Data and Content Sourcing Policy

1. Purpose and Scope

This policy governs how Qualitect sources, validates and uses data and content in the design and generation of qualifications. It establishes standards for content quality, intellectual property protection and regulatory compliance. This policy applies to all users of the Qualitect platform. All content sourcing activities must align with the relevant educational standards and regulatory requirements for the selected region and respect intellectual property rights of content creators.

2. Definitions

Evidence Files means documents uploaded by users to support qualification design.

Regulatory Reference Data means structured datasets maintained by Qualitect containing educational standards and qualification type constraints relevant to the supported regions and frameworks.

Content Extraction means the automated process of converting uploaded files into text format for processing by the platform's AI systems.

Vector Embeddings means numerical representations of text content that capture meaning and context, enabling the platform to find meaningfully similar content.

Evidence Quality Scoring means the automated assessment of how well retrieved evidence supports specific qualification design requirements.

Compliance Engine means the part of the Qualitect platform that automatically checks every element of a qualification against the relevant educational standards before it reaches the reviewer. Also referred to within the platform as the rules engine.

Project Isolation means the technical architecture ensuring that evidence files uploaded to one qualification project cannot be accessed by users or systems working on different projects.

3. Content Sourcing Categories

3.1 User-Uploaded Evidence Files

Users may upload evidence files in PDF, DOCX, PPTX, XLSX, TXT and CSV formats. Individual files are limited to 50 MB with a total project limit of 200 MB. Users bear full responsibility for ensuring they possess appropriate rights to upload and use evidence files. All uploaded content must comply with the Acceptable Use Policy and this policy.

3.2 Regulatory Reference Data

Qualitect maintains authoritative regulatory reference datasets aligned with the relevant educational standards for the selected region and framework. These datasets are curated, versioned and updated by Qualitect. Educational standards are encoded as deterministic rules within the compliance engine.

3.3 AI Model Training Data

Third-party AI model providers manage training data for the models used by the platform. Qualitect does not control or supplement this training data. Model providers are selected based on their commitment to responsible AI development and data protection compliance.

4. Evidence File Governance

4.1 Upload and Storage Standards

All evidence files are encrypted using AES-256 at rest within AWS UK regions and transmitted using TLS 1.3. Evidence files are stored in project-specific containers with strict access controls. No evidence file is accessible across project boundaries.

4.2 Access Control

Platform Users can grant access to other members of their organisation within project permissions. Organisational account administrators are responsible for managing access.

4.3 Retention and Deletion

Evidence files are retained for the duration of the qualification project plus any applicable regulatory retention period. Users may request deletion at any time. Subscription termination triggers automatic deletion with 30 days notice.

5. Content Extraction and Processing

5.1 Text Extraction

Industry-standard tools convert uploaded files. PDF files use optical character recognition where necessary. Extracted text undergoes quality validation.

5.2 Content Chunking

Extracted text is divided into semantically coherent segments. Each chunk is tagged with source document metadata.

5.3 Vector Embedding Generation

Content chunks are converted to vector embeddings using models optimised for educational content. Embeddings are stored in project-specific databases with strict isolation controls.

6. Content Validation and Quality Assurance

6.1 Evidence Quality Scoring

The platform automatically scores the relevance of evidence retrieved during generation. Low relevance scores are flagged for reviewer attention.

6.2 Weak Evidence Detection

Content with insufficient supporting evidence is automatically flagged. Flags do not prevent generation but ensure human reviewers are aware of quality issues.

6.3 External Content Restrictions

The platform does not inject external content from web searches or other sources not uploaded by users. All AI generation is grounded exclusively in user-provided evidence files and Qualitect's curated regulatory reference data.

7. Regulatory Compliance Integration

7.1 Standards Implementation

The relevant educational standards for the selected region and framework are encoded as deterministic validation rules. The compliance engine is configured to reflect the requirements of the selected regional framework. Details of checks are published on the Qualitect product page.

7.2 Multi-Region Support

The platform is designed to support qualification development across multiple regional frameworks. Platform Users select the appropriate region and framework at the start of each qualification build and the platform configures the compliance checks accordingly. Where a qualification must meet requirements across multiple frameworks simultaneously, the relevant checks for each framework are applied.

7.3 Standards Updates

Qualitect monitors developments in educational standards across all supported regions and updates compliance checks accordingly. Platform Users are notified of significant updates.

8. Intellectual Property Protection

8.1 User Content Ownership

Users retain full ownership of all evidence files uploaded. Qualitect does not claim ownership of user-uploaded content. Users own approved final qualification content.

8.2 Third-Party Rights

Users must warrant that uploaded files do not infringe third-party intellectual property rights. Copyright-infringing content is promptly removed when reported.

8.3 AI-Generated Content

AI-generated draft content is clearly identified as machine-generated requiring human review. The platform cannot guarantee content is free from similarity to existing materials.

9. Prohibited Content

9.1 Intellectual Property Violations

Evidence files infringing third-party rights are prohibited. Repeated infringement may result in account suspension or termination in accordance with the Malpractice and Misuse Policy.

9.2 Discriminatory and Offensive Content

Content that is discriminatory, offensive or misleading is strictly prohibited in accordance with the Acceptable Use Policy.

9.3 Personal Data Restrictions

Evidence files must not contain personal data of identifiable individuals unless necessary for qualification development and compliant with applicable data protection law.

10. Data Quality and Accuracy

10.1 AI Generation Limitations

AI-generated content is clearly identified as draft material requiring human review. AI generation is a starting point, not a final product.

10.2 Compliance Engine Validation

The compliance engine serves as a critical quality gate between AI generation and human review.

10.3 Human Review Requirements

All AI-generated qualification content must undergo human review by qualified professionals before approval.

11. Roles and Responsibilities

11.1 Platform User Responsibilities

All Platform Users must ensure uploaded evidence files comply with intellectual property requirements, the content standards set out in the Acceptable Use Policy and all other applicable platform policies. Organisational account administrators are responsible for ensuring team members understand content sourcing requirements. Platform Users with quality assurance obligations must apply rigorous review standards before approving qualification content.

11.2 Qualitect Ltd Responsibilities

Qualitect maintains regulatory reference datasets and compliance validation rules. The platform monitors educational standards across all supported regions and implements necessary updates. Qualitect coordinates with AI model providers to ensure continued service quality and compliance.

12. Related Policies

AI Use and Transparency Policy, Data Protection Policy, Privacy Policy, Quality Assurance Policy, Malpractice and Misuse Policy, Acceptable Use Policy.

13. Contact Information

General: hello@qualitect.co.uk
Data protection contact: dataprotection@qualitect.co.uk
Complaints: complaints@qualitect.co.uk
Registered office: Qualitect Limited, 32 Willoughby Road, London, N8 0JG
Trading address: 8a Stafford Street, London, W1S 4RU
Website: qualitect.co.uk