User Uploaded Content & AI Processing Notice

V1.0 availability notice — 19 October 2026: AI features are not available in V1.0. AI-specific provisions below apply only if a feature is subsequently enabled with the required notices, permissions and controls. Existing upload and content-rights obligations continue to apply to non-AI use.

Effective date: 6 November 2026

1. Notice at the point of upload When you choose an enabled Lighthouse AI feature, we process the content needed to perform that request. Read the feature-specific fields below before uploading. This notice supplements the Privacy Policy and is not a blanket authorisation for unrelated uses. Feature: [CONFIRM feature name]. Purpose: [CONFIRM the exact requested output, such as extracting material quantities from a drawing]. Required inputs: [CONFIRM files and fields]. Optional inputs: [CONFIRM]. AI provider/legal entity and processing countries: [CONFIRM]. Provider retention and training settings: [CONFIRM]. Lighthouse retention: [CONFIRM].

2. What may be processed Depending on the feature, input may include drawings, BOQs, specifications, photographs, project descriptions, budgets, prompts and relevant catalogue references. Associated account/request identifiers may be needed to return the result and protect the service. Remove unrelated personal data, identity documents, household faces, security/access details and confidential client information. Provide a redacted extract when a complete plan is unnecessary. Do not upload material subject to a restriction that prevents processing by Lighthouse or the disclosed provider.

3. Processing and visibility The workflow may extract text, classify content, create retrieval indexes or embeddings, send relevant data to the disclosed provider, generate an output and save the history you request. The feature notice must state which steps apply. Private uploads and outputs are visible only to authorised workspace users and necessary service providers/personnel. Publication, RFQ sharing and promotional use require the separate action and permission appropriate to that use. A project file is not shared with every dealer by default. Authorised human access may be necessary for support, abuse investigation or a disclosed review process. Access must be limited, logged and subject to confidentiality.

4. No bundled training permission Requesting AI analysis does not authorise training or fine-tuning of a general model on your private material. Any optional training programme must use a separate, unticked choice with a clear description of data, purpose, recipients, retention, withdrawal limits and rights. Do not offer an opt-in where Lighthouse lacks the necessary underlying rights or cannot honour its stated choice through provider contracts and settings.

5. Your choices You may decide not to upload, redact before uploading, use a non-AI route if available, delete saved project history, withdraw optional permissions, or request account/data deletion. Deletion covers stored files and associated retrievable copies, including relevant indexes/embeddings where technically held, subject to limited lawful retention. Explain backup expiry and any provider deletion limits before collection; do not promise that deleting a file reverses completed model training.

6. Output and ownership You retain your existing rights in inputs. The service licence is limited to the requested service and lawful operational needs. Output can be inaccurate or similar to other output and is not certified professional advice. Verify it before publication, purchasing or execution.

Suggested consent interface Primary action: “Process my upload for this request.” Supporting text: “Your file will be processed by [confirmed provider] for [specified purpose]. It will not be made public by this action. Retention: [confirmed period].” If a lawful optional training programme is later introduced, show a separate unticked training choice. Do not include it in the primary processing action.

Publication check Replace every feature/provider field with tested facts. Supply a working privacy/deletion route and store the notice version and the user’s relevant choices.

7. What the upload action authorises Choose the destination before uploading: a public professional portfolio, a private project workspace, an RFQ shared with selected suppliers, a support case or an enterprise workspace. The notice displayed at the point of upload must state the audience and enabled processing. Uploading to a private area does not authorise public display. The uploader must hold sufficient rights for the requested use. A client’s approval of a project story does not necessarily include the photographer’s copyright; a photographer’s licence does not necessarily permit disclosure of a homeowner’s address or personal belongings. Permission to use a plan for quotation does not authorise publication of its security layout.

8. Team-assisted imports and old project material Where Lighthouse staff prepare a draft from a firm’s website, social-media page, printed portfolio or historic submission, record the source and rights status. Public availability, a tag, a credit, a referral, or lack of reply is not permission to republish protected material. Request authorised originals or a documented licence, verify publication authority and keep unapproved drafts restricted. Before publication, the contributor should approve the final story, photographs, project year, credited roles and visibility. A correction requested by a photographer or client must reach the relevant asset, its thumbnail, associated story and scheduled promotional copies. Where the rights are uncertain, withhold the affected material while seeking resolution.

