AI Supplier Reference Card — for the RICS 2026 AI Standard s.4.1

For RICS firms doing s.4.1 supplier due diligence on AI tools used in surveying practice.

Version: 2026-05-06 · Next review: 2027-05-06

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What this is

A single-page reference card summarising the position SurveyorSuite Ltd holds on each of the substantive questions that flow from RICS Professional Standard Responsible use of artificial intelligence in surveying practice (effective 9 March 2026), s.4.1. Each answer is one line; canonical detail lives on our published legal pages and is linked from the table below.

We are not affiliated with, endorsed by, or an approved supplier of RICS or any other professional body. This card is supplied so you can drop it into your firm's procurement file as evidence of supplier due diligence.

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Vendor identity

• Legal entity: SurveyorSuite Ltd, registered in England and Wales
• Companies House number: 17103482
• Registered office: 4 Brading Road, London, SW2 2AN
• ICO registration number: ZC111433
• VAT: registration pending
• Compliance contact: [email protected]

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s.4.1 due-diligence answers

Topic	Position	Source of detail
AI provider	Anthropic PBC — Claude Sonnet 4.6 + Claude Haiku 4.5 via Commercial API	/ai
Sub-processors of customer content	Four: Anthropic (AI inference), Supabase (application data), Cloudflare (file storage / CDN), Vercel (application hosting)	/legal/sub-processors
Training on customer content	Anthropic states in its Commercial Terms that, by default, it does not train its models on Customer Content submitted via its API. SurveyorSuite Ltd. does not opt in to any feedback channel that would forward customer inputs or outputs for training.	/legal/terms s.9.3 · Anthropic Commercial Terms
Voice-to-text	Browser/device built-in speech recognition (Web Speech API on web; Capacitor on-device on iOS/Android). SurveyorSuite Ltd. does not see, store, or transmit the raw audio.	/legal/privacy s.4.2
Data retention (Anthropic)	Anthropic's default API retention is up to 30 days, after which content is automatically deleted. Trust & Safety review may extend that period.	/legal/terms s.9.3
Data retention (SurveyorSuite)	Customer Content retained while subscription active. After cancellation: 12 months read-only access, then permanent deletion. Billing records retained 6 years (HMRC). AI usage audit log retained 6 years (RICS / PI insurance).	/legal/terms s.7 · /legal/privacy s.7
AI audit trail	Every AI generation timestamped and logged: timestamp, user, template, token counts, model, status. Surveyor sign-off captured on every report. AI disclosure block auto-populated on every exported PDF.	/legal/terms s.9.5 · /ai
Named-professional accountability (s.4.2)	The named surveyor remains the accountable professional. AI output is a draft starting point only; the surveyor must review, edit and verify all AI-generated content before any report is delivered to a client.	/legal/terms s.9.5–s.9.7
Liability for AI-generated content	SurveyorSuite Ltd accepts no liability for AI-generated content the surveyor delivered without review. Aggregate liability cap on AI features is fees paid in the preceding 12 months. Customer indemnifies SurveyorSuite Ltd against third-party claims arising from delivered reports.	/legal/terms s.9.6–s.9.8, s.14
GDPR Article 28 (data processing)	Full processor terms. Surveyor firm is the data controller for customer content; SurveyorSuite Ltd is the processor; Anthropic and the other three sub-processors are sub-processors.	/legal/dpa
International data transfers	UK IDTA or EU SCCs with UK Addendum for sub-processors located outside the UK / EEA. Supabase application data is in the EU region.	/legal/dpa Schedule 3
Sub-processor change notification	30 days advance email notice to active customers of any addition or material change to the sub-processor list. Customer may object on reasonable data-protection grounds and terminate with a pro-rata refund if unresolved.	/legal/sub-processors · /legal/dpa s.6.4
Personal data breach notification	Notification to controller without undue delay, target 48 hours from confirmed breach. Information provided will allow the controller to meet its own UK GDPR Article 33 72-hour ICO clock. Forensics support and post-incident review on request.	[email protected]
Confidential / sensitive client data	The customer is responsible for what they paste into the site-notes input. Confidential client data (health, financial, dispute, identity documents, UK GDPR Article 9 data) should not be pasted into AI features without the data subject's express written consent and the firm's own risk assessment per RICS s.3.1. The product displays a guidance reminder at the point of input.	/legal/terms s.9.3
Customer's own AI register / risk register / ToE clause	The product provides templates for the firm's own s.3.2 AI register, s.3.3 risk register, and s.4.3 client-facing AI disclosure clause in the default Terms of Engagement (CRM users). The firm remains responsible for maintaining its own records.	(in-app, Settings)
Environmental impact	Anthropic does not publish per-call energy or carbon figures. We monitor and will surface this once available.	—
RICS Standard alignment	Product is designed around RICS Professional Standard Responsible use of artificial intelligence in surveying practice (effective 9 March 2026), covering disclosure, audit trail, named-surveyor sign-off, and customer responsibility. Cross-reference to s.4.2 named accountability and s.4.3 client disclosure.	/ai
Insurance / certifications	Specific cover and certifications available on request.	[email protected]

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How to use this card

Drop it into your firm's procurement file alongside the Terms of Service, Privacy Policy, DPA and sub-processor list at the time of onboarding SurveyorSuite. Refresh annually and on any sub-processor change notification. The "Source of detail" links resolve to canonical published documents — cite the URL in your file rather than copying the text, so your record updates when ours does.

If you need a position not covered above (custom clause request, security questionnaire response, supplementary attestations), email [email protected].

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This card was last reviewed on 2026-05-06. SurveyorSuite Ltd is not affiliated with or endorsed by RICS or any other professional body.