BuildMind — AI construction cost control Back to Home

    Privacy Policy

    Effective Date: June 21, 2026  |  Version 1.4  |  Last Updated: June 21, 2026

    BuildMind Canada Technologies Ltd. ("BuildMind," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy describes how we collect, use, disclose, and safeguard your personal information when you use the BuildMind mobile application and web platform and related services (collectively, the "Services").

    By using our Services, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not use our Services.

    1. Who We Are

    BuildMind Canada Technologies Ltd. ("BuildMind," "we," "us," or "our") is a company registered in Richmond, British Columbia, Canada.

    BuildMind processes two categories of data: (1) your personal account information (such as login credentials, user profile details, and billing information), for which BuildMind acts as the Data Controller; and (2) project data (such as invoices, budgets, photos, and documents) uploaded to shared projects, which is managed by the Project Administrator and for which BuildMind acts as a Data Processor.

    2. Scope of This Privacy Policy

    This Privacy Policy applies to all BuildMind Services, including our iOS mobile application listed on the Apple App Store, our web application accessible at buildmind360.ai, and any related APIs or integrations.

    This Policy does not apply to third-party services or websites that may be linked from our platform. We encourage you to review the privacy policies of any third-party services you use in connection with BuildMind.

    2.1 Service Model

    The BuildMind iOS application is provided free of charge and contains no in-app payment mechanisms. Paid subscription plans are offered separately through our web platform at buildmind360.ai and are processed by our third-party payment processor. The data processing and retention practices described in this Privacy Policy apply to all users; certain billing-related practices (Sections 3.4, 5.2, and 7) apply only to users who hold a paid web subscription.

    3. Personal Information We Collect

    BuildMind processes project and financial data on behalf of our users. Data uploaded to a project is considered project data and is managed by the Project Administrator. We collect personal information you provide directly to us, information generated through your use of our Services, and information from third-party services with your authorization.

    3.1 Information You Provide

    • Account registration: name, phone number, email address, and password (stored in encrypted form)
    • Profile information: role type (such as Builder, Owner, Trade, Developer)
    • Project information: project name, civic address, building metrics, and architectural/structural details
    • Commercial and financial records: invoice images, vendor names, transaction amounts, payment records, budget configurations, and project contracts
    • Photographs: job site photos, project progress images, invoice and receipt images uploaded by you
    • Communications: messages, support requests, and feedback you send to us

    3.2 Information Generated Through Your Use

    • Usage data: features accessed, actions taken, timestamps, and session duration.
    • Device information: device type, operating system version, and app version.
    • Push notification tokens: secure device tokens used to deliver in-app notifications via authorized third-party communication service providers.
    • Log data: IP addresses, crash reports, and error logs for service improvement and security purposes.
    • Project activity logs: system-generated audit trails of approvals, edits, and permission changes within your projects.

    3.3 Information Processed by AI Services

    When you upload invoice images or receipts, BuildMind utilizes industry-leading, third-party artificial intelligence and machine learning providers to perform Optical Character Recognition (OCR) and data extraction.

    Invoice images and their raw extracted data (vendor names, amounts, line items, dates) are securely transmitted to these AI service providers strictly for processing purposes. BuildMind explicitly does not transmit its proprietary coding systems or internal categorization logic to these third-party providers. These providers process data solely as our sub-processors under strict contractual data processing agreements and are prohibited from using your data to train their foundational models. Your invoice image data may be temporarily processed on secure servers located outside of Canada.

    3.4 Billing and Payment Information (Paid Web Subscriptions)

    If you subscribe to a paid plan through our web platform, we collect and process information related to your subscription and billing, including:

    • Subscription details: plan tier, billing period (monthly or annual), subscription status, and renewal dates
    • Billing email and billing contact details
    • Invoices, transaction history, and tax records (including GST/HST where applicable)
    • Limited payment-method details returned by our payment processor, such as card brand and last four digits and an expiry date — used to display and manage your subscription
    • Referral and discount-code attribution data, and anti-abuse signals (such as device or IP signals used to detect duplicate or fraudulent sign-ups)

    BuildMind does not collect or store your full payment card number. Card numbers and related sensitive payment data are collected and processed directly by our payment processor under applicable PCI DSS standards. See Section 5.2.

