Privacy Policy – Buildify

Last updated: 4 November 2026 · Version 2.1

This Privacy Policy applies to all services, software, mobile applications, websites and platforms operated by Buildops Systems Pty Ltd (ABN 80 697 263 175) trading as Buildify PM ("Company", "we", "us" or "our"), including Buildify CRM, Buildify PM and the Buildify PM mobile app for iPhone, iPad and Android, and our websites at buildifycrm.au and buildifypm.au and their subdomains (together, the "Services").

We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This Policy explains how we collect, use, disclose, store and protect personal information, and how you can access, correct or delete it.

1. Who this Policy applies to

This Policy applies to our customers (the businesses that subscribe to the Services), the people those customers invite to use the Services (for example staff, clients and subcontractors), website visitors, and people whose information a customer stores in the Services (for example a customer's leads, contacts, clients or suppliers).

Where a customer stores information about other people in the Services, the customer decides what is collected and why, and is responsible for having any notices and consents it needs. We process that information on the customer's behalf to provide the Services.

2. Information we collect

• Account and profile information: name, email address, phone number, business name, role, login credentials (passwords are stored only as secure hashes) and security settings such as multi-factor authentication.
• Business and project information (Buildify PM): projects, schedules, tasks and to-dos, site diaries, timesheets, estimates, variations, selections, defects, RFIs, drawings and markups, documents, photos, messages, quality, safety and warranty records, and other content you or your team upload.
• Photos and files: photos you take or choose in the mobile app or upload on the web, and any files you attach. Photos are shared only as your organisation's settings and permissions allow.
• Location (Buildify PM mobile app): if you allow it, the app records a single location reading at the moment you clock on or clock off a job, so your employer can confirm attendance on site. The app does not track your location in the background or between clock-ons. You can refuse or turn off location access at any time in your phone's settings; clocking on still works without it.
• Communication and interaction data (Buildify CRM): SMS, email, chat and voice interactions handled through the Services, including those generated by automated and artificial intelligence (AI) tools. Calls handled through the Services may be recorded, transcribed and processed by AI so the business you are dealing with can operate its phone system, review calls and maintain quality. Callers are told at the start of a call that it may be recorded and that they may be speaking with an automated assistant. If you do not want a call recorded, you can say so or end the call, and you can ask the business you called about its recordings.
• Project financial records (Buildify PM): estimates, quotes, variations, invoices, payment claims and cost records that your organisation enters, or syncs from an accounting system it connects (see section 6). These are your organisation's business records. Within your organisation, they are visible only to users whose role and permissions allow it, and your organisation's administrators can change those permissions at any time. The figures are masked from our own development team, so our developers cannot see them. If you need help with a problem, your administrator can grant time-limited support access, which lets our authorised support staff see the figures needed to fix it while the access is open. Your administrator chooses how long it lasts, can revoke it at any time, and every record we view is shown in your audit log. We do not collect users' personal financial information, such as bank account or card details, through Buildify PM.
• Subscription and billing information: plan, billing contact and transaction records. Card payments are processed by our payment provider (Stripe). We do not store full card numbers.
• Device and usage information: IP address, device type and operating system, browser type, app version, log data, and actions taken in the Services.
• Information stored on your device: the mobile app keeps a secure sign-in token in your phone's protected storage, and may keep copies of drawings, documents and records you have access to so they can be used without reception. This data is removed when you sign out.
• Communications with us: messages you send for support, enquiries or complaints.

3. How we collect information

We collect information directly from you (for example when you register, are invited, or use the Services), from your organisation (for example when an administrator creates your account), automatically through your use of the Services (for example logs and cookies), and from third parties you connect (for example an accounting system).

4. How we use information

We use personal information to provide, operate and maintain the Services; create and manage accounts; process subscriptions and payments; sync and display accounting data you connect; send service and security messages; provide support; configure and operate automation systems; monitor, secure and improve the Services; prevent misuse; and comply with legal obligations. We may use de-identified usage information to improve performance and develop features.

We do not sell personal information.

5. Artificial intelligence and automated processing

Some Services use AI and automated systems that process information, generate responses and run communication workflows. Outputs may be inaccurate or incomplete and should be reviewed. We do not use customer data to train general-purpose AI models unless this is explicitly agreed.

Automated decisions. Some Services, and the workflows our customers build with them, use computer programs to make, or substantially help make, decisions. Examples are qualifying or routing an enquiry, booking or declining an appointment, deciding which automated message or follow-up is sent, and flagging records for attention. These programs may use your contact details, the content of your messages and calls, and your history of interactions with the business. Where such a decision could significantly affect your rights or interests, you can ask for it to be reviewed by a person by contacting the business you dealt with, or us at support@buildifypm.au.