9. Processing inventory and optional features For each AI feature, the upload notice must disclose which file or extracted fields leave Lighthouse, the provider or clearly identified provider category, the purpose, whether human review occurs, retention, processing locations and whether the material may be used to train models. Identify optional features separately from necessary storage, malware checks, thumbnails and search indexing. A useful disclosure format is: “Feature [NAME]; data sent [FIELDS/FILE]; processor [ENTITY]; processing location [COUNTRY]; retention [PERIOD]; training use [VERIFIED POSITION]; your controls [CHOICE/LINK].” This is an implementation field set, not a statement that a named provider is already engaged. Redaction should remove unnecessary names, contact details, exact addresses, faces, number plates and security-sensitive details before transmission where practical. The user must be able to understand if a feature cannot operate without particular data and choose not to activate it.

10. Derived records and deletion Processing can create OCR text, tags, embeddings, previews, extracted dimensions, summaries and moderation records. These records remain subject to the source’s access restrictions and applicable deletion obligations. Pseudonymous identifiers or embeddings are not automatically anonymous. When a source is deleted or its visibility changes, propagate the action to active copies and derived indexes under the retention schedule. Narrowly retained evidence and backups must be isolated from publication, advertising and training. If a backup is restored, reapply outstanding deletion and access restrictions before returning it to ordinary use. A request to remove publicly visible material and a request to erase personal data can require different analysis. We explain any retained category and lawful reason rather than claiming that closing an account removes every transaction record.

11. International and enterprise context Where Lighthouse processes enterprise content on a customer’s instructions, the DPA and approved transfer arrangements apply. A public upload notice cannot override a negotiated prohibition on training or a data-residency commitment. The customer’s administrator must have authority to select processing options for its organisation. For transfers subject to European, UK or other local safeguards, the provider arrangement must be completed before the transfer; accepting this notice is not by itself a universal transfer mechanism. Data subjects retain applicable rights regardless of the uploader’s contractual permission.

12. Rights and visibility choices for each upload The upload interface must distinguish at least the relevant purpose: private analysis, restricted team collaboration, submission to selected RFQ recipients, or public portfolio publication. The user's selection authorises only the operations reasonably required for that purpose, subject to the applicable notice. A file submitted privately must not become public because another file in the same account is public. A collaborator may upload only within their authority. Permission from a firm to manage its profile does not necessarily include a photographer's reproduction rights, a client's privacy permission or authority to disclose a confidential tender. Where authority is uncertain, the file must remain outside public publication and optional onward sharing until resolved.

13. Staff-assisted preparation and final approval Where Lighthouse helps prepare an older project story, the import record should identify the source assets, proposed text, intended visibility, credits and approving representative. Staff may prepare a review copy within the permissions actually available; the availability of material online does not by itself authorise copying it for a private draft or publication. Approval must relate to an identifiable version. Silence after sending a draft, a referral from another architect or general enthusiasm for onboarding does not approve every image and narrative. Material additions after approval, including client identity, budgets, photographer credits or product claims, must be rechecked before publication.

14. Redaction and sensitive information Users should remove unrelated faces, signatures, phone numbers, precise residential locations, access codes, alarm layouts, financial identifiers and confidential commercial rates before uploading. Lighthouse may restrict material that creates a credible privacy or security risk and may request a less sensitive version. Automated redaction may miss details. A preview does not guarantee that metadata, hidden layers, attachments or OCR text are clean. For particularly sensitive plans, use the approved enterprise channel and permitted data categories rather than an unrestricted public upload. Neither this notice nor an upload checkbox authorises prohibited or unlawfully obtained material.

15. Processing stages and optional operations The feature notice must distinguish storage, malware checking, text extraction, thumbnail generation, embeddings or search indexes, AI inference, support review and optional model development. Only operations actually used should be described as active. An alternative that avoids optional AI processing should be offered where the service supports it; no unsupported non-AI workflow is promised. Material changes to recipients, training use or public visibility require updated information and any necessary fresh permission before the changed processing starts. Acceptance of a privacy-policy update is not automatically a new copyright licence.

