-Party Service Providers
We share your data only with trusted third-party service providers who help us operate our business. All processors are required to handle your data in accordance with applicable data protection law. We do not sell your personal data to third parties.
| Provider | Purpose | Category |
|---|---|---|
| GoHighLevel | CRM and marketing automation | CRM |
| Anthropic, PBC | AI processing via Claude API | AI |
| Meta Platforms Ireland Ltd | Facebook and Instagram lead advertising | Advertising |
| Pipedream | Workflow automation | Automation |
| Hostinger | Email delivery and web hosting | Infrastructure |
| Render | Portal hosting and deployment | Infrastructure |
How Long We Keep Your Data
We retain your personal data for as long as is necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Typically, we retain client and enquiry data for a period of 6 years from the date of last contact or project completion, in line with standard contractual limitation periods under UK law.
You may request deletion of your data at any time — see Section 10 below.
Data Security
We take appropriate technical and organisational measures to protect your personal data against accidental loss, unauthorised access, disclosure, alteration, or destruction. Our systems are hosted on secure cloud platforms and access to personal data is restricted to authorised personnel only.
No method of transmission over the internet is completely secure. While we take all reasonable precautions, we cannot guarantee absolute security of data transmitted to or from our services.
Your Rights
Under UK GDPR, you have the following rights in relation to your personal data:
Right of Access
Request a copy of the personal data we hold about you.
Right to Rectification
Request correction of inaccurate or incomplete data.
Right to Erasure
Request deletion of your personal data in certain circumstances.
Right to Restriction
Request that we restrict processing of your data.
Right to Portability
Receive your data in a structured, machine-readable format.
Right to Object
Object to processing based on legitimate interests or for direct marketing.
To exercise any of these rights, please contact us at hello@crmwizardai.co.uk. We will respond within one calendar month.
Cookies
Our website (theaiqs.co.uk) may use cookies and similar tracking technologies to improve your browsing experience and analyse site traffic. You can control cookie preferences through your browser settings. We do not use cookies to serve personalised advertising on our own website.
International Data Transfers
Some of our third-party service providers are based outside the UK or European Economic Area (EEA). Where we transfer personal data internationally, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the relevant supervisory authority.
In particular, Anthropic, PBC (operator of the Claude API) is based in the United States. Data transferred to Anthropic is subject to their data processing agreement and appropriate transfer mechanisms.
Complaints
If you have concerns about how we handle your personal data, we would appreciate the opportunity to address them directly first — please contact us at hello@crmwizardai.co.uk.
You also have the right to lodge a complaint with the UK Information Commissioner's Office:
Information Commissioner's Office (ICO)
Website: ico.org.uk | Telephone: 0303 123 1113 | Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Changes to This Policy
We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. We will publish the updated policy at theaiqs.co.uk/privacy and update the effective date at the top of this document.
For material changes that significantly affect how we process your data, we will endeavour to notify you directly by email where we hold your contact details.
Contact Us
If you have any questions about this privacy policy or how we handle your personal data, please get in touch: