Confidentiality
Practical guidance on what to send us — and what to leave out.
Why confidentiality matters on construction projects
Construction projects involve commercially sensitive information: contract values, defect liability positions, extension of time claims, and relationships between parties that have real legal and commercial consequences. We understand that asking you to share project notes requires a degree of trust.
This page explains exactly what we need, what we do not need, and what happens to the information you send us.
What we need from you
To prepare a well-structured document, we need to understand:
The substance of a meeting, the defects observed, or the progress made — described in your own words, as rough as you like.
Roles rather than names work perfectly — "the M&E subcontractor", "the architect", "the client's representative".
When actions are due, when the next meeting is, when practical completion is targeted.
Room references, grid lines, floor levels, and trade descriptions — without the full site address.
What you can withhold
You do not need to tell us:
A general description ("a high-end residential scheme in West London") is sufficient for context.
Refer to them by role — "the employer", "the client", "the developer" — rather than by name.
Trade descriptions work just as well — "the groundworks contractor", "the electrical subcontractor".
Unless directly relevant to the document (e.g. a retention amount in a progress report), financial values are not needed.
Do not forward solicitor letters, privileged emails, or without-prejudice communications. These should not be sent to any third party without legal advice.
Do not include full names, addresses, or contact details of individuals unless they are signatories to the document being prepared.
How we handle what you send
Information you submit is used solely to prepare your document. Specifically:
- Your brief is read by a member of our team as part of document preparation.
- It may be processed by AI drafting tools, under data processing agreements that prohibit training use.
- It is not shared with third parties for any commercial purpose.
- It is retained for 30 days after your document is returned, then permanently deleted.
- You may request early deletion at any time by emailing sitescribeai@gmail.com.
For full details, see our Privacy Policy.
A note on document confidentiality
The documents we return to you are yours. We do not retain copies for longer than 30 days, and we do not share them with anyone. You should apply your own project protocols when storing, distributing, or issuing documents we have prepared — particularly where those documents form part of the contractual record.
Questions
If you have questions about what is appropriate to share, or you work on a project with specific confidentiality requirements, please contact us before submitting your brief.
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