16. Withdrawing sharing and correcting material A user may request correction, restricted visibility or removal through the account controls or support route. Lighthouse will verify authority proportionately and distinguish withdrawal of public display from deletion of records required for an accepted transaction or legal obligation. A request from one collaborator must not erase another person's independent rights without assessment. Within Lighthouse's control, the action must reach public pages, relevant previews, derived descriptions, discovery indexes and future reuse queues. Copies already lawfully received by an independent supplier may be subject to that recipient's duties; Lighthouse will explain the distinction and provide available assistance. A deleted original must not remain available through a derived AI summary.

17. Processing confirmation and dispute record Where a dispute concerns what was authorised, Lighthouse may rely on the recorded upload purpose, audience, notice version, approval evidence and subsequent instructions, subject to applicable evidentiary law. Technical logs are evidence, not conclusive proof that the person had all underlying rights. A correction or complaint must remain available even if the original uploader loses account access.

18. App-store permissions, privacy and media rights App-store distribution depends on the actual implementation, content rights and access method. A public URL and a user ownership checkbox are not blanket permission to

download from a third-party service. Running an import on Lighthouse’s servers does not remove copyright, privacy, service-term or app-store obligations.

Policy basis checked on Oct 3, 2026 Apple: App Review Guidelines 5.2.2 and 5.2.3 require permission under third-party service terms for access or display and explicit source authorisation for third-party audio/video downloading. Guidelines 5.1.1(iii) and 5.1.2(i) address limited access through pickers/share sheets and disclosure and explicit permission before personal data is shared with third-party AI. Google: Google Play’s Intellectual Property policy prohibits infringement and apps that encourage unauthorised downloading of copyrighted works. Android’s photo picker provides access to user-selected images and videos without access to the entire media library. Meta: its published anti-scraping guidance distinguishes permitted access from unauthorised automated collection. The team must verify the specific Instagram integration, permissions and applicable provider terms before enabling it. Unrestricted scraping is not an approved release assumption; this general guidance is not approval for a particular Instagram API or import method.

Required product behaviour Use the appropriate platform media picker or share sheet and request only access needed for selected files. Keep manual use available when AI consent or optional source access is declined; explain any feature-specific limitation without blocking unrelated manual functionality. Before sending personal data to an AI provider, explain the files or fields shared, the recipient and purpose, and obtain the required explicit permission. Keep AI-processing permission distinct from permission to publish and from any optional model-training choice. A device-access grant or source-account connection does not grant all of those permissions. Record media provenance, source/access method, relevant licence or rights confirmation and the person approving use. Preserve supplied photographer credits and applicable attribution conditions. Let users remove imported material before generation and again before publication; only approved material may enter the corresponding next stage. Default project visibility to city-level location and the confidential-client setting unless the user expressly chooses otherwise and has authority to disclose more. Remove unnecessary location metadata from delivered media where the processing pipeline permits. Disclose residual limitations; do not claim that hidden coordinates are removed solely because a visible address is hidden. Apply the Data Retention Schedule to originals, derived files, imported text and AI jobs. Explain retention, deletion and consent withdrawal before processing, including provider and backup limits. Delete abandoned temporary assets under a documented schedule and prevent cancelled or withdrawn jobs from later publishing their output.

Release gate Website imports and Instagram imports require separate technical and policy reviews. Keep each behind its own availability setting so an unsupported provider does not block

upload-based AI assistance. The internal approval record must cover permissions, the tested access method, consent, rights, privacy and deletion. Store-policy changes or revoked provider access require reassessment. Final app-store approval cannot be guaranteed by this document.

Primary sources Apple App Review Guidelines — privacy and intellectual property Google Play — Intellectual Property policy Android Developers — Photo picker Meta — How We Combat Scraping

19. Minimum-access media selection Use system pickers for selected media where sufficient. Do not request broad photo-library, contact or all-files access merely to support an occasional upload or referral. Any broader restricted permission requires a qualifying actual core use, the relevant disclosure and store approval where required. A website or social-media integration must be assessed separately from direct file upload. Neither a server-side importer nor a user’s ownership statement substitutes for source-service permission. Reject a source method whose rights or access conditions cannot be established.