Privacy Policy

1. Information We Collect

The information we collect depends on how you use BuildFlox and which features you choose to use.

Account and Profile Information

When you create or use a BuildFlox account, we may collect information such as:

• Name
• Email address
• Phone number
• Profile information
• User and account identifiers
• Company or organization information
• Role and permissions within an organization
• Authentication information and authentication-provider identifiers

If you sign in using a third-party authentication provider, such as Google or Apple, we may receive information that the provider makes available to us based on your authorization.

Business and Construction Management Data

When you use BuildFlox, you may provide business information including:

• Customer information
• Customer contact details
• Project information
• Project addresses and job-site information
• Proposals and estimates
• Work orders
• Tasks and checklists
• Schedules
• Invoices
• Payment records
• Expenses
• Financial tracking information
• Catalog items
• Notes
• Team-member information
• Documents and files associated with your business

This information is used to provide the construction management features requested by you and your organization.

Photos, Receipts, and Uploaded Files

BuildFlox may allow you to upload or capture:

• Receipts
• Invoices
• Project photos
• Documents
• Attachments
• Other files

If you use a receipt or document scanning feature, the uploaded image or document may be processed to extract information needed to create or populate records in BuildFlox.

BuildFlox only accesses photos, camera functionality, or files when required for a feature you choose to use and when permission is granted by your device.

Payment and Subscription Information

BuildFlox may use third-party payment processors to process subscriptions and other payments.

Payment processors may collect information such as:

• Payment card details
• Billing information
• Transaction information
• Payment method information

BuildFlox generally does not receive or store your complete payment-card number. We may receive information about the transaction, subscription status, payment status, customer identifier, and related billing information from the payment processor.

Notifications

If you enable notifications, BuildFlox may use a device notification token to send notifications about relevant activity, such as:

• Project activity
• Work assignments
• Tasks
• Proposals
• Work orders
• Invoices
• Payments
• Invitations
• Account or organization activity

You can manage notification permissions through your device settings and, where available, within BuildFlox.

Voice or Microphone Information

If BuildFlox offers a voice-input feature and you choose to use it, the application may request access to your device microphone.

Audio or speech information is used only as necessary to provide the requested voice or speech functionality. Availability and processing may depend on your device, operating system, and applicable service providers.

2. How We Use Information

We may use information collected through BuildFlox to:

• Create and manage user accounts
• Authenticate users
• Operate organizations and company accounts
• Provide project and construction management features
• Create and manage proposals, work orders, invoices, expenses, and related records
• Process uploaded receipts, documents, and images
• Support collaboration between authorized organization members
• Process and manage subscriptions
• Send transactional emails and notifications
• Provide customer support
• Diagnose technical problems
• Improve BuildFlox features and user experience
• Provide AI-assisted functionality when requested by the user
• Comply with applicable laws and legal obligations

We do not use customer business information for purposes unrelated to providing and improving BuildFlox except where required by law or with appropriate authorization.

3. AI-Assisted Features

BuildFlox may provide optional artificial intelligence-assisted features.

Depending on the feature you use, information you submit may be processed to generate content such as proposals, descriptions, scope-of-work content, summaries, checklist items, or other business-related suggestions.

We aim to transmit only information necessary to perform the requested AI operation.

4. Information Within Organizations

BuildFlox is designed for businesses and teams.

Information entered into an organization may be visible to other authorized users within that organization depending on their roles and permissions.

Organization owners and administrators may have the ability to:

• Invite and remove users
• Assign roles and permissions
• Access company records
• Access project records
• Manage organization settings
• Manage subscription information
• Review certain account or audit activity

Users should only upload information they are authorized to provide to their organization.

5. Data Storage and Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, alteration, disclosure, loss, or destruction.

These measures may include:

• Authentication and authorization controls
• Role-based access controls
• Encrypted network communications
• Database access controls
• Security monitoring
• Audit logging
• Restricted administrative access

However, no internet-based system or method of electronic storage can be guaranteed to be completely secure.

6. Data Retention

We retain information for as long as reasonably necessary to:

• Provide BuildFlox services
• Maintain your account
• Fulfill the purposes described in this Privacy Policy
• Maintain required business and transaction records
• Resolve disputes
• Prevent fraud and abuse
• Enforce agreements
• Meet legal, tax, accounting, regulatory, or security requirements

When information is no longer reasonably required, we may delete or anonymize it in accordance with applicable requirements and our data-retention practices.

Some information may remain temporarily in backups or security systems after deletion.

7. Account and Data Deletion

You may request deletion of your BuildFlox account and associated personal data.

Account deletion can be initiated through the account or profile settings within BuildFlox where this functionality is available.

You may also request account deletion through:

https://beta.buildflox.com/delete-account

When a valid account-deletion request is completed, we will delete or anonymize personal information associated with the account unless we are required or permitted to retain certain information for legal, security, fraud-prevention, tax, accounting, dispute-resolution, or other legitimate purposes.

If your account belongs to an organization, some business records may belong to or need to remain available to that organization. Where appropriate, personally identifying information associated with the departing user may be removed or separated while legitimate organization business records are retained.

Deleting a BuildFlox account may not automatically cancel subscriptions billed through an external platform or payment provider. Where applicable, users should follow the provided subscription-cancellation process before deleting their account.

8. Your Choices and Privacy Rights

Depending on your location, applicable law may provide rights concerning your personal information.

These rights may include the ability to:

• Access personal information
• Correct inaccurate information
• Request deletion
• Request information about how data is used
• Object to or restrict certain processing
• Withdraw consent where processing is based on consent

You may contact us to submit a privacy request.

We may need to verify your identity before completing certain requests.

9. Camera, Photos, Files, and Microphone Permissions

BuildFlox may request device permissions only when required for functionality you choose to use.

Examples include:

• Camera access for capturing receipts, invoices, or project images
• Photo or file access for uploading documents or images
• Microphone access for optional voice-input functionality
• Notification permission for receiving BuildFlox alerts

You can revoke these permissions through your device settings, although doing so may prevent certain features from working.

10. Children's Privacy

BuildFlox is a business and construction management service and is not intended for children under 13.

We do not knowingly seek to collect personal information directly from children under 13.

If we become aware that personal information from a child has been collected in violation of applicable law, we will take appropriate steps to delete it.

11. International Processing

BuildFlox and its service providers may process or store information in countries other than the country where you live.

Where required, we take appropriate measures intended to protect personal information when it is transferred across jurisdictions.

12. Third-Party Services and Links

BuildFlox may interact with third-party services or contain links to external websites.

The privacy practices of those third parties are governed by their own privacy policies. We encourage users to review the privacy policies of services they choose to use.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

• New features
• Changes to our services
• Changes to data practices
• Changes to legal or regulatory requirements

When we make changes, we will update the "Last Updated" date at the top of this policy.

If a change materially affects how we handle personal information, we may provide additional notice where appropriate.

14. Contact Us

If you have questions, requests, or concerns regarding this Privacy Policy or BuildFlox privacy practices, contact us at: