Privacy Policy

Scope

This Privacy Policy applies to personal information we handle in connection with:

• users of the BuildAxis platform;
• organisations using BuildAxis;
• project participants and workers whose information is entered into the platform;
• visitors to our website;
• people who contact us, request a demonstration or communicate with our team; and
• individuals whose information is provided to us through integrations or authorised project workflows.

Where an organisation uses BuildAxis to manage information about its workers, subcontractors, consultants or other project participants, that organisation may also have its own privacy obligations in relation to that information.

Information We Collect

The information we collect depends on the way you interact with BuildAxis.

2.1 Information you provide directly

We may collect:

• name;
• email address;
• phone number;
• organisation or company name;
• role and job title;
• account and login information;
• project and site information;
• documents and drawings;
• RFIs and transmittals;
• claims, variations and supporting evidence;
• defects and site records;
• SWMS, induction and safety information;
• photographs and uploaded files;
• meeting information, recordings and transcripts where enabled;
• comments, notes and project communication;
• electronic approvals, acknowledgements and signatures where enabled;
• messages sent through the platform;
• information provided through forms, enquiries or support requests; and
• any other information you choose to provide through the Services.

2.2 Information collected automatically

When you use the Services, we may automatically collect technical and usage information including:

• IP address;
• device type;
• browser type and version;
• operating system;
• login activity;
• timestamps;
• pages or platform areas accessed;
• actions performed within the platform;
• application and system logs;
• audit history;
• diagnostic information;
• performance information; and
• security-related events.

2.3 Information from third parties

We may receive information from third parties where you or your organisation has authorised the connection or where it is required to provide the Services. This may include information received from:

• connected software and integrations;
• project participants;
• authorised organisations;
• authentication providers; and
• other services connected to your BuildAxis account.

How We Use Personal Information

We may use personal information to:

• provide, operate and maintain BuildAxis;
• create and manage accounts;
• verify user identity and permissions;
• manage project access and role-based visibility;
• enable document and drawing management;
• manage RFIs, defects, claims, variations, safety and other project workflows;
• enable communication and collaboration between authorised project participants;
• record project activity and maintain audit histories;
• process uploaded documents, photographs and project records;
• provide meetings, transcripts, summaries and action tracking;
• provide AI-assisted functionality;
• generate alerts, reminders and workflow notifications;
• personalise relevant parts of the user experience;
• respond to enquiries and provide customer support;
• monitor and improve performance, reliability and usability;
• identify and prevent misuse, fraud and unauthorised access;
• maintain security and backups;
• comply with legal, regulatory and contractual obligations; and
• establish, exercise or defend legal rights.

AI-Assisted Features

BuildAxis may use artificial intelligence and automated processing to assist with functions such as:

• summarising project information or communication;
• generating draft responses;
• extracting information from documents;
• identifying actions or items requiring attention;
• structuring project records;
• generating meeting summaries and action items;
• assisting with data entry; and
• providing suggestions within project workflows.

Information required to perform these functions may be processed by BuildAxis and contracted AI service providers. We take reasonable steps to limit information provided to service providers to what is required to perform the relevant function and to protect that information through appropriate contractual, technical and security measures.

AI-generated information may be incomplete or inaccurate and should be reviewed by an authorised user before it is relied upon, sent, approved or used to make a project, contractual, commercial or safety decision.

How We Disclose Information

We may disclose personal information where reasonably necessary to provide or operate the Services.

5.1 Authorised project participants

Information may be visible to other authorised users, organisations or project participants based on project membership, permissions and the workflows in which the information is used.

5.2 Service providers

We may engage trusted service providers to support functions including:

• cloud hosting and infrastructure;
• data storage and backup;
• email and communication delivery;
• authentication;
• software monitoring;
• analytics;
• customer support;
• document processing; and
• AI-assisted processing.

These providers may process information only to the extent required to provide services to BuildAxis and are subject to contractual or other safeguards appropriate to their role.

5.3 Legal and regulatory requirements

We may disclose information if reasonably necessary to:

• comply with a law, regulation, court order or legal process;
• respond to a lawful government or regulatory request;
• protect the rights, safety or security of BuildAxis, our users or others;
• investigate suspected fraud or misuse; or
• enforce our agreements.

5.4 Business transactions

If BuildAxis is involved in a merger, acquisition, restructuring, financing or sale of all or part of the business, information may be disclosed to relevant advisers and counterparties subject to appropriate confidentiality protections.

We do not sell personal information.

Communications

We may send operational and transactional communications required to provide the Services, including:

• account notifications;
• security alerts;
• workflow notifications;
• project activity notifications;
• service updates; and
• support communications.

These communications are part of operating the Services and may not always be optional.

We may also send product news, marketing or other promotional communications where permitted by law. You may unsubscribe from marketing communications using the unsubscribe option provided in the message or by contacting us.

Cookies and Similar Technologies

BuildAxis may use cookies and similar technologies to:

• maintain login sessions;
• remember preferences;
• operate platform functionality;
• maintain security;
• analyse website and platform usage;
• diagnose technical issues; and
• improve performance and usability.

You can control or disable cookies through your browser settings. Some features may not function correctly if essential cookies are disabled.

Data Retention

We retain information for as long as reasonably necessary for the purposes for which it was collected, including to:

• provide the Services;
• maintain active accounts and project records;
• preserve audit and activity history;
• comply with contractual requirements;
• meet legal and regulatory obligations;
• resolve disputes;
• maintain security records; and
• establish or defend legal rights.

Retention periods may vary depending on the type of information and the requirements of the organisation responsible for the relevant project.

When information is no longer required, we may delete, destroy or de-identify it, subject to legal, contractual, backup and technical retention requirements. Residual copies may remain within secure backups for a limited period before being overwritten or deleted as part of normal backup processes.

Data Security

BuildAxis uses administrative, technical and organisational safeguards designed to protect information from:

• unauthorised access;
• misuse;
• interference;
• loss;
• alteration; and
• unauthorised disclosure.

Security measures include, where applicable:

• role-based access control;
• audit logging;
• encryption in transit and at rest;
• secure cloud infrastructure;
• access monitoring;
• authentication controls;
• backup and recovery processes; and
• security review and monitoring.

BuildAxis uses Australian-hosted infrastructure and Australian data residency for core platform data.

No electronic system can be guaranteed to be completely secure. Users and organisations are also responsible for protecting account credentials and maintaining appropriate access permissions.

Overseas Processing and Disclosure

Core BuildAxis platform data is hosted in Australia.

Some contracted service providers, including software, analytics, communication or AI providers, may process limited information outside Australia where required to provide their services. This processing may occur in jurisdictions including the United States and other locations in which our contracted providers operate.

Where personal information is processed outside Australia, we take reasonable steps to use providers and contractual arrangements designed to maintain appropriate protection of the information in accordance with applicable privacy requirements.

Access, Correction and Other Privacy Rights

You may request access to personal information we hold about you or ask us to correct information that is inaccurate, incomplete or out of date.

Depending on your location and the law that applies to you, you may also have rights to:

• request deletion of certain personal information;
• object to or restrict certain processing;
• withdraw consent where processing is based on consent; or
• request a copy of certain information in a portable format.

Some requests may be subject to legal exceptions, contractual requirements or the rights of other project participants. Where your BuildAxis account is provided through an organisation, we may need to coordinate a request with that organisation.

To make a privacy request, contact us at info@buildaxis.com.

Privacy Complaints

If you believe BuildAxis has not handled your personal information appropriately, please contact us at info@buildaxis.com. Please provide enough information for us to understand and investigate your concern.

We will acknowledge the complaint, investigate the issue and aim to respond within a reasonable period.

If you are not satisfied with our response and Australian privacy law applies, you may be able to make a complaint to the Office of the Australian Information Commissioner (OAIC).

Third-Party Services and Links

BuildAxis may integrate with or provide links to third-party websites, software or services.

Those third parties operate under their own terms and privacy practices.

BuildAxis is not responsible for the privacy practices of a third party that operates independently from us, and we encourage you to review the relevant privacy policy before providing information to that service.

Children

BuildAxis is a business and construction project management platform and is not directed to children. We do not knowingly collect personal information from children for consumer or personal use.

Where an organisation lawfully provides access to a younger worker or project participant, that organisation is responsible for ensuring the collection and use of the individual’s information is lawful and appropriate.

Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes to:

• the BuildAxis platform;
• our data practices;
• legal requirements; or
• the service providers and technologies we use.

When we make changes, we will update the “Last updated” date.

Where a change materially affects how personal information is handled, we may provide additional notice through the platform, by email or by another appropriate method.

Contact Us

If you have a question about this Privacy Policy, your personal information or the way BuildAxis handles data, contact us at: