Professional Services, AI & Data Policy

Updated 19 August 2026

Professional Services, IMME Portal, AI, Data & Responsible Use

This Policy explains how Immercial Limited (“Immercial”, “we”, “us” or “our”) operates its professional services, the IMME Portal, proprietary commercial systems, IMME AI and associated digital services, together with how relevant information and personal data are handled.

It should be read alongside, where applicable:

our Terms of Sale
Charge-Out Fees
IMME Licence™
Governance framework
Integrated Management System policies
any Consultancy Agreement, Order Confirmation or other written engagement terms

Where a specific written client engagement contains different or additional requirements, those engagement-specific terms apply to that engagement.

1. Immercial’s Professional Service

Immercial provides specialist MEP quantity-surveying, commercial-management, cost-management, benchmarking and related advisory services.

Our professional service may be supported by:

the Immercial Method™
the IMME Portal
proprietary commercial systems
controlled templates and workflows
benchmark intelligence
QSOR and rate information
IMME AI
specialist knowledge and review

These systems support delivery.

They do not replace the professional judgement, project-specific validation and specialist review required when delivering MEP commercial services.

The scope, deliverables, assumptions, responsibilities and commercial terms applicable to a client engagement are defined by the relevant written agreement.

2. The IMME Portal & Proprietary Systems

The IMME Portal provides a controlled digital environment supporting Immercial’s commercial-delivery workflow.

Depending on the engagement and authorised access, functionality may include:

CostPlan
Pricing Schedule
Tender Returns & Levelling
Benchmarks
QSOR
Commercial Control
IMME AI
project communication
associated controlled commercial records

Access to particular functionality may depend upon:

user permissions
client engagement
project role
confidentiality requirements
system availability
separate commercial or licence terms

Access to the Portal or any system does not transfer ownership of Immercial intellectual property.

3. Portal Information & User Responsibilities

The IMME Portal may contain or process project and commercial information including:

project details
pricing information
cost plans
tender submissions
quotations
cost breakdowns
benchmark information
rate information
programme information
commercial records
comments and clarifications
uploaded documents

Users are responsible for ensuring that information they provide through the Portal is lawful and that they are authorised to provide it.

Users must respect applicable:

confidentiality obligations
client requirements
contractual restrictions
data-protection requirements
intellectual-property rights
competition-law obligations
project information-security requirements

Access credentials must not be shared with unauthorised persons.

Information accessible through a user’s account must not be disclosed outside the authorised project or engagement environment unless permitted.

4. Tendering & Commercial Interaction

Where the IMME Portal supports tendering or supply-chain interaction, each participant remains responsible for its own submission and the information it provides.

Immercial may, where included within its professional scope:

structure tender enquiries
review submissions
compare commercial information
identify exclusions, qualifications or gaps
raise clarifications
undertake levelling
analyse tender information
provide professional commercial recommendations

The Portal itself does not autonomously select a contractor, accept a tender or bind a client to a commercial or contractual decision.

Unless expressly agreed otherwise in writing, the client retains responsibility for its ultimate procurement and contractual decisions.

Immercial does not become the contracting party or agent of a tender participant merely through operation of the Portal.

5. Commercial Information, Benchmarks & QSOR

Benchmark information, QSOR, rate information, CostPlan outputs and other commercial references are intended to support structured commercial analysis.

Their relevance may depend upon matters including:

project type
sector
scale
location
date
programme
scope
procurement route
specification
quantities
installation conditions
market conditions
assumptions and exclusions

A benchmark or rate should not be treated as an automatic project answer merely because it appears within an Immercial-controlled system.

Commercial evidence requires appropriate contextual interpretation.

Evidence supports professional judgement; it does not replace it.

6. IMME AI

IMME AI is a controlled, domain-specific support capability within Immercial’s commercial-delivery ecosystem.

It is designed around relevant MEP, construction, quantity-surveying and Immercial knowledge.

Depending upon authorised access and functionality, IMME AI may assist with:

retrieving relevant controlled knowledge
identifying applicable Immercial methods or processes
locating relevant resources
structuring commercial information
interrogating benchmark or rate information
summarising information
supporting commercial analysis
supporting specialist review

IMME AI should not be treated as an autonomous commercial decision-maker.

7. AI Limitations & Professional Review

AI-supported outputs may contain errors, omissions or inappropriate interpretations.

Accordingly, AI-supported information must be reviewed in the context of the relevant project, engagement and evidence before being relied upon.

IMME AI does not replace:

project-specific validation
contractual understanding
evidence review
commercial reasoning
negotiation strategy
professional recommendation
specialist MEP QS judgement

Immercial does not use IMME AI as the sole basis for client-facing professional commercial recommendations.

The technology supports the workflow.

Professional responsibility remains with the appropriate human decision-maker and specialist reviewer.

8. AI & Immercial Intellectual Property

Immercial controls the proprietary methods, commercial knowledge, workflows, system logic and intellectual property used within its AI-supported delivery environment.

IMME intellectual property must not be used without authorisation to:

train an external AI model
fine-tune an external AI model
build an external knowledge or retrieval system
recreate proprietary Immercial functionality
systematically extract Immercial commercial knowledge
develop competing products using controlled IMME IP

Users must not place controlled Immercial intellectual property into external general-purpose AI systems where doing so would breach the IMME Licence™, confidentiality requirements or other applicable restrictions.

Where third-party technology infrastructure or service providers are used as part of digital delivery, their use remains subject to appropriate operational, contractual and data-handling controls.

9. Project & Client Information Used With AI

Users should only submit project information to AI-enabled functionality where they are authorised to do so.

Particular care should be taken with:

commercially sensitive information
confidential client information
personal data
tender information
third-party intellectual property
information subject to contractual restrictions

Where IMME AI forms part of an authorised Immercial client-delivery environment, project information may be processed as reasonably required to provide that functionality, subject to applicable engagement, confidentiality and data-protection requirements.

AI interaction records may also be processed where reasonably required for:

providing responses
maintaining system security
investigating errors
quality control
service improvement
preventing misuse

10. Development of Commercial Intelligence

Immercial may develop and maintain proprietary commercial knowledge including:

methodologies
commercial workflows
benchmark intelligence
rate information
analytical methods
system logic
internal datasets
commercial guidance

Where project-derived information contributes to internal analysis, benchmarking or service development, its use remains subject to applicable confidentiality obligations, engagement terms and data-protection requirements.

Where appropriate, information may be aggregated, anonymised or otherwise structured so that commercial intelligence can be developed without representing confidential project information as publicly attributable information.

Immercial’s independently developed methodologies, analytical structures, systems, know-how and derived intellectual property remain Immercial intellectual property unless expressly agreed otherwise in writing.

11. System Availability

Immercial uses reasonable measures to maintain the availability and operation of its digital services.

However, digital systems may occasionally be affected by:

maintenance
updates
hosting issues
third-party service availability
internet connectivity
security events
software faults
circumstances outside Immercial’s reasonable control

No digital system can be guaranteed to operate without interruption.

Where appropriate to the engagement, important commercial decisions and records should not depend solely upon uninterrupted availability of one digital system.

Any contractual rights or liability relating to system availability are governed by the applicable written engagement terms and law.

12. Security & Access Control

Immercial maintains proportionate technical and organisational measures intended to protect information against:

unauthorised access
unlawful disclosure
accidental loss
alteration
destruction
inappropriate access

Access to controlled systems is restricted according to operational need and applicable user permissions.

Users are responsible for:

protecting passwords and authentication credentials
maintaining appropriate device security
reporting suspected unauthorised access
using authorised systems responsibly
complying with applicable client or project security requirements

No digital environment can be guaranteed to be completely secure.

13. Privacy & Personal Data

Immercial processes personal data in accordance with applicable UK data-protection law.

Depending upon the particular processing activity, Immercial may act as:

data controller
joint controller
data processor

The precise role depends upon who determines why and how the relevant personal data is processed.

Where Immercial acts as a processor on behalf of a client, the applicable engagement and data-processing requirements govern that processing.

