In short
- You own your data. We never sell it and we never use it to advertise.
- Your company’s records are kept on secure Canadian-region servers, and a full copy goes to your own Google Drive every night.
- Each builder’s data is kept completely separate from every other builder.
- Some optional features (AI photos, AI plan reading, the Sam helper) send the specific picture or question to an AI service, which may process it outside Canada. You choose when to use them.
- Questions? Email privacy@buildersync.ca.
Who we are and what this covers
BuildSync (“BuildSync”, “we”, “us”) provides builder software at buildersync.ca, on builder addresses like yourcompany.buildersync.ca, and on builders’ own connected domains.
This policy explains how we handle personal information under Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial laws. It covers our website, the live demo, and the BuildSync app used by builders and the people they invite: office staff, supervisors, trades, homeowners and commercial clients.
Builders and BuildSync: who is responsible
There are two kinds of information in BuildSync:
- Builder account information: the company’s name, address, billing contact and licence. BuildSync is responsible for this.
- Information a builder puts into BuildSync about its homes, customers, trades and staff. The builder decides what to collect and why, and is responsible for it. BuildSync stores and processes it only to run the service for that builder, under our agreement with the builder.
If you are a homeowner, trade or client of a builder, contact that builder first about your information. We will help the builder respond.
What we collect
| Type | Examples | Why |
|---|---|---|
| Account details | Name, email, phone, role, company, password (stored only as a secure hash) | To sign you in and show you the right screens |
| Builder records | Homes, addresses, stages, schedules, sales steps, selections, budgets, change orders, payments recorded, messages | To run the builder’s projects |
| Photos and files | Site photos, deficiency photos, plans, product photos, documents | To share progress and fix problems |
| E-sign evidence | Signer name and email, time, IP address, approximate location, device and browser, a fingerprint (hash) of the document | To prove who signed what and when |
| Location (optional) | Time-clock and crew-map check-ins, only when a user turns it on and allows it on their phone | To record site attendance |
| Billing | Plan, invoices, payment status. Card details are handled by our payment processor; we don’t store full card numbers | To charge for the service |
| Technical data | Log entries, error reports, device type, pages used | To keep the service secure and working |
| Website and demo | No account needed. The demo saves sample data only in your own browser. We don’t use advertising or tracking cookies | To let you try BuildSync |
How we use it
- To provide, secure and support the service you or your builder signed up for.
- To send service messages: sign-in links, alerts the builder turned on, signing requests, billing notices.
- To make backups, including the nightly copy to the builder’s Google Drive.
- To fix problems and improve BuildSync, using technical data. We don’t train AI models on your records.
- To meet legal duties, such as tax records and responding to lawful requests.
We do not sell personal information, rent it, or use it for advertising.
AI features
These features are optional and only run when someone taps them:
- Real-looking photos: the 3D picture and the product photos you choose are sent to an image AI service, which returns a photo.
- Plan reading: the plan image you upload is sent to an AI service to find rooms and sizes.
- Sam, the helper: your question is sent to an AI service to write the answer. Don’t type passwords or private details into Sam.
AI providers may process this data outside Canada, usually in the United States. We choose providers that do not use business data to train their models, and we send only what the feature needs.
Where it is kept
- Main database and files: Supabase, in its Canadian region where available.
- Website and web addresses: Cloudflare, which delivers pages from servers around the world and protects against attacks.
- Nightly backups: the builder’s own Google Drive, under the builder’s Google account.
- Email and text messages: sent through email and SMS providers.
Some of these providers may store or process data outside Canada, where local laws may allow authorities access. We require providers to protect information at a level comparable to ours.
Who we share it with
- Inside the builder’s company: the people the builder invites, each seeing only what their role allows. A homeowner sees only their home.
- Service providers listed above, only to run BuildSync.
- When the law requires it, or to protect people’s safety or our rights.
- If BuildSync is sold or merged, to the new owner, who must keep honouring this policy.
How long we keep it
- Builder data is kept while the builder’s licence is active.
- After a builder cancels, we keep the data for 90 days so it can be exported or reactivated, then delete it from our live systems. Our own backups roll off within a further 35 days.
- Copies in the builder’s Google Drive belong to the builder and are not deleted by us.
- Signed documents and certificates stay with the builder’s records, because they may be needed as proof for years.
- Billing records are kept as long as tax law requires.
How we protect it
- Encrypted connections (HTTPS) everywhere, and encryption at rest by our hosting providers.
- Row-level security: the database itself checks that every request belongs to the right builder and role.
- Passwords stored only as secure hashes. Two-step sign-in is available.
- Staff access to builder data is limited to support you ask for.
- If a breach creates a real risk of significant harm, we will notify affected people and the Privacy Commissioner of Canada as the law requires, and tell affected builders without delay.
Your choices and rights
You can ask to see the personal information we hold about you, ask us to correct it, or withdraw consent (which may mean you can no longer use some features). Builders can export all of their data at any time.
Email privacy@buildersync.ca. We reply within 30 days. If you are a builder’s customer, we may pass your request to that builder. If you’re not satisfied, you can contact the Office of the Privacy Commissioner of Canada at priv.gc.ca.
Children
BuildSync is for businesses and their customers. It is not meant for children, and we don’t knowingly collect information from anyone under 18.
Changes and contact
If we make an important change, we will tell builders by email and in the app at least 30 days before it takes effect. The date at the top shows the latest version.
Privacy Officer, BuildSync · privacy@buildersync.ca