Privacy Policy

1. Data We Collect

Account data

• Full name
• Email address
• Password (stored in encrypted form, never readable by us)
• Trade type and business name (optional)

Usage data

• Quote content you create including job descriptions, materials, and pricing
• Files and images you optionally upload to jobs, including site photographs
• Voice recordings, where you choose to describe a job by speaking rather than typing. The recording is transcribed to text and the text is used to produce your quote
• Log data including IP address, browser type, pages visited, and timestamps
• Product analytics and error diagnostics, such as which screens are used and details of any crash or error

Payment data

• We do not collect or store your card details
• Payment is handled entirely by Stripe Payments UK Limited
• We receive confirmation of payment status and a Stripe customer reference only

Communications

• Emails you send to team@builderbuddy.co.uk

2. How We Use Your Data

We use your personal data for the following purposes:

• To create and manage your account
• To provide, maintain, and improve the Service
• To produce your quotes. The job description you write or speak, and any site photographs you attach, are sent to a third party artificial intelligence provider which returns a priced, itemised quote. See section 5
• To process your subscription payments via Stripe
• To send you transactional emails such as receipts and account notifications
• To respond to your support requests
• To comply with our legal obligations

3. Legal Basis for Processing (UK GDPR)

We process your personal data on the following legal bases:

• Contract: Processing necessary to provide the Service you have subscribed to
• Legitimate interests: Maintaining security, preventing fraud, and improving the Service
• Legal obligation: Complying with financial, tax, and regulatory requirements
• Consent: Where you have opted in to receive marketing communications

4. Data Storage and Security

Your account data, quotes and uploaded files are held in our hosted database and file storage. Some of the providers we rely on to run the Service operate outside the United Kingdom, and the providers listed in section 5 are located in the United Kingdom, the European Economic Area or the United States. Where data leaves the UK we rely on the safeguards set out in each provider's data processing terms. We implement industry-standard technical and organisational security measures including encryption in transit and at rest, access controls, and regular security reviews.

We do not sell your personal data. We do not share the contents of your account, your quotes or your customers' details with advertisers. Our public marketing website uses an advertising pixel to measure the effectiveness of our own advertising. It is not present in the app you log in to and it has no access to your account. See our Cookie Policy for detail.

5. Third Parties

We use the following providers to run the Service. Each one processes personal data only on our instructions and only for the purpose described. None of them is permitted to use your data for their own purposes.

• OpenAI, L.L.C. (United States). Produces your quotes. The job description you write or speak, and any site photographs you attach, are sent to OpenAI, which returns a priced itemised quote. Voice recordings are sent for transcription. Under OpenAI's API terms this content is not used to train their models. Do not include information about your customer that is not needed to price the work. openai.com/policies/privacy-policy
• Supabase, Inc. (United States, with data hosted in a managed region). Database, file storage and account authentication. This is where your account, quotes, jobs and uploaded files are held. supabase.com/privacy
• Cloudflare, Inc. (United States, served from local data centres). Hosts and delivers the website and the application, and runs our server code. cloudflare.com/privacypolicy
• Stripe Payments UK Limited (United Kingdom). Subscription payments. Your card details are collected directly by Stripe and are never transmitted to or stored on our servers. We receive payment status and a customer reference only. stripe.com/gb/privacy
• Resend (United States). Sends transactional email such as receipts and account notifications. Processes your email address and the contents of those messages. resend.com/legal/privacy-policy
• PostHog (European Union hosting). Product analytics, used to understand which parts of the app are used and where they fail. posthog.com/privacy
• Functional Software, Inc. trading as Sentry (European Union hosting). Error and crash reporting. Configured not to send personal data in error reports. sentry.io/privacy

We do not use any other provider that processes your personal data. If we add one we will update this policy before that provider begins processing.

6. Data Retention

We retain your personal data for as long as your account is active. If you close your account we will delete your personal data within 30 days, except where we are required by law to retain certain records (for example financial records which we retain for 7 years in compliance with HMRC requirements).

Quote data you have created may be retained in anonymised and aggregated form for product improvement purposes.

7. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

• Right of access: Request a copy of the personal data we hold about you
• Right to rectification: Request correction of inaccurate or incomplete data
• Right to erasure: Request deletion of your data in certain circumstances
• Right to restriction: Request that we limit how we process your data
• Right to data portability: Receive your data in a structured, machine-readable format
• Right to object: Object to processing based on legitimate interests
• Rights related to automated decision-making: We do not make solely automated decisions that significantly affect you

To exercise any of these rights please contact team@builderbuddy.co.uk. We will respond within one calendar month. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

8. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email. Continued use of the Service after notification constitutes acceptance.

9. Contact

Data Controller: Builder Buddy App Ltd

Email: team@builderbuddy.co.uk

Registered in England and Wales. Company Number: 17240195.