How we use assistant chats
The map assistant is optional. This explains what GBMaps records, who can see it and how it helps us improve the mapping tool.
Files you choose to attach
Attach file lets you choose an image, PDF or spreadsheet as a reference for your question. The assistant does not capture your browser or screen. A private preview is uploaded so you can check or remove it before sending. PDF pages are converted to plain images in your browser; the original PDF is not uploaded. For spreadsheets we keep bounded values, not the original workbook, macros or active links. Unsent previews expire after 30 minutes. When you submit a message, the reference is available to authorised GBMaps support staff and is sent to OpenAI with an AI question; it may accompany follow-up questions in that chat. During human support it is shown to support without making an AI request. Shared references expire after seven days and are removed during cleanup. Text conversations have their separate retention period. Files are not automatically attached to support notification emails. Check for private information before sending. Files you explicitly attach are shared even when Use my map settings is unticked.
A person from GBMaps may join your chat
Authorised GBMaps staff can see submitted questions and assistant replies as they arrive. A staff member may send a clearly named message and continue the conversation with you in the same panel. AI replies and new AI map edits pause while that person is helping, then resume when they hand the conversation back or disconnect. The live desk records these messages, proposed AI map changes, their times, your map type and recent chat activity. If signed in, your verified account email is visible only to staff so they know who they are helping. This does not give staff automatic control of your map. The live record follows the same conversation retention period. A reference in this browser tab lets the chat reconnect after refreshing; another account cannot read it. Staff messages are not automatically emailed to you. When AI resumes, recent support messages can form part of the conversation sent for the next AI answer.
Who looks after this information?
GBMaps operates the mapping tool and is responsible for these conversation and security records. You can contact us through Contact GBMaps in the assistant or the contact details in this site’s footer.
Questions help us make a better tool
We keep the questions you submit, validated replies, guide and tool names, helpfulness ratings, and browser reports of whether an assistant job was applied, failed or undone. Conversations are linked to a protected account or visitor reference. Authorised GBMaps staff can search these records to understand problems and improve features and help. We do not automatically copy your attached map settings, drawings, uploaded files or sales rows into these conversation records. Information you type yourself may appear in them. Please do not include passwords, verification codes or confidential customer details.
Question emails to our support team
During launch, a copy of each accepted question is emailed internally to the GBMaps support mailbox, including follow-up questions and tweaks. It includes the time and whether you are signed in, with an account or visitor reference. If you are signed in, the email also includes your verified account email address so our support team can contact you about your question or let you know when a problem is fixed. Visitors are labelled as not signed in. Your attached map settings are not included. This account email is not automatically sent to OpenAI or added to the stored conversation text. This applies in the map and on standalone help pages, for signed-in accounts and recognised visitors. Rejected or rate-limited questions are not emailed. We may later reduce this to the first question only or pause these notifications. Mailbox copies are managed separately: automatic chat expiry does not delete emails. Contact GBMaps to include mailbox copies in an information or deletion request.
What is sent for an AI answer?
Your question, recent conversation and, if Use my map settings is ticked, limited map settings and item names are sent to OpenAI to produce the answer. The assistant does not automatically attach your account email, full artwork or existing dataset rows. A reference file you explicitly attach supplies its validated image content, PDF page images or bounded spreadsheet values for your question and follow-ups. OpenAI operates the AI service under its own API data arrangements; its retention is separate from the GBMaps conversation record. Information may be processed outside the UK under the provider arrangements for this service. Handbook search works within GBMaps without an AI request.
Why we use it
We use these records for our legitimate interests in providing useful map assistance, understanding support problems, improving the tool and preventing abuse. They are not public, are not used for advertising, and GBMaps does not use them to train a public AI model. You can use the map and illustrated handbook without submitting an assistant question.
How long do we keep it?
GBMaps conversation text is kept for up to 90 days, with automatic expiry and a scheduled cleanup. Anonymous totals about topics, usage and outcomes may remain afterwards. Pseudonymous usage and cost records are kept separately for up to 120 days to enforce allowances and reconcile usage. New chat clears your visible conversation; it does not erase the private feedback record. Deleting conversation text does not reset a message allowance.
Assistant use and purchases
GBMaps automatically remembers successful AI assistant use to understand whether it is followed by a map purchase, subject to the site’s analytics settings. There is no separate assistant checkbox. A first-party MCSASSISTMEASURE cookie lasts for 90 days and contains a random reference, not your email, question, password or payment details. In the same browser we can link later checkouts to confirmed GBP unlocks or renewals within 90 days of the last AI answer before checkout. Staff see totals and invoice references; this shows an association, not proof the assistant caused a sale. The reference is not used to identify you across devices or by IP address and is not sent to OpenAI, Google or advertising services. The visitor-trial security cookie is separate. Site-wide analytics refusals are honoured when the assistant checks its settings or a question is submitted. Clearing cookies stops future links; contact us about deleting existing measurement records. Protected browser, request and checkout references and times are retained for at most 365 days for reporting. This is separate from chat-history storage and the 90-day conversation retention. It does not change your message allowance, purchases or map access. See the site cookie policy for its general settings and information.
Your choices and rights
Contact GBMaps if you want access to your information, want it corrected or deleted, or wish to object to this processing or ask for it to be restricted. Include an approximate date and the account you used; for a visitor conversation, a short description helps us locate it. We may need to verify that a request concerns your own information. Depending on the circumstances, data protection rights and limits apply. You can also raise a concern with the UK Information Commissioner’s Office. This notice supplements the main GBMaps privacy policy.