Why we use AI
Capital Strategy requires the systematic evaluation of 12 building assessment layers across 100+ individual elements. AI enables us to deliver comprehensive, consistent, and affordable capital intelligence at a speed that manual methods cannot match.
We chose AI deliberately — not because it is new, but because it is the most appropriate tool for the task. We assessed it against traditional alternatives including manual surveyor assessment, spreadsheet-based templates, and conventional report writing. AI extends the reach of professional building assessment to assets that would not otherwise receive detailed analysis.
What AI does in our process
AI is involved in the following parts of our service delivery:
- Document analysis: Extracting and analysing technical information from client-provided building documentation including plans, reports, maintenance records, and photographs
- Public data intelligence: Aggregating publicly available information including satellite imagery, regulatory databases, planning records, and market data
- Capital Strategy generation: Producing condition assessments, recommended actions, cost estimates, and confidence ratings across all building assessment layers
- Market intelligence: Researching and verifying cost benchmarks, current regulations, and technology specifications
What AI does not do
AI does not make decisions. It does not sign off on deliverables. It does not replace professional judgement.
Every AI-generated output is reviewed, validated, and approved by an appropriately qualified and named surveyor before it reaches a client. The named surveyor accepts professional responsibility for the accuracy and reliability of all outputs delivered.
The systems we use
We use large language model (LLM) AI systems — a type of generative AI that processes text inputs and generates text outputs. These are general-purpose systems directed to perform building assessment tasks through our proprietary KYB methodology.
- Claude (Anthropic) — accessed via Pro plan with model improvement disabled. 30-day data retention; not used for training.
- Gemini (Google) — accessed via Google Workspace Business, governed by the Cloud Data Processing Addendum, which contractually prohibits use of customer data for model training.
- Notion AI (Notion Labs) — embedded workspace tool, operating under Notion's workspace terms which similarly exclude training on workspace data.
How we manage risk
AI systems can make mistakes. They can generate plausible but incorrect information, produce cost estimates that differ from actual market rates, or reflect biases in their training data. We take this seriously.
Our safeguards include:
- Professional review: Every output is reviewed by a named, qualified surveyor before delivery
- Confidence ratings: Each assessment element carries a HIGH, MEDIUM, or LOW confidence rating so you know where the evidence is strong and where it is not
- Five-step safety check: All material content passes through our internal safety check before inclusion in any deliverable
- Dip sampling: Randomised detailed reviews of outputs at regular intervals to catch systematic issues
- Specialist referral: Where an assessment falls outside our analytical capability, we say so and recommend the appropriate specialist
How we handle your data
Your building information is processed through third-party AI systems hosted on servers located outside Australia, primarily in the United States. By using our service, you consent to this processing.
We take reasonable steps to anonymise or redact personal data and commercially sensitive information before processing through AI systems. We maintain detailed data governance policies and conduct due diligence on every AI vendor we use.
For full details on data handling, cross-border transfers, and your rights, see our Terms & Conditions and Privacy & Cookie Policy.
Governance and accountability
We maintain formal internal documentation including:
- A Responsible Use of AI Policy covering roles, responsibilities, human oversight, and training requirements
- An AI System Register listing every AI system we use, its purpose, and its review date
- An AI Risk Register documenting identified risks, their severity, and our mitigation plans — reviewed quarterly
- Vendor due diligence records for each AI provider we use
- Reliability decision records for every material output
These documents are available on request.
Your rights
As a client, you have the right to:
- Know when AI is involved: Our Terms of Service disclose when and where AI is used
- Ask how it works: We maintain detailed explainability documentation and will provide it in writing on request
- Contest AI use: If you have concerns about AI in the delivery of your Capital Strategy, raise them in writing via our contact form. We will acknowledge receipt within 5 business days and respond within 15 business days
- Seek redress: If you believe you have been negatively affected by AI in our service delivery, raise a formal complaint via our contact form. If not resolved to your satisfaction, you may refer the matter to the RICS Dispute Resolution Service
- Understand AI is integral: Capital Strategy is delivered using AI-assisted analysis as a core component of the methodology. If you are not comfortable with AI processing, our Due Diligence and Retained Advisory tiers may be more appropriate — contact us to discuss your options
Standards we follow
Our approach to AI is aligned with the RICS Professional Standard: Responsible Use of Artificial Intelligence in Surveying Practice, effective 9 March 2026. This standard sets mandatory requirements for RICS-regulated firms using AI in the delivery of surveying services. You can read the full RICS standard here.
This page was last updated on 25 February 2026.
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