    4. How We Use Your Personal Information

    We use the personal information we collect for the following purposes:

    4.1 Providing and Operating the Services

    • Creating and managing your user account
    • Processing and displaying project data, budgets, invoices, and payment records
    • Performing AI-powered OCR on invoice images to extract data for your informational review and manual verification
    • Delivering push notifications and in-app alerts relevant to your projects
    • Enabling collaboration features including role-based access and project member management

    4.2 Managing Subscriptions and Billing

    • Processing subscription purchases, renewals, upgrades, downgrades, cancellations, and refunds
    • Issuing invoices and maintaining billing and tax records
    • Applying referral or promotional credits and detecting and preventing fraud or abuse of promotions and referrals

    4.3 Improving Our Services

    We may use aggregated and de-identified data derived from user activity to improve BuildMind's AI models, benchmark features, and product roadmap. This data cannot be linked back to individual users or projects. We do not use your identifiable personal information or your project's confidential financial data to train AI models without your explicit consent.

    4.4 Communications

    • Sending transactional emails: account confirmations, password resets, billing and renewal notices, and project notifications
    • Sending product updates or service-related announcements (you may opt out of non-essential communications at any time)

    4.5 Legal and Security Purposes

    • Detecting, investigating, and preventing fraudulent, unauthorized, or illegal activity
    • Enforcing our Terms of Service and protecting the rights of BuildMind and our users
    • Complying with applicable laws, regulations, and lawful government requests

    5. How We Share Personal Information

    We do not sell, rent, or trade your personal information. We share personal information only in the following circumstances:

    5.1 Within Your Project Team

    BuildMind is a collaborative platform. Information you contribute to a project (including your name, role, and project-related content) is visible to other authorized members of that project according to the role-based permissions you or your Project Administrator have configured.

    Private cost information (such as a trade member's material costs marked as private) is only visible to authorized roles as defined by the Project Administrator.

    The Project Administrator holds sole responsibility for correctly configuring and maintaining all role-based access permissions. BuildMind bears no liability for unauthorized internal data exposure or subsequent losses resulting from improper permission configuration by the Project Administrator.

    5.2 Sub-Processors and Service Providers

    We engage third-party service providers who process personal information on our behalf to operate the Services. These providers are contractually bound to process data only as instructed by BuildMind and to maintain appropriate security standards.

    Key sub-processors including, but not limited to:

    • Cloud infrastructure and secure file storage providers (data hosted in Canada region)
    • Industry-leading AI/OCR processing partners
    • Secure push notification delivery services
    • SMS and secure communication gateways
    • Payment processing: Stripe (Stripe, Inc. and its affiliates, including Stripe Payments Canada) is our primary payment processor. We may also engage other reputable third-party payment processors (for example, PayPal) where appropriate. These processors process your payment and card data to handle subscription billing on our behalf. Their handling of your data is governed by their own privacy policies. BuildMind receives only limited billing information from these processors (see Section 3.4).

    5.3 Legal Requirements

    We may disclose personal information if required to do so by law, court order, or governmental authority, or if we believe in good faith that such disclosure is necessary to comply with legal obligations, protect and defend our rights, prevent fraud or abuse, or protect the safety of users.

    5.4 Business Transfers

    In the event of a merger, acquisition, financing, reorganization, or sale of all or a portion of our assets, your personal information may be transferred as part of that transaction. We will notify you via email or prominent notice on our Services prior to your personal information becoming subject to a different privacy policy.

    6. International Data Transfers

    BuildMind's primary data infrastructure is located in secure cloud facilities within Canada. However, certain authorized sub-processors — including our payment processor and certain AI/OCR providers — may process data on servers located in the United States or other countries. When your personal information is transferred outside Canada, we take steps to ensure it receives a comparable level of protection, including through contractual protections such as data processing agreements with our sub-processors. By using our Services, you acknowledge that your data may be transferred to and processed in countries outside Canada.

    7. Data Retention

    We retain personal information for as long as your account is active, or as necessary to provide you with the Services, comply with legal obligations, resolve disputes, and enforce our agreements.

    • Account data: retained for the duration of your account and for a limited period following account deletion, as required for legal and tax compliance purposes.
    • Billing and tax records: retained for the period required by applicable Canadian tax and corporate record-keeping law, which may extend beyond the life of your account.
    • Referral and promotion data: referral and discount-code attribution data and related anti-abuse signals are retained for the duration of your account and for the period necessary to administer the referral or promotional program, validate credits, prevent abuse, and resolve disputes.
    • Project data and invoice images: retained as part of the project record for the duration that the Project Administrator requires access. It is the sole responsibility of the Project Administrator and relevant project stakeholders to export and independently retain their own financial records to comply with any applicable accounting and tax record-keeping requirements.
    • Log and usage data: retained for up to 12 months.
    • AI processing records: invoice images submitted for OCR are not retained by AI sub-processors beyond the processing request.

