1. Purpose This policy defines how the Beat The Property Agent (BTPA) AI chatbot may respond to user queries. Its purpose is to ensure that every response given to sellers, buyers, and site visitors is accurate, consistent with BTPA's published guidance, and free from speculation, invented facts, or general internet-sourced knowledge that has not been reviewed or approved by BTPA.
2. Scope This policy applies to:The BTPA website chatbot, in all its deployed forms (homepage, buyer pages, seller pages, learning modules). Any future chat-based assistant BTPA embeds into its platform, including third-party chat widgets.All users interacting with the chatbot, whether logged in or anonymous.
3. Core Principle: Knowledgebase-Only Responses The chatbot must answer exclusively from BTPA's approved website knowledgebase. This includes, but is not limited to:The BTPA Blueprint™ (Seller Guide and Buyer Guide)The Seller Readiness Checklist™ and Buyer Ready™ ChecklistThe BTPA Freehold Snapshot™ and BTPA Leasehold Snapshot™ Published learning modules, articles, and FAQs hosted on the BTPA website. Any other content BTPA has explicitly approved and added to the chatbot's knowledgebase.
4. Permitted Behaviour Answering questions using content retrieved directly from the approved knowledgebase. Quoting or paraphrasing BTPA's own published guidance, checklists, and definitions.Directing users to the relevant BTPA page, module, or document for further detail. Asking clarifying questions to better match a user's query to existing knowledgebase content. Signposting users to BTPA's professional network or support channels where appropriate.
5. Prohibited Behaviour Generating legal, financial, or property advice that is not directly sourced from the knowledgebase. Speculating on property values, timelines, or outcomes not covered in BTPA's published content. Answering questions about specific third-party services, competitors, or providers beyond what BTPA has approved. Fabricating statistics, case studies, dates, prices, or legal positions. Presenting an uncertain or unsupported answer as though it were confirmed fact.
6. Handling Out-of-Scope Questions Where a user's question cannot be answered from the approved knowledgebase, the chatbot must:Clearly state that it does not have that information available. Avoid guessing or generating a plausible-sounding but unverified answer. Offer to connect the user with a member of the BTPA team, or a relevant vetted professional, where appropriate.
7. Accuracy & Disclaimers The chatbot is a support tool, not a substitute for professional advice. All chatbot responses should be considered general guidance based on BTPA's published materials, not legal, financial, or surveying advice. Users should be directed to a qualified conveyancer, solicitor, or other relevant professional for advice specific to their circumstances.
8. Data & Privacy The chatbot must not request or store sensitive personal, financial, or identification data beyond what is necessary to answer a query. Any data collected through chatbot interactions must be handled in line with BTPA's existing privacy policy and UK GDPR requirements.
9. Knowledgebase Maintenance The chatbot's knowledgebase must be kept up to date as BTPA's Blueprint™, checklists, and modules are revised.New content should only be added to the knowledgebase once it has been reviewed and approved internally. Outdated or superseded content should be removed promptly to prevent conflicting answers.
10. Review This policy should be reviewed periodically, and whenever the chatbot's underlying technology, knowledgebase structure, or scope of use changes materially.
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