Choose what you share
SnagSort is operated by GMBF Ventures Ltd. We recognise that contracts, drawings, photographs and proprietary project knowledge can be confidential. Only add information your company permits you to share with SnagSort and its service providers.
You can leave documents out, upload selected pages, or redact confidential details before adding a file. SnagSort does not redact files for you. Missing or redacted information may limit AI answers and drawing suggestions.
What happens when you use AI?
Importing documents starts AI analysis to build knowledge for that project. Relevant document content is sent to the OpenAI API. Asking a project question can send relevant extracted passages; AI-assisted snag drafting can send your note, selected photographs and relevant project context. Manual snag entry remains available.
This is processing by an external provider. It is not a model running entirely inside SnagSort or your company’s own network. Your uploaded files and extracted project knowledge remain stored in SnagSort to support the project, subject to the applicable retention arrangements.
Customer content and model training
GMBF Ventures Ltd’s policy is not to opt customer project content into AI provider training or data-sharing programmes without explicit written customer authorisation. OpenAI states that API inputs and outputs are not used to train its models by default unless the API customer opts in.
Our current retention boundary
New AI analysis requests ask OpenAI not to store responses and do not use its background response storage. SnagSort runs its own document queue so you can continue working while files are analysed. Earlier stored analysis jobs are subject to deletion attempts when they finish or fail.
We do not currently claim an approved Zero Data Retention arrangement. OpenAI’s standard abuse-monitoring logs may include content and are normally retained for up to 30 days, with longer retention possible for legal or safety reasons. Model, feature, caching and image/file safety exceptions can also apply. We do not claim UK-only processing, a dedicated private model, or an absolute guarantee against loss or disclosure.
Read OpenAI’s current data controls and exceptions. Enhanced controls will only be described as active after they are approved, configured and verified.
Redact before uploading
- Keep the original in your company’s approved document system and prepare a separate copy for SnagSort.
- Remove details you do not need for the task, such as signatures, personal details, bank information, confidential prices and unrelated commercial clauses.
- Use a proper redaction tool that removes the underlying text and images. Drawing a black box over content may leave it recoverable.
- Remove hidden text, comments, attachments and sensitive metadata. Reopen the exported copy and check search, copy/paste and document properties before upload.
- Preserve enough context, exceptions and page references for a useful answer. Check AI suggestions against your approved originals.
Redacting a local copy after upload does not change an already uploaded file or its extracted project knowledge. If sensitive information was added by mistake, contact us through the enquiry page to arrange review of the source and derived information.
Project access and your company’s requirements
Project access checks and time-limited document links restrict access to project content. Uploading a contract does not give it a separate commercial-only permission level: consider who has access to the project before adding it. These controls do not prevent an authorised person from copying information.
If your company requires approved zero retention or a particular processing location, leave those documents out until the required arrangement has been confirmed. You can still complete your inspection and report.