BuildLedger Privacy Policy

Last updated: 16 February 2026

Thank you for using BuildLedger. We are committed to protecting your personal information and being transparent about how we collect, use, and share it. This Privacy Policy explains what information we collect, why we collect it, how we use it, and the choices you have.

1. Who we are

BuildLedger is an invoice and project management platform operated by BuildLedger Pty Ltd ("BuildLedger", "we", "us" or "our"). If you have any questions about this policy or your personal information, you can contact us at privacy@buildledger.com.au.

2. Information we collect

We collect information in three main ways:

1. Information you provide to us

   • Account details (name, email address, company name, billing details).
   • Content you upload (invoices, project data, comments, attachments).
   • Communications with our support team.

2. Information collected automatically

   • Usage data (feature usage, log data, device and browser details, IP address).
   • Cookies and similar tracking technologies used to remember preferences and analyse product usage.

3. Information from third parties

   • Email providers (e.g. Gmail) when you connect an account to import invoices.
   • Payment processors when you purchase services from us.

3. How we use your information

We use personal information for the following purposes:

• Provide, operate, and maintain the BuildLedger platform.
• Process payments, subscriptions, and invoicing.
• Secure our services, monitor system health, and prevent fraud.
• Deliver customer support and respond to enquiries.
• Analyse usage to improve features and develop new ones.
• Process your data using artificial intelligence and machine-learning technologies to power platform features such as invoice data extraction, OCR, document parsing, and cost categorisation.
• Send you service-related communications and, where permitted, marketing updates. You can opt out of marketing at any time.

4. Legal bases for processing (EEA/UK users)

If you are located in the European Economic Area or the United Kingdom, our legal bases for processing include: performance of a contract, compliance with legal obligations, and our legitimate interests (such as improving services and ensuring security) provided these interests are not overridden by your rights.

5. How we share information

We only share personal information in the following situations:

• With service providers who help us deliver our product (cloud hosting, email providers, payment processors, and AI/machine-learning providers). These providers are bound by contractual obligations to safeguard your information.
• When you authorise integrations with third-party applications.
• If required by law, legal process, or government request.
• In connection with a merger, acquisition, or sale of assets, subject to confidentiality safeguards.

We do not sell personal information.

6. International transfers

BuildLedger is based in Australia, but some of our service providers may operate globally. Where personal information is transferred outside your jurisdiction, we rely on appropriate safeguards such as Standard Contractual Clauses or equivalent mechanisms.

7. Data retention

We retain personal information for as long as necessary to provide our services, comply with legal obligations, resolve disputes, and enforce agreements. When information is no longer needed, we will delete or anonymise it.

8. Your rights and choices

Depending on your location, you may have rights to access, correct, delete, or export your personal information, restrict or object to certain processing, and withdraw consent. You can exercise these rights by contacting us at privacy@buildledger.com.au. You can also manage certain preferences within your account settings.

9. Cookies and analytics

We use cookies and similar technologies to operate the platform, remember your preferences, and analyse usage. You can control cookies through your browser settings. Some features may not function properly without essential cookies.

10. Data security

We implement administrative, technical, and physical safeguards designed to protect personal information. Despite these efforts, no online service can be completely secure, so we encourage you to use strong passwords and enable available security features.

11. Third-party services

Our platform may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties and encourage you to review their policies.

12. Artificial intelligence and automated processing

BuildLedger uses artificial intelligence ("AI") and machine-learning technologies, including services provided by third-party AI providers, to deliver core platform features. When you use these features, your data — including invoice content, supplier details, and other uploaded information — may be transmitted to third-party AI service providers for processing.

How we handle your data with AI providers:

• We only share the minimum data necessary for the specific AI task being performed.
• We select AI providers that maintain appropriate security, confidentiality, and data-protection standards.
• We do not permit third-party AI providers to use your identifiable data to train their general-purpose models without your explicit consent.
• We may use aggregated, de-identified data to improve the quality and accuracy of our own AI-assisted features.

Your choices: If you do not wish for your data to be processed by AI technologies, you may choose not to use AI-powered features or discontinue use of the Services. For questions about how your data is processed by AI, contact us at privacy@buildledger.com.au.

13. Children's privacy

BuildLedger is not directed to children under 16, and we do not knowingly collect personal information from children. If we learn that a child under 16 has provided us with personal information, we will delete it as required by law.

14. Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated policy on this page and update the "Last updated" date. If changes are significant, we will notify you through the service or via email.

15. Contact us

If you have questions, concerns, or complaints, please contact our Privacy Officer at privacy@buildledger.com.au. You may also have the right to lodge a complaint with your local data protection authority.

---

By using BuildLedger, you agree to this Privacy Policy. If you do not agree with this policy, please discontinue use of our services.