    Following the applicable retention period, personal information is securely deleted or anonymized.

    8. Your Privacy Rights

    As a resident of Canada (including all provinces and territories), you have the following rights with respect to your personal information under the Personal Information Protection and Electronic Documents Act (PIPEDA) and any applicable substantially similar provincial privacy legislation (including but not limited to BC PIPA, Alberta PIPA, and Quebec Law 25):

    • Right of Access: You may request access to the personal information we hold about you.
    • Right to Correction: You may request correction of inaccurate or incomplete personal information.
    • Right to Withdraw Consent: You may withdraw consent for certain processing activities, subject to legal and contractual limitations.
    • Right to Deletion of Personal Account Data: You may request deletion of your personal account information (login credentials, profile data). However, data you contributed to shared projects (invoices, photos, documents, budget entries) is retained as part of the project record managed by the Project Administrator, and certain billing and tax records are retained as required by law, as described in Terms of Service §3.4 and Section 7 of this Policy.
    • Right to Data Portability: You may request a copy of your personal data in a structured, machine-readable format.
    • Right to Account Deletion: You may delete your BuildMind account at any time through the app (Settings > Account Management > Delete Account) or by contacting info@buildmind360.ai. See Terms of Service §3.4 for details on what data is deleted versus retained, and note that cancelling a subscription is separate from deleting your account.

    To exercise any of these rights, please contact us at info@buildmind360.ai. We will respond to all requests within 30 days. In some cases, we may need to verify your identity before processing your request.

    9. Data Security

    We implement commercially reasonable, industry-standard technical and organizational measures designed to protect your data and personal information from unauthorized access, disclosure, alteration, and destruction. These measures generally include:

    • Data Encryption: utilizing strong encryption protocols for data both in transit and at rest.
    • Access Controls: implementing strict role-based access management and secure authentication mechanisms.
    • Architecture Security: employing logical data isolation safeguards suited for multi-tenant architectures.
    • System Monitoring: utilizing continuous verification and monitoring protocols for data access.

    While we continuously strive to implement these robust safeguards, no method of transmission over the Internet or electronic storage is completely secure. We cannot guarantee the absolute security of any data. You are strictly responsible for maintaining the confidentiality of your account credentials and, if you are a Project Administrator, for appropriately configuring project permissions.

    10. Push Notifications and Communications

    BuildMind uses third-party communication service providers to deliver push notifications to your mobile device. We collect your device token to enable this functionality. You can disable push notifications at any time through your device settings. We may also use secure messaging gateways to send SMS notifications for time-sensitive project alerts. Standard message rates from your carrier may apply. You may opt out of SMS notifications within the app settings.

    11. Children's Privacy

    Our Services are not directed to, and we do not knowingly collect personal information from, individuals under the age of 18. Our Services are designed for professional use in the construction industry. If you believe that a person under 18 has provided personal information to us, please contact us at info@buildmind360.ai and we will take steps to delete such information.

    12. Third-Party Links and Integrations

    Our Services may contain links to third-party websites or integrations with third-party tools. This Privacy Policy does not apply to those third parties. We encourage you to review the privacy policies of any third-party services you use in connection with BuildMind. We are not responsible for the privacy practices of third-party services.

    13. Changes to This Privacy Policy

    We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the new Privacy Policy on our website and, where required by law, by sending you an email notification or displaying a prominent notice within the Services.

    Changes become effective upon posting unless otherwise stated. Your continued use of the Services after the revised Privacy Policy becomes effective constitutes your acceptance of the changes. We will not reduce your rights under this Privacy Policy without your explicit consent.

    14. Contact Us

    If you have any questions, concerns, or complaints about this Privacy Policy or our privacy practices, please contact us:

    BuildMind Canada Technologies Ltd.

    Email: info@buildmind360.ai

    We will respond to all privacy-related inquiries within 30 days of receipt.

    v1.4  |  June 21, 2026  |  BUILDMIND CANADA TECHNOLOGIES LTD.