6. Accounting integrations (QuickBooks Online, Xero and MYOB)

At your direction, Buildify PM can connect to Intuit QuickBooks Online, Xero and, where available, MYOB, using each provider's secure authorisation (OAuth 2.0). We access only the accounting data you authorise (such as company details, customers, suppliers, invoices, bills, estimates, items, payments and related transactions) to display, create and synchronise it within the Services. We store access tokens securely and use them only to maintain your connection. We do not use this data for advertising and do not sell it. You can disconnect at any time from within the Services or from your accounting provider's account; we then stop accessing that data and delete the stored tokens. Your use of each accounting system is also governed by its provider's own terms and privacy policy.

7. Who we share information with

• Your organisation: authorised users within your organisation, according to their roles and permissions. Each customer's data is kept separate from every other customer's.
• People your organisation invites: for example a client or subcontractor sees only the information your organisation chooses to share with them.
• Service providers who help us deliver the Services, including cloud hosting and file storage providers, email and SMS delivery providers, communication and CRM platform providers, payment processing (Stripe), accounting integrations (Intuit QuickBooks, Xero and MYOB), app distribution and push notification services (Apple, Google and our app-build provider), analytics providers, and AI tools we use to help diagnose and fix support issues (used only for that purpose and not to train their models). They may use the information only to provide their services to us. A current list of our key service providers, what they do and where they store data is published at https://buildifypm.au/subprocessors.
• Professional advisers and, in a sale or restructure of our business, a prospective or actual purchaser, under confidentiality.
• Authorities where required or authorised by law.

8. Overseas storage and processing

Some of our service providers store or process information outside Australia, including the United States, countries in Europe and Asia (including Malaysia), and other countries where they operate. The list of service providers referred to in section 7 shows where each one stores data. Where this occurs we take reasonable steps to ensure the information is handled consistently with the APPs.

9. Cookies and tracking

Our websites and web applications use cookies and similar technologies that are necessary for sign-in, security and core functionality. Our marketing websites may also use analytics and advertising cookies and pixels to understand traffic and support marketing. You can control cookies in your browser; disabling necessary cookies may stop some features working. The Buildify PM mobile app does not use advertising trackers.

10. Mobile app permissions

• Camera and photos: to take and attach site photos. Used only when you choose to.
• Location: a single reading when you clock on or off, if you allow it (see section 2).
• Notifications: where enabled, to tell you about items that need your attention. Notifications contain only brief references, not your full records.

You can change these permissions at any time in your phone's settings.

11. Security

We use technical and organisational measures appropriate to the sensitivity of the information, including encryption in transit (TLS), hashed passwords, role-based access controls, separation of each customer's data, permission-based access to project financial figures within each organisation and masking of those figures from our development team except under time-limited support access granted by your administrator, secure token storage on mobile devices, and audit logging. No system is completely secure, and you are responsible for keeping your login details confidential.

12. Retention

We keep personal information for as long as your account is active or as needed to provide the Services, and then for any period required to meet legal, accounting, tax or reporting obligations or to resolve disputes, after which we delete or de-identify it.

13. Deleting your account and data

You can ask us to delete your account and the personal information associated with it at any time:

• Email support@buildifypm.au with the subject "Delete my account", from the email address on your account (or tell us that address).
• If your account was created by an organisation (for example your employer or builder), you can also ask that organisation's administrator to remove you.

We will confirm your identity, then delete your account and personal information within 30 days, except information we must keep by law (for example tax and financial records) or that forms part of your organisation's business records (for example a site diary entry you made on its project), which we keep only as long as required and then delete or de-identify. Deleting the mobile app from your phone does not delete your account. More detail: https://buildifypm.au/delete-account.

14. Access and correction

You may ask to access the personal information we hold about you and ask us to correct it. Contact us using the details below. We may need to verify your identity and will respond within a reasonable time (usually within 30 days).

15. Data breaches

If a data breach occurs, we will act promptly to contain and assess it. Where the Notifiable Data Breaches scheme applies, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC).

16. Children

The Services are for business use and are not directed to anyone under 16. We do not knowingly collect personal information from children; if we become aware of it, we will delete it.

17. Complaints

If you believe we have mishandled your personal information, please contact us first. We will investigate and respond within a reasonable time (usually within 30 days). If you are not satisfied, you may complain to the OAIC at www.oaic.gov.au.

18. Changes to this Policy

We may update this Policy from time to time. The current version will always be published at https://buildifypm.au/privacy with its "Last updated" date. Where a change is significant, we will take reasonable steps to let you know.

19. Contact us

Buildops Systems Pty Ltd (ABN 80 697 263 175) trading as Buildify PM
Perth, Western Australia
Email: support@buildifypm.au
Website: https://buildifypm.au