Privacy Policy

1. Who we are

Smart Build Technologies Ltd operates the Smart Build OS platform, available at smartbuildos.app and as a mobile application on Android and iOS (the "Service"). For any privacy enquiries contact us at info@smartbuildos.com.

2. Data we collect

We collect the following categories of personal data:

• Account data: name, email address, company name, job role, phone number.
• Operative data: operative profiles including name, trade, qualifications, and project assignments.
• Site records: site diary entries, photos, RAMS documents, permits, machine checks, H&S audits, QA checks, RFIs, incidents and associated signatures.
• Mobile-specific data: photos taken or uploaded via the app, digital signatures captured on-device, and device information (device type, OS version) for diagnostic purposes.
• Billing data: subscription and payment information processed by Stripe. We do not store full card details.
• Usage data: pages visited, actions taken, and timestamps for security and platform improvement.

3. How we use your data

• To provide, operate, and improve the Service.
• To generate reports, documents, and AI-assisted outputs from site data.
• To process payments and manage subscriptions.
• To send transactional emails (e.g. RAMS signing requests, RFI responses).
• To ensure platform security and prevent fraud.
• To comply with legal obligations.

4. AI processing

Certain features use AI tools to generate outputs from site data (e.g. report summaries). Data processed by AI is handled in accordance with the terms of our AI service providers and is not used to train third-party models without your consent.

5. Data sharing

We do not sell your personal data. We share data only with the following service providers as necessary to operate the Service:

• Supabase — database and file storage infrastructure.
• Stripe — payment processing.
• Resend — transactional email delivery.
• Vercel — application hosting and deployment.

All providers are contractually bound to protect your data and process it only as instructed.

6. Data retention

We retain personal data for as long as your account is active. When an account is closed, data is deleted or anonymised within 90 days unless we are required to retain it for legal or contractual reasons.

8. Your rights (UK & EU users)

Under UK GDPR and the Data Protection Act 2018 you have the right to:

• Access the personal data we hold about you.
• Correct inaccurate or incomplete data.
• Delete your data (see section 7).
• Restrict or object to certain processing.
• Data portability — receive your data in a machine-readable format.
• Withdraw consent at any time where processing is based on consent.

To exercise any of these rights, contact us at info@smartbuildos.com. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).

9. Age restriction

The Service is intended for use by individuals aged 18 and over. We do not knowingly collect personal data from anyone under the age of 18. If you believe a minor has provided us with personal data, please contact us immediately.

10. Security

We implement industry-standard security measures including encrypted data transmission (TLS), encrypted storage, access controls, and regular security reviews. While we take all reasonable steps to protect your data, no system is completely secure and we cannot guarantee absolute security.

11. International data transfers

Your data may be processed in the United Kingdom, European Union, and United States by our infrastructure providers. Where data is transferred outside the UK/EU, we ensure appropriate safeguards are in place in accordance with UK GDPR requirements.

12. Updates to this policy

We may update this privacy policy from time to time. When we make material changes we will update the "Last updated" date at the top of this page. Continued use of the Service after changes constitutes acceptance of the updated policy.