14. Personal Data We May Collect

Depending upon how an individual interacts with Immercial, we may collect information including:

name
employer
job title
professional contact information
correspondence and enquiry information
Portal account and authentication information
user permissions
Portal activity and communication records
information contained in project documents or submissions
AI prompts, queries and interaction records
Academy or professional-development information
billing and contractual information
IP address
device and browser information
access and security logs
website usage information
feedback voluntarily provided to us

Users should not provide personal data about another person unless they are authorised and have an appropriate lawful basis to do so.

15. Why We Process Personal Data

Depending upon the circumstances, personal data may be processed to:

respond to enquiries
provide professional services
administer client relationships
operate Portal accounts
authenticate users
manage user permissions
provide Portal and AI functionality
administer Academy services
support tender and project workflows
maintain security
investigate technical problems or misuse
process invoices and payments
maintain business and professional records
improve systems and service delivery
develop appropriately aggregated or anonymised commercial intelligence
comply with legal, regulatory, insurance, tax or accounting requirements
establish, exercise or defend legal rights

The lawful basis relied upon will depend upon the particular purpose and may include:

performance of a contract
steps taken in connection with a prospective contract
compliance with legal obligations
legitimate interests
consent where appropriate
establishment, exercise or defence of legal claims

Where legitimate interests are relied upon, Immercial considers whether those interests are proportionate and whether they are overridden by the rights and interests of affected individuals.

16. Automated Decision-Making

IMME AI is intended to support human-led professional work.

Immercial does not ordinarily use solely automated processing to make decisions about individuals that produce legal or similarly significant effects without meaningful human involvement.

If Immercial introduces processing of that nature, appropriate information and safeguards will be provided as required by applicable law.

17. Sharing Personal Data

Where reasonably necessary and lawful, personal data may be shared with:

clients
authorised project participants
approved specialists and collaborators
hosting and cloud-service providers
authentication providers
IT and security providers
communication providers
professional advisers
insurers
accountants
auditors
legal representatives
public authorities or regulators where legally required
organisations involved in a genuine corporate transaction

Access should be limited to information reasonably required for the relevant purpose.

Where third parties process personal data on Immercial’s behalf, appropriate contractual and organisational safeguards should apply.

Immercial does not sell personal data.

18. International Data Transfers

Some technology or professional service providers may process information outside the United Kingdom.

Where personal data is transferred internationally and UK law requires additional safeguards, Immercial will use an appropriate lawful transfer mechanism recognised under applicable UK data-protection law.

The particular safeguard may depend upon:

the destination
the recipient
the nature of processing
the relevant legal framework

19. Data Retention

Personal data is retained only for as long as reasonably required for the purpose for which it was collected and for applicable:

contractual
legal
accounting
tax
insurance
professional
security
dispute-resolution

requirements.

Different categories of information may therefore have different retention periods.

When determining an appropriate period, Immercial may consider:

the nature of the information
its sensitivity
the purpose of processing
contractual requirements
operational requirements
applicable limitation periods
risk
legal obligations

Information that is no longer reasonably required will be deleted, securely destroyed or anonymised where appropriate and practicable.

20. Individual Data-Protection Rights

Subject to applicable law and exemptions, individuals may have rights relating to their personal data including the right to:

obtain information about processing
request access
request correction
request erasure
request restriction
object to certain processing
request portability of eligible information
withdraw consent where processing relies upon consent
raise concerns regarding automated decision-making where applicable

The availability of particular rights depends upon the processing activity and lawful basis.

Requests may be made through Immercial’s Contact page.

Immercial may need to verify identity before responding to a request.

Individuals also have the right to raise a complaint with the UK Information Commissioner’s Office.

21. Cookies & Similar Technologies

Immercial websites and digital services may use cookies, local storage and similar technologies for purposes including:

essential website functionality
security
authentication
maintaining user sessions
remembering preferences
understanding website performance
analytics
third-party functionality

Where consent is required by applicable law, non-essential storage or access technologies should only be used after the required information and choice have been provided.

Users should be able to manage relevant preferences through the available cookie controls.

22. Marketing Communications

Immercial may send communications required to:

administer an enquiry
deliver an engagement
manage an account
communicate relevant service information

Marketing communications will only be sent where permitted by applicable law.

Recipients may unsubscribe or object to marketing communications using the facility provided or by contacting Immercial.

