Privacy Notice

1. Who we are

BuildRecord is operated by Uncomplicated Solution Limited, trading as BuildRecord, which is the data controller for the personal data described here. Contact us about privacy at jamesspencer935@hotmail.com.

2. What we collect and why

• Account details — name, email address and login credentials. Used to create and secure your account and to contact you about the service. Legal basis: performance of our contract with you.
• Project content — the quotes, contracts, invoices, receipts, screenshots, messages, photos, notes, amounts and postcode you add. Used to build and store your project record and to generate your exports. Legal basis: performance of our contract with you.
• Support messages — what you send us. Used to answer you. Legal basis: performance of our contract and our legitimate interest in supporting customers.
• Usage and technical data — pages viewed, actions taken, device type, browser, IP address and error logs. Used to keep the service secure, prevent fraud and abuse, diagnose faults and improve the product. Legal basis: our legitimate interests in a secure, working service.
• Marketing preferences — if you opt in to product emails. Legal basis: your consent, which you can withdraw at any time.

Payment details are collected directly by Paddle at checkout; we never see or store your full card details.

3. Automatic document reading

When you upload a document, its contents are sent to our AI processing provider so that details such as the builder's name, the agreed price and the line items can be suggested back to you. The results are suggestions only until you confirm them. We do not use your documents to train public AI models.

4. Who we share data with

• Service providers (processors) — hosting, database and file storage, AI document processing, email delivery, and error monitoring, acting on our instructions.
• Paddle, our Merchant of Record, for selling the product, payments, invoicing, tax compliance and refunds.
• Professional advisers — such as accountants or lawyers, where needed.
• Authorities — where we are legally required to disclose information.

We do not sell your personal data, and we never share your project with your builder.

5. International transfers

Some of our providers process data outside your country or region. Where that happens we rely on applicable adequacy decisions or Standard Contractual Clauses with appropriate additional safeguards.

6. How long we keep data

We keep your account and project data while your account is active, and for up to 12 months after you delete it or after prolonged inactivity, so that an accidental deletion can be reversed. Records required for tax and accounting are kept for 6 years. After that, data is deleted or anonymised.

7. Your rights

Under applicable data protection law you can ask for access to your data, correction, erasure, restriction of processing, portability, and you can object to processing based on legitimate interests. Where we rely on consent you can withdraw it at any time. Email jamesspencer935@hotmail.com and we will respond within one month. You can also use our data request form to ask for a copy of your data or to have it deleted. If you are unhappy with our response you can complain to your local supervisory authority (for example, the UK Information Commissioner's Office at ico.org.uk if you are in the UK).

8. Security

Your files are stored privately and are only reachable through short-lived links tied to your account. We use encryption in transit and at rest, access controls, and least privilege for staff access. No system is perfectly secure, but we take appropriate technical and organisational measures to protect your data.

9. Cookies

We use essential cookies and similar storage to keep you signed in and to keep the service secure — these are required for the app to work. We do not use advertising cookies. If we add analytics cookies we will ask for your consent first, and you can change your mind at any time. You can also block or delete cookies in your browser settings, though parts of BuildRecord may stop working. You can review or change your tracking choices at any time using the "Cookie preferences" link in the footer of any page.

10. Children

BuildRecord is not intended for anyone under 18.

11. Changes

We may update this notice. If a change is significant we will tell you in the app or by email. See also our Terms & Conditions.