Gather QS AI Terms of Use

Last updated: 8 October 2026

These Terms of Use ("Terms") govern your access to and use of Gather QS AI (the "Agent"), an AI assistant provided by Gather Insights Limited ("Gather", "we", "us" or "our") that operates within Microsoft 365 Copilot and connects to your Gather Workspace. By installing, accessing or using the Agent, you agree to be bound by these Terms. If you do not agree, do not use the Agent.

1. About the Agent

Gather QS AI is an AI-powered assistant that connects to your organisation's Gather Workspace and allows you to retrieve and interpret Project data using natural language. This includes Projects and assignments, Shift Records and site diary narratives, People and Resource information, reports, photos and attachments, and fatigue calculations.

The Agent operates within Microsoft 365 Copilot and is made available through the Microsoft Agent Store and Microsoft Commercial Marketplace.

The Agent is provided as an additional interface to your existing Gather data. It does not replace the Gather platform and is subject to your existing Gather subscription and agreement.

2. Eligibility and access

To use the Agent you must:

have an active Gather Workspace and a valid Gather subscription;
hold a valid Microsoft 365 Copilot licence;
be authorised by your organisation to access the Gather data you query; and
have the Agent enabled for your organisation by your IT administrator.

Your use of the Agent is subject to the permissions assigned to you within Gather. The Agent can only access data you are already authorised to access.

3. Read-only access

The Agent has read-only access to your Gather Workspace. It can retrieve and analyse data but cannot create, edit, delete or otherwise modify any records, settings or information within Gather. All record creation and management must be carried out directly within the Gather platform.

4. Microsoft 365 Copilot, sign-in and connection

The Agent runs inside Microsoft 365 Copilot. Microsoft processes your prompts and the Agent's responses under your organisation's agreement with Microsoft. Gather does not control that processing.

The first time you use the Agent, you sign in to Gather through a secure sign-in prompt. Gather never receives your Microsoft password. Never paste passwords, access tokens or authorisation codes into the conversation.

After sign-in, the Agent sends read-only requests to Gather on your behalf, such as a Project name or date range. Gather checks your permissions on every request and returns only data you are already allowed to see.

You can revoke access at any time by disconnecting or removing the Agent in Microsoft 365, or by asking your Gather Workspace administrator to remove your access. You are responsible for keeping your Gather and Microsoft credentials secure and must not allow anyone else to use the Agent through your account.

5. Acceptable use

You agree to use the Agent only for lawful purposes and in accordance with these Terms. You must not:

use the Agent in any way that breaches your Gather subscription agreement or any applicable law or regulation;
attempt to access data you are not authorised to access;
use the Agent to extract, scrape or harvest data in bulk for purposes outside your normal business use;
attempt to reverse engineer, interfere with or circumvent the security or operation of the Agent;
use the Agent to make decisions that require professional human judgement without appropriate review; or
rely on the Agent as the sole basis for any contractual, commercial, legal, financial or safety-critical decision.

6. Nature of AI-generated output

The Agent uses artificial intelligence to interpret your requests and generate responses based on data retrieved from your Gather Workspace. You acknowledge and accept the following.

AI output may contain errors. AI-generated responses can be inaccurate, incomplete or misinterpret the underlying data. You must independently verify any output before relying on it.

Output is not professional advice. The Agent does not provide legal, contractual, commercial, financial or professional advice. Any reference to contract terms, including NEC4 or other standard forms of contract, notification deadlines, compensation events or commercial positions, is provided for general information only and must not be relied upon as a substitute for professional judgement or qualified advice.

Commercial and contractual decisions remain your responsibility. The Agent may surface information relevant to compensation events, notification deadlines, fatigue risk, record quality and similar matters. This information is intended to support, not replace, the judgement of a qualified quantity surveyor, commercial manager, project manager or health and safety professional. You remain solely responsible for all decisions made using the Agent's output.

Data accuracy depends on your records. The Agent's output reflects only the data recorded in your Gather Workspace. Incomplete, inaccurate or missing records will result in incomplete or inaccurate output. The Agent may use cached data; where this is the case it indicates when the data was last refreshed.

Fatigue and safety information. Where the Agent provides fatigue scores or related safety information, this is calculated from recorded shift data for general guidance only. It does not constitute a formal Fatigue Risk Assessment and must not replace your organisation's health and safety processes. Any fatigue or safety concerns must be escalated to your site management team and health and safety lead.

7. Your data

The Agent accesses data held within your Gather Workspace. Your data continues to be governed by your existing Gather subscription agreement and our Privacy Policy. The Agent does not store your Gather data; it retrieves data live at the point of each request to generate a response.

Your use of the Agent within Microsoft 365 Copilot is also subject to Microsoft's terms and privacy practices. We are not responsible for Microsoft's handling of data within the Microsoft 365 environment.

For details of how we handle personal data, see our Privacy Policy.

8. Availability

We aim to keep the Agent available and functioning but do not guarantee uninterrupted or error-free operation. The Agent depends on third-party services, including Microsoft 365 Copilot and the underlying AI models, and may be affected by factors outside our control. We may modify, suspend or discontinue the Agent or any of its features at any time.

Some features of the Agent may be limited or unavailable depending on data volumes, platform constraints or the configuration of your Workspace.

9. Intellectual property

The Agent, including its design, instructions, workflows and underlying configuration, is the property of Gather Insights Limited and is protected by intellectual property laws. These Terms do not grant you any ownership rights in the Agent. You may not copy, modify, distribute or create derivative works based on the Agent except as expressly permitted.

10. Limitation of liability

To the fullest extent permitted by law:

the Agent is provided "as is" and "as available" without warranties of any kind, whether express or implied, including any implied warranties of satisfactory quality, fitness for a particular purpose or accuracy;
we are not liable for any loss or damage arising from your use of, or reliance on, the Agent or its output, including any commercial, contractual, financial or consequential loss;
we are not liable for any decision made or action taken on the basis of the Agent's output; and
nothing in these Terms excludes or limits our liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, or for fraud.

The total liability of Gather Insights Limited in connection with the Agent is subject to the limitations set out in your Gather subscription agreement.

11. Changes to these Terms

We may update these Terms from time to time. Where we make material changes, we will take reasonable steps to notify you. Your continued use of the Agent after changes take effect constitutes acceptance of the revised Terms.

12. Termination

We may suspend or terminate your access to the Agent at any time if you breach these Terms, if your Gather subscription ends, or if we discontinue the Agent. You may stop using the Agent at any time by disconnecting it or asking your administrator to remove it.

13. Governing law

These Terms are governed by the laws of England and Wales. Any disputes arising in connection with these Terms are subject to the exclusive jurisdiction of the courts of England and Wales.

14. Contact

Gather Insights Limited, registered in England and Wales, company number 10215108, Manchester, United Kingdom.

Email: support@gatherinsights.com

Website: www.gatherinsights.com

These Terms supplement, and do not replace, your organisation's existing Gather subscription agreement. In the event of any conflict between these Terms and your Gather subscription agreement in respect of your underlying data and subscription, the subscription agreement prevails.