Service-related communications necessary for an active account or engagement may still be sent where appropriate.

23. Third-Party Authentication, Systems & Links

Immercial systems may interact with third-party services including, where applicable:

authentication providers
hosting services
communication services
analytics services
other authorised technical providers

Those providers may process information under their own terms and privacy arrangements where they act independently.

Users should review applicable third-party terms where appropriate.

Links from Immercial websites to external websites do not make Immercial responsible for the content, security or privacy practices of those external sites.

24. Academy & Younger Users

Immercial’s websites, Portal and professional services are primarily intended for professional and business users.

Where Academy content or services are made available to a person under 18, appropriate age-related information, permissions and safeguards will be applied where required by law.

25. Public Website Information

Public information provided through the Immercial website, Whitepaper, Academy, case studies, articles or general guidance is intended to explain Immercial’s:

professional services
methods
systems
commercial thinking
experience
general industry knowledge

Unless expressly stated otherwise, public website information does not constitute project-specific professional advice.

Commercial decisions should be based upon the facts, evidence and circumstances relevant to the particular project and appropriate professional review.

26. Intellectual Property

Unless expressly stated otherwise, intellectual property associated with Immercial’s:

methodologies
templates
commercial systems
software
system logic
datasets
benchmarks
QSOR
guidance
AI-supported systems
branding
documentation
processes
know-how

remains owned by or licensed to Immercial Limited.

Permitted use of specified IMME intellectual property is governed by the IMME Licence™ and any additional written agreement applicable to the user or engagement.

Access to information does not itself transfer intellectual-property ownership.

27. Independent Consultancy Status

Immercial operates as an independent specialist consultancy.

Unless expressly agreed otherwise in writing, Immercial does not act as:

an employee of the client
a staffing resource
a contracting party on the client’s behalf
an agent authorised to bind the client
a legal adviser
an adjudicator
an expert witness

The precise professional role and scope applicable to each project are established by the written engagement.

28. Pricing & Engagement Model

Immercial’s standard commercial model is based primarily upon structured project-support tiers for defined scopes and levels of involvement.

Separate day-rate or other arrangements may be agreed where appropriate.

Current published commercial information is set out in the Charge-Out Fees and Pricing information.

The specific scope and fee agreed for an engagement are confirmed in writing.

Internal time, performance or benchmarking information does not automatically constitute the basis of client billing.

29. Responsible Use

Users of Immercial systems must not deliberately use those systems to:

mislead other participants
manipulate tender outcomes unlawfully
introduce false commercial information
gain unauthorised access
distribute harmful or unlawful content
compromise another user’s account
circumvent access controls
infringe intellectual-property rights
breach confidentiality obligations
misuse personal data

Immercial may restrict, suspend or withdraw access where reasonably necessary to protect users, clients, systems, intellectual property or legal compliance.

30. Policy Updates

This Policy may be updated to reflect changes in:

Immercial’s services
technology
systems
processing activities
legal requirements
governance
commercial operations

The updated date displayed on this page identifies the current published version.

Where a change materially affects personal-data processing or relevant user rights, appropriate notice will be given where required.

Changes to this Policy do not retrospectively alter a separately agreed client engagement except where permitted by the applicable agreement or agreed in writing.

31. Relationship With Other Immercial Documents

This Policy should be read together with the relevant Immercial documentation, which may include:

Terms of Sale
Commercial terms applying to professional engagements.

Charge-Out Fees
Published commercial rate and engagement framework.

IMME Licence™
Permitted use of specified Immercial intellectual property.

Governance
Control of Immercial methods, IP, systems and AI-supported commercial information.

IMS Policies
Immercial’s wider quality, information-security and management-system framework.

Consultancy Agreement / Order Confirmation
The project-specific agreement establishing the actual professional scope and commercial terms.

Where a project-specific written agreement contains additional or different requirements, the agreed project-specific terms apply to that engagement.

Contact

Questions about this Policy, personal data or the use of Immercial systems may be submitted through the Contact Immercial page.

IMMERCIAL LIMITED

Specialist MEP Quantity Surveying & Commercial Management

Controlled methods. Governed systems. Specialist judgement.

SPECIALIST-LED. AI-SUPPORTED.