Privacy policy

Who we are

Buildflow CRM Ltd (Buildflow CRM) provides customer relationship and project management software to building contractors. Registered address: United Kingdom. For privacy questions contact privacy@buildflow.builders.

Our role

For your own account details and billing we are the data controller. For the client and project data you enter into your workspace, you are the controller and we act as your processor, handling that data only on your instructions.

What we collect

• Account data: name, work email address, role and workspace membership.
• Security data: sign-in timestamps, outcome and rate-limiting records.
• Content you enter: leads, contacts, site visits, quotations, costs, contracts, documents and photos.
• Connected services, only if you enable them: Gmail messages you allow us to scan for enquiries, Google Calendar events, accounting records and postal mailing details.
• Technical data: IP address and browser information in server logs.

Why we use it

To provide and secure the service (performance of our contract with you), to prevent abuse and investigate security incidents (legitimate interests), and to meet legal and accounting obligations. We do not sell personal data and we do not use your client data to train shared AI models.

AI features

Some features send the specific content you select — for example a drawing, quotation or enquiry email — to a third-party AI provider to produce an analysis. Only the content needed for that request is sent, it is processed for that request alone, and results are returned to your workspace. AI outputs are suggestions and must be reviewed by a competent person before use.

Sharing

We share data with the sub-processors listed on our security page: cloud hosting and database, email delivery, and any services you choose to connect. Each is bound by a written agreement.

Retention

Workspace content is kept for as long as your subscription is active. After cancellation you can export your data for 30 days, after which the workspace and its contents are deleted. Security and billing records are kept for up to six years where required by law.

Your rights

Under UK GDPR you may request access, correction, deletion, restriction, portability or object to processing. Email privacy@buildflow.builders and we will respond within one month. If a request relates to data held in a customer’s workspace we will pass it to that customer. You may also complain to the Information Commissioner’s Office at ico.org.uk.

Cookies

We use strictly necessary cookies and local storage to keep you signed in and to remember interface preferences. We do not use advertising cookies.