Privacy Notice

1. Who is responsible for your information

Vu AI Ltd is the controller for personal information handled through BuildManager. Our company number is 15766790 and our registered office is International House, The Mclaren Building, 46 The Priory Queensway, Birmingham, United Kingdom, B4 7LR.

Privacy questions and rights requests can be sent to alex@vu.co.uk.

2. What this notice covers

This notice covers visitors to the BuildManager website, invited account users, trade contacts given a package portal link and people whose information is included in project material. An organisation using BuildManager may also be a controller for the project data it uploads.

3. Information we handle

• names, work email addresses, telephone numbers, account roles and invitation records;
• login, session, security and activity records, including IP address and browser information;
• project addresses, client and contractor details, drawings, quotes, site records, photographs and correspondence uploaded by users;
• takeoff review decisions, questions, feedback, exports and commercial workflow history; and
• support messages and records needed to diagnose a problem.

Information normally comes from you, an administrator in your organisation, a trade contact or material uploaded to a project.

4. Why we use it

We use personal information to:

• create and secure accounts, enforce project access and provide the requested service;
• process project documents, record decisions and maintain an audit trail;
• send account and service emails when an authorised user requests them;
• investigate failures, prevent misuse and protect users and infrastructure; and
• measure pilot use and improve the product.

Our legal bases under UK data protection law are performance of a contract or steps requested before a contract, our legitimate interests in providing and improving a secure business service, and compliance with legal obligations. We do not use BuildManager data for third-party advertising.

5. AI-assisted takeoff processing

Selected drawings, project instructions and related takeoff material may be sent to an AI service to produce draft quantities, classifications, questions and review suggestions. Outputs are stored with their project record. Users must review and approve the work before it is treated as an approved takeoff.

BuildManager does not use solely automated processing to make legal or similarly serious decisions about people. If that changes, this notice and the in-product explanation will be updated before the new use starts.

6. Service providers and international processing

We use service providers for European hosting, Backblaze B2 file storage, Mailgun email delivery and OpenAI AI-assisted analysis. Professional advisers and authorities may receive information where needed for advice, a legal claim or a legal obligation.

A provider may process information outside the United Kingdom or Australia. Where UK transfer rules apply, we use an applicable adequacy regulation or contractual and organisational safeguards supplied by the provider. Contact us if you need more information about the safeguard used for a particular transfer.

7. Retention and deletion

Active account and project data is kept while the account is in use and for the period agreed with the customer. Account deletion removes active project records and source files. Limited backups, audit logs, security records and financial or legal records may remain for the period needed to restore service, investigate misuse, establish legal claims or meet legal obligations, after which they are deleted or anonymised.

8. Security

BuildManager uses account and project permissions, encrypted connections, private file storage, access logging and restricted administrative access. No internet service can promise absolute security. Tell us promptly if you think an account or portal link has been exposed.

9. Cookies

The application uses essential cookies for login sessions, cross-site request forgery protection and the saved sidebar state. They are needed for the service to work. BuildManager does not currently set advertising or third-party analytics cookies on the public website.

10. Your rights

Depending on the law that applies, you may have rights to access, correct, erase, restrict, object to or receive a copy of personal information. Some rights depend on the purpose and legal basis, and legal retention duties may limit deletion. Send a request to the contact above. We may need to verify your identity and the account involved.

You can object at any time to processing based on our legitimate interests.

11. Complaints

Please contact us first so we can investigate. You can also complain to the UK Information Commissioner’s Office at ico.org.uk. If Australian privacy law applies to your information, you may also be entitled to contact the Office of the Australian Information Commissioner at oaic.gov.au.

12. Changes

We will update the date above and notify affected account users before making a material new use of their personal information.