BuilderBuddy Privacy Policy

Last updated: 16 September 2026.

Who we are

BuilderBuddy is operated by AIOT PTY LTD ("we", "us"). It helps users organise construction projects, tasks, reminders and related records, including through optional AI and voice features.

For privacy questions, access or correction requests, account deletion assistance, or complaints, email builderbuddy.support.au@gmail.com.

Information we collect

We collect information you provide when you register, enter information, upload files, speak to the app or contact support. Depending on the features you use, this includes:

• Account information: email address, authentication records, profile details and language or notification preferences.
• Project information: project names and addresses, tasks, deadlines, reminders, notes, and details of clients, suppliers, workers or other contacts you enter.
• Business records: materials, purchase orders, invoices, payment records and supporting evidence you choose to store.
• User content: selected photos and files, messages, voice instructions, transcripts, AI replies and confirmation records.
• Service information: request identifiers, timestamps, errors and processing durations, together with connection and diagnostic information handled by our hosting providers. Notification information may include device registration tokens and reminder delivery status where those features are enabled.
• Support correspondence and information you send when requesting assistance.

Your device also stores settings, login session information, cached records and changes waiting to synchronise. Project addresses are information entered into the app; they are not a statement that the app continuously tracks your GPS location.

Please only enter information about other people when you are authorised to do so and have provided any notices required for your circumstances.

Why we use it

We use information to authenticate users, store and retrieve their records, synchronise changes, deliver reminders, answer requests, provide support, maintain security and investigate failures. When you enable AI features, we also use relevant information to transcribe speech, understand instructions, find the correct project or task, prepare proposed changes and generate replies.

We use customer information to provide BuilderBuddy and customer support. We do not sell customer information or use it to send marketing emails.

AI and voice

AI features use OpenAI. We send the messages, relevant conversation history and project context needed for those requests. This can include names, site addresses, tasks and financial records. Voice instructions and live voice audio are sent for transcription and conversation; text to be spoken is sent for speech generation. Existing project names may be included as transcription hints to improve recognition of names such as Chatswood.

The app requests permission for AI processing and microphone access. You can decline AI permission and continue using manual project and task features. You can withdraw AI permission in the app's privacy settings. Withdrawal stops new AI requests and the active AI voice session; it cannot recall information already transmitted.

The application does not upload live voice recordings to its project-file storage as a saved recording. Transcripts and conversation records may still be saved. This does not mean that every service provider immediately deletes every copy of audio or associated logs.

OpenAI may retain content in abuse-monitoring logs for up to 30 days, or longer where legally required. Its Responses API stores response data for at least 30 days under the default storage setting used by this app. Retention differs by endpoint: transcription, live voice and speech generation do not all have the same retention rules. See OpenAI's API data controls. BuilderBuddy does not offer a zero-data-retention guarantee.

Connected Gmail

Connecting a personal Gmail mailbox is optional and separate from signing in to BuilderBuddy. Where this integration is enabled, Google asks you to authorise read-only email access and email sending. At your request, BuilderBuddy can search email, retrieve selected message content and prepare a new email or reply. It does not modify or delete messages in Gmail. Email sending requires explicit confirmation of the proposed content and destination.

The integration processes mailbox identifiers, sender and recipient addresses, subjects, message identifiers, snippets and selected message bodies. Selected email content and search results may be included in AI requests to OpenAI and saved in conversation history. Proposed and sent message records are stored to support confirmation and audit. Sent messages may be searched to check an uncertain send result without automatically sending the message again. Attachments are not processed by this Gmail integration.

OAuth access and refresh tokens are encrypted and stored on the backend to maintain the authorised connection. You can disconnect Gmail in the app and revoke access in your Google Account. Disconnecting removes the stored connection credentials but does not automatically erase existing conversation or outbound message records. Use account deletion or contact support for help with retained records; backup and log retention is described below.

We use Gmail data only to provide these user-facing features. We do not use it for advertising, sell it, or use it to train general-purpose AI models. Human access to Gmail data is limited to your affirmative agreement to view specific data, necessary security investigations, legal requirements, or permitted aggregated internal operations. BuilderBuddy's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including its Limited Use requirements.

Providers and processing locations

Supabase provides account authentication, the main database, file storage and backend services. The current project's primary region is Sydney, Australia. Selecting that primary region does not mean every supporting service, log or processing operation stays in Australia.

OpenAI processes AI requests. AI processing and provider operations may occur outside Australia. This may include the United States and other countries where its providers operate. See the current OpenAI subprocessor list. We do not restrict all AI processing to Australia.

Apple handles Siri, iOS permissions, app distribution and applicable notification services under its own terms. Siri is an optional way to open BuilderBuddy and start voice interaction.

Expo provides application build and distribution services. For push reminders, Expo and Apple handle device notification tokens and notification content to route messages to your phone. Uploading the app's source code for a build is separate from storing a user's project database.

Google Gmail hosts our support mailbox and supplies the optional connected-mailbox integration described above. When you email support, Google processes that correspondence. Registering for BuilderBuddy does not itself grant access to your personal mailbox.

Some earlier test installations may retain a separately configured Picovoice wake-word feature. If enabled, it detects the wake word on the device while the app is in the foreground; its licensing service may process technical and device information. See Picovoice privacy information. This is separate from Siri and from sending speech to OpenAI after voice interaction begins.

Service-provider infrastructure and support may operate internationally, including in the United States. Country coverage can change with provider arrangements. Contact us for further information about overseas handling.

We may also disclose information when required by applicable law or a valid legal process. Access by our personnel or service providers is for providing the service, support, security or meeting legal obligations.

Retention and deletion

Account and project records are kept to provide the service while they remain in your account. Removing a local app installation alone does not delete the cloud account.

You can initiate account deletion from the app's privacy settings. The process requires confirmation and may require a recent login. A connected mailbox must be disconnected first. The deletion process removes supported project files and evidence before deleting the account and associated database records. If deletion cannot finish, contact us for help.

Operational logs and backup copies are subject to our providers’ retention and rotation schedules, which vary by service and plan. They are not necessarily erased immediately when an account is deleted. See Supabase backup information and the OpenAI data controls linked above.

We retain support correspondence for handling the request and related follow-up, and records needed for security, disputes or applicable legal obligations for those purposes. We assess retention by the purpose of the record, whether it is still needed, and applicable requirements. You can request deletion or details of the retention that applies by contacting us. Copies you exported or shared outside BuilderBuddy remain under the control of their recipients.

Access, correction and choices

You can view or edit supported records in the app, use the data export function, and request assistance by email. Exported files become copies under your control. You can change notification permissions and microphone access in iPhone settings and withdraw AI permission in the app.

For records you cannot access or correct yourself, contact us. We may need to verify your identity before handling the request. We will explain any limitation or refusal that applies.

Security

The app uses authenticated requests, account-scoped access controls and protected file access. These controls help reduce unauthorised access, but no system can guarantee absolute security. Keep your login credentials and exported records secure.

Complaints and updates

Send privacy complaints to builderbuddy.support.au@gmail.com, explaining the issue and how you would like us to contact you. We will review the complaint, seek any necessary clarification and respond with our findings and proposed resolution. We aim to respond to privacy, access and deletion requests within 30 days. If more time is needed, we will explain why and provide an update.

You may also contact the Office of the Australian Information Commissioner about applicable Australian privacy complaint options.

We will publish policy updates with a revised date and provide additional notice where appropriate for a material change.