Privacy Policy

BuildScope may collect:

• Name, email address and phone number
• Business and company details
• Billing information
• Account login details
• Staff user details
• Project information, site notes and scope details
• Measurements, uploaded photos and documents
• Feedback and support requests
• Usage and analytics data
• Device and browser information
• Integration data where connected by the user

We use information to:

• Provide the BuildScope service
• Create and manage user accounts
• Store project information
• Generate scopes of works and PDF exports
• Improve AI-assisted workflows
• Provide support
• Process subscriptions and payments
• Send account and service notifications
• Improve the app experience
• Monitor security and performance
• Fix bugs and develop new features
• Comply with legal obligations

When something goes wrong, BuildScope writes down what happened so it can be fixed. A log entry records the error, the part of the app it came from, the web address that was called, the time, and, where you were signed in, your account email and user ID. It also records the IP address and browser the request came from, which is how a fault can be told apart from an attack.

These logs never contain your password, your payment details, or the access keys for a connected account such as ServiceM8, Xero or QuickBooks. Web addresses are recorded without anything after the question mark, so values passed that way are not stored.

Only BuildScope staff can read them, they are used to fix faults and keep the service secure, and they are deleted automatically: general notices after 14 days, warnings after 45 days and errors after 120 days.

BuildScope may process user input through AI systems to help generate, organise, review or improve project information. This may include project notes, measurements, trade information, uploaded content, user feedback and company-specific preferences.

Our AI provider (Anthropic) processes this data through its commercial API under terms that do not allow it to use that data to train its AI models.

To make the estimator better for every trade, BuildScope keeps a record of the scopes the AI drafts and the changes users make to them before exporting. We study those changes to improve wording, structure, exclusions and clarifications across the platform. This learning is about general patterns only: one company's private project details, addresses, rates or wording are never copied into another company's scopes.

BuildScope is designed so that company-specific learning remains isolated to that company account. One company's project data is not used to generate company-specific outputs for another company.

BuildScope does not sell personal information or project data, and does not provide your private project information to advertisers for them to sell products to you.

BuildScope sends two different kinds of email, and they work differently.

Service emails are about your own account: confirming your signup, password resets, letting you know your trial is ending, and receipts. These are part of providing the service, so you receive them while you have an account.

Marketing emails are quoting tips and product updates. You only receive these if you ticked the box asking for them when you signed up. We record the date you agreed. Every marketing email has an unsubscribe link, and unsubscribing stops them without affecting your account or your service emails.

BuildScope uses Klaviyo to send and manage email. That means your name, email address and account details such as your trade, trial dates and how many scopes you have created are stored there so the emails can be relevant. Your project scopes, uploaded documents and client details are never sent to Klaviyo.

BuildScope may run online advertising and may use analytics tools to understand website visits, ad performance, sign-ups and product usage, including tools such as Meta, Google, LinkedIn, TikTok, OpenAI (ChatGPT ads), Klaviyo or similar platforms.

These tools may use cookies, pixels or similar technologies to measure advertising performance. When a sign-up is measured, BuildScope may send the ad platform a hashed (scrambled, not readable) version of the account email so the platform can match the sign-up to its own ad click. The platform cannot read the email itself, and this only happens if you accepted the cookie banner.

If you did not accept the cookie banner and you reached BuildScope by clicking an ad, we may still tell that ad platform that the click it sent us resulted in a sign-up. To do this we send back only the click reference the platform itself added to the web address you arrived on. We do not send your email address, your IP address, your device details or anything else about you. This tells the platform that one of its ads worked. It does not tell the platform who you are.

BuildScope also uses DataFast, a cookieless website analytics tool, to count page visits and see which pages people read. Unlike the tools above, it runs on every visit rather than waiting for the cookie banner. It is able to do that because it sets no cookie and stores no identifier on your device, so there is nothing on your device to ask permission for. It records the page address, the site that referred you, and general details like country, browser and whether you are on a phone or a computer. It does not build a profile of you, does not follow you to other websites, and is not used for advertising.

BuildScope does not share private project scopes, uploaded documents, customer project details or confidential construction data with advertising platforms.

Users can manage cookie or tracking preferences where required. Declining the cookie banner turns off the advertising and analytics tools that use cookies. It does not turn off DataFast, because DataFast never sets one.

BuildScope currently uses Firebase / Firestore for database storage and Vercel for hosting. Project and account data may be stored using trusted cloud infrastructure providers.

BuildScope takes reasonable steps to protect information from misuse, interference, loss, unauthorised access, modification or disclosure.

BuildScope uses reasonable technical and organisational security measures to protect user information, including:

• Encrypted connections
• Secure authentication
• Access controls
• Role-based permissions
• Secure database rules
• Activity monitoring
• Cloud security practices
• Limited internal access
• Regular security improvements

No online platform can guarantee absolute security, but BuildScope will take reasonable steps to protect user information.

BuildScope may share information only where reasonably necessary to operate the service, including with:

• Hosting and database providers
• AI providers
• Payment processors
• Email providers
• Analytics providers
• Support tools
• Integration partners selected by the user
• Legal, compliance or security advisers where required

BuildScope does not sell user data.

If BuildScope or its assets are ever sold, merged or restructured, account and project information may transfer to the new owner as part of that transaction. Any new owner must honour the commitments in this Privacy Policy, and users will be notified of a change of ownership.

If a user connects BuildScope to a third-party integration, such as accounting, job management or CRM software, BuildScope may send or receive information needed for that integration to work.

Users are responsible for reviewing the third-party platform's own terms and privacy policy. BuildScope is not responsible for how third-party platforms handle data after the user authorises the integration.

Each integration is covered in detail on its own page: ServiceM8, Xero and QuickBooks. Each lists exactly what BuildScope reads, what it writes back and what happens when you disconnect.

Users may request access to, correction of or deletion of personal information where required by law. Some information may need to be retained for legal, billing, security, backup or compliance reasons.

Contact admin@buildscope.app.

BuildScope keeps information for as long as reasonably required to provide the service, manage accounts, comply with legal obligations, resolve disputes, maintain backups and improve platform security. Users may request deletion of their account or project data, subject to legal, billing, backup and operational requirements.

Some service providers used by BuildScope may store or process information outside Australia. Where this occurs, BuildScope will take reasonable steps to use reputable providers with appropriate privacy and security practices. Providers that may hold information outside Australia include Firebase and Google Cloud, Vercel, Stripe, Anthropic, Klaviyo and DataFast.

For privacy questions or requests, contact admin@buildscope.app.