Privacy Policy

Build Control Sync (“we”, “us”) provides software that connects a construction company’s CRM or field system to its accounting system, stages the changes between them, and posts them only once a person approves. This policy covers our website and that service (the “service”).

Our customers are businesses. When a business (a “customer”) uses the service, the records it brings in — its customers, jobs, invoices, purchase orders and the people named in them — belong to that business. We handle that data on the customer’s behalf and under its instructions, and the customer decides what it connects and who in its workspace can see it. If you are a customer’s employee, client or vendor and have a question about data a business holds about you, you can contact that business directly, or write to us and we will help.

Information you give us

• Account details: your name, email address and role in your workspace. We never store your password — only a salted hash of it.
• Messages: what you send us through the website chat, the call-request form, in-app feedback and support conversations, including the name and email you give.
• Documents you send for intake: files you upload or email to your workspace’s intake address (invoices, estimates, receipts, spreadsheets, photos), and voice or typed commands you give the intake features.

Information from the systems you connect

• Business records: a copy of the records we sync from your CRM or field system (such as JobNimbus, Salesforce, HubSpot or a CSV upload) — customers and contacts, jobs and projects, estimates and invoices — and the records we create or update in your accounting system (such as Sage Intacct, QuickBooks or NetSuite).
• Connection credentials: the API keys or access tokens that let the service reach those systems on your behalf.
• Bank transactions, only if your workspace connects a bank through Plaid and chooses specific accounts. See Bank data.

Information created as you use the service

• Work records: the changes staged for approval, purchase orders and budgets, and which record in one system matches which record in another.
• An audit trail of approvals, rejections, overrides, posts, sign-ins and other security events, with who did them and when.
• Technical information: request and error logs, and your IP address and email when you sign in or reset a password, which we use to block repeated guessing.

Billing information

Payments are handled by Stripe. We never receive or store your card number; we keep your plan, billing term, subscription status and the Stripe identifiers that link your workspace to its subscription.

• To run the service: sync your records, stage changes, enforce your approval rules and budgets, and post what you approve.
• To read the documents and commands you send to intake and turn them into drafts for you to review.
• To keep the service secure: authenticate people, enforce roles, detect abuse and keep the audit trail.
• To send the emails the service needs: sign-in links, invitations, password resets, approval notices, alerts and digests you set up, and account notices.
• To bill you and manage your subscription.
• To answer your messages and support requests, and to follow up on a call you requested.
• To fix problems and improve the service, using logs and error reports.
• To meet legal obligations and enforce our Terms of Use.

Some intake features use an AI model to read documents and commands: extracting the fields from an uploaded invoice or estimate, matching it to a job, reading a spreadsheet, or understanding a voice or typed command. When you use them, the document or command, along with the job and project details needed to match it, is sent to our AI provider, Anthropic, to produce the result.

What the model produces is a draft. It is shown to you to review, and nothing it reads is posted to your accounting system without a person’s approval.

We do not sell personal information, and we do not share it for advertising. We share it only as follows:

• With the systems you connect, at your direction. Posting an approved change to your accounting system, or writing back to your CRM if you turn that on, sends data to those systems.
• With service providers that process data for us to run the service:
  • our hosting and infrastructure providers, which store and serve the service;
  • Stripe, for payments and subscriptions;
  • Plaid, only for workspaces that connect a bank;
  • an email delivery provider, to send the service’s emails;
  • Anthropic, for the AI features described above.
• With people in your workspace. Members see the data their role allows, and the workspace’s owners and admins control who those members are.
• With our support staff, who may open your workspace to help you. Each such visit is limited in time and recorded in the audit trail with the reason given.
• For legal reasons, when we believe in good faith it is required by law, legal process or a government request, or needed to protect the rights, safety or property of our customers, the public or us.
• In a business transfer, such as a merger or sale of assets, in which case this policy continues to apply to the information transferred.

Bank transactions are the most sensitive data the service can hold, so they follow stricter rules:

• Nothing is read until you choose accounts. When you connect a bank through Plaid, we list the accounts the login can see and read none of them until you pick which ones to use.
• We never see your bank login. You sign in inside Plaid’s own window; we only receive an access token limited to the accounts you chose.
• Reading transactions cannot move money. The service cannot make a payment or a transfer from a connected account.
• Limited retention. At connection we read up to two years of transactions once, then keep a rolling 60 days and delete older transactions as they age out. We keep the findings (for example, a duplicate payment) and their evidence.
• Disconnecting deletes. When you disconnect a bank, we revoke our Plaid access and delete the transactions we read. We keep only a record linking a bank transaction to the entry it became in your books — an internal id and a checksum, with no amounts, descriptions or dates — so reconnecting can’t create that entry twice.

We use only the cookies the service needs to work:

• sb_session — keeps you signed in.
• sb_seen — signs you out after a period of inactivity.
• sb_active_tenant — remembers which workspace you are working in, if you belong to more than one.
• sb_view_role — remembers a “view as” role an admin chose to preview the app with.

The site and app also save small preferences in your browser’s local storage — such as list density, the tab, filter or search you last used, and whether you have already seen the website chat or the install prompt. These stay on your device and are not sent to us.

We do not use advertising cookies or third-party tracking cookies.

• Connection credentials are encrypted before they are stored (AES-256-GCM).
• Passwords are stored only as salted hashes, and you can turn on two-factor authentication.
• Every record is kept within its own workspace, and every read and write is checked against it.
• Access inside a workspace follows the roles its owners set, and changes are recorded in the audit trail.
• Data travels over encrypted connections (TLS).

No system is perfectly secure, and we can’t guarantee that information will never be accessed, disclosed or lost. If we learn of a breach that affects your information, we will tell you as required by law. More detail is on our Security page.

• Workspace data is kept while the workspace is active.
• When a workspace is deleted, nobody can use it, and its data is kept for 90 days so it can be restored if the deletion was a mistake. After 90 days it is erased. If you need it erased sooner — for example, to honor an erasure request — write to us at privacy@buildcontrolsync.com.
• Bank transactions are kept for a rolling 60 days, as described in Bank data.
• Audit trails are kept for the life of the workspace, unless the workspace sets a shorter retention period.
• Backups taken for disaster recovery may hold copies of deleted data until those backups expire in our normal backup cycle.
• Records we must keep — for example, billing and tax records, or records needed to resolve a dispute — are kept as long as the law requires.

• Get a copy: a workspace owner can export the workspace’s data at any time, and the audit log can be downloaded as a spreadsheet.
• Correct: ask your workspace admin or write to us to correct your account details; admins can update their workspace’s records.
• Delete: a workspace owner can delete the workspace from Settings, and you can ask us to delete your account or your data.
• Emails: you can choose which notification emails you get on the Notifications page. We will still send the emails needed to run your account, such as sign-in links and security notices.

Depending on where you live, you may have additional rights — for example, to access, correct, delete or move your personal information, or to object to or limit how it is used. To make a request, email privacy@buildcontrolsync.com. We will verify your request and respond within the time the law requires. If your information is in a workspace a business controls, we may need to refer your request to that business. You won’t be treated differently for exercising these rights.

The service is for businesses and is not directed to children. We don’t knowingly collect personal information from anyone under 18. If you believe a child has given us personal information, contact us and we will delete it.

We and our service providers may process information in the United States and in other countries where they operate. Wherever it is processed, we protect it as this policy describes.

We may update this policy as the service changes. We will change the “last updated” date at the top, and if a change is significant we will tell workspace owners by email or in the app before it takes effect.

Questions about this policy or your information: privacy@buildcontrolsync.com.