Before You Try AI: The Hidden Risks in the Terms

Lately, I’ve seen more and more AI-driven platforms popping up, promising to help surveyors write reports faster, analyse data more accurately, or “revolutionise” the way we work.

It’s exciting - and a bit unnerving.

Because while the demos often look impressive, very few of us stop to ask the most important question before signing up for a free trial or uploading our first report:

What do the terms and privacy policies actually say about my data?

As professionals handling sensitive client information, we can’t afford to skip the fine print. Yet that’s exactly where the biggest risks often hide.

The Risks Hiding in the Small Print

I recently reviewed the terms and privacy policy of one AI reporting platform aimed at surveyors, and what I found was concerning - not because it was unusual for a tech start-up, but because it fell far short of what we’d expect for professional use.

Here are some of the red flags to look out for:

1. No Encryption or Anonymisation

If a platform doesn’t encrypt data (either in storage or in transit), your client’s details could be exposed in a breach. Without anonymisation, uploaded reports could be directly tied to named individuals or addresses.

2. Liability Caps That Mean Nothing

Some providers limit their liability to 50% of the fees paid. During a free trial, that’s effectively zero. If your data is lost, leaked, or misused, you’d have no real recourse.

3. Confidentiality That Ends With the Trial

Watch out for clauses stating confidentiality only applies “during the period” of the agreement. Once your trial ends, the provider might no longer be bound to protect your information.

4. Vague or Non-Existent Deletion Policies

If there’s no clear statement on data retention and deletion, assume your uploads may stay in their systems - or backups - indefinitely.

5. Use of Your Content to “Improve Services”

Many AI platforms include a catch-all clause allowing them to use uploaded content to “train models” or “enhance performance.” That could mean your reports and notes feed their algorithms - without your consent or control.

6. Complex Arbitration or Distant Jurisdictions

If disputes can only be resolved through arbitration in another country or city, pursuing a claim becomes impractical for small firms and sole traders.

Why This Matters for Surveyors

When we handle client data, we’re dealing with more than just facts about a building. We’re entrusted with personal details, addresses, financial situations, and sometimes sensitive issues about condition or safety.

If we upload that data to a platform with weak security or vague terms, we risk:

• Breaching confidentiality

• Losing intellectual property rights over our reports

• Exposing clients to data misuse

• Facing complaints or reputational damage

• Breaching your professional indemnity policy terms

And the worst part? We may not even realise it’s happening until it’s too late.

What You Can Do Right Now

Before trying any AI or software tool:

• Read the Terms and Privacy Policy - not just the marketing material.

• Look for encryption (both in transit and at rest).

• Check retention and deletion policies - how long do they keep your data? Can you request full deletion?

• Clarify liability - what happens if there’s a breach?

• Ask about data use - will your uploads train their models?

• Keep client data out of trials unless you’re confident in the provider’s protections.

If any of these points are unclear or missing, treat them as a red flag.

The Bigger Picture

As AI becomes part of our professional landscape, surveyors need clear guidance and minimum standards for digital tools - especially when handling consumer data.

Until that happens, it’s on us to protect our clients, our businesses, and our profession.

So before you sign up for the next shiny new platform, take a moment to read the fine print. It might be the most important part of the trial.

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• You might also like: Why Surveying Needs a Clearer, Fairer Consumer Complaints Process
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