BuildLedger

BuildLedger Privacy Policy

Last updated: 27 April 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. It applies to the BuildLedger website, web application, and the BuildLedger mobile applications for iOS and Android (collectively, the "Services").

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, phone number, company name, ABN, billing details).
    • Content you upload (invoices, quotes, estimates, project data, comments, attachments, photos, files, voice input, AI assistant messages).
    • Communications with our support team.

  2. Information collected automatically

    • Usage data (feature usage, log data, device and browser details, IP address, app version, operating system).
    • Cookies and similar tracking technologies used to remember preferences and analyse product usage on the web application.
    • Diagnostic data such as error logs and crash reports for the mobile application.

  3. Information from third parties

    • Email providers (e.g. Gmail) when you connect an account to import invoices.
    • Accounting providers (e.g. Xero, MYOB) when you authorise a sync.
    • Payment processors when you purchase services from us.
    • Identity providers when you sign in via Single Sign-On.

3. Mobile application permissions and on-device data

The BuildLedger mobile app requests certain device permissions to provide its features. You can grant or revoke these permissions at any time through your device settings (iOS Settings > BuildLedger; Android Settings > Apps > BuildLedger > Permissions). Some features will not work without the required permission.

3.1 Location (foreground and background)

  • Why we use it: To suggest nearby active project sites when you arrive on site, to power optional geofence-based clock-in/clock-out reminders for time tracking, and to record the location at which you clock in or out of a timesheet so you and your business administrators have an accurate work record.
  • What we collect: Latitude and longitude readings, timestamps, and the project site associated with the geofence event.
  • Background location: With your separate consent, the app uses background location to monitor up to twenty (20) of your active project sites with a small radius (approximately 200 metres). The app does not continuously stream your location; it only wakes up when you cross a geofence boundary. We do not use background location for advertising or any purpose other than the timesheet and on-site notification features.
  • How to disable it: Disable geofencing in the app settings, or revoke the location permission in your device settings.

3.2 Microphone and speech recognition

  • Why we use it: To let you dictate messages to the BuildLedger AI assistant.
  • What we collect: Audio is processed by your device's on-device speech-recognition engine and converted to text. The resulting text transcript is then sent to our servers as a normal AI assistant message. Raw audio is not transmitted to us.
  • How to disable it: Revoke microphone or speech-recognition permission in your device settings, or simply use the keyboard instead of the voice input button.

3.3 Camera and photo library

  • Why we use it: To let you capture and attach photos to projects, timesheet entries, hazard or incident reports, toolbox meetings, daily logs, and AI assistant messages.
  • What we collect: The image files you choose to capture or attach, together with any embedded metadata (such as the time the photo was taken).
  • How to disable it: Revoke camera or photo permission in your device settings. You will still be able to type messages and use other features.

3.4 Files and documents

  • Why we use it: To let you attach documents (PDFs, spreadsheets, plans) to projects, quotes, invoices, and assistant messages, and to share generated PDFs (such as invoices, purchase orders, or quotes) using your device's native share sheet.
  • What we collect: Only the specific files you choose to upload or share.

3.5 Push notifications

  • Why we use it: To send you operationally important alerts such as timesheet clock-in/clock-out reminders, geofence entry/exit prompts, new messages, quote responses, and approval requests.
  • What we collect: Your Expo / Apple Push Notification service / Firebase Cloud Messaging push token, your device platform (iOS or Android), and your app version. We send these to our servers so we can deliver notifications to your device.
  • How to disable it: Revoke notification permission in your device settings, or sign out of the app to deregister your token.

3.6 Local storage on your device

The mobile app stores some data on your device so the app can work offline and remember you between sessions:

  • Authentication tokens, your active business identifier, and your push token are stored in the operating system's secure keychain (iOS Keychain / Android Keystore via expo-secure-store).
  • Cached project, timesheet, and queued offline API requests are stored in the app's private storage so changes you make while offline can be synchronised when connectivity is restored.
  • All locally stored data is removed when you sign out of the app or uninstall it.

4. How we use your information

We use personal information for the following purposes:

  • Provide, operate, and maintain the BuildLedger platform across web and mobile.
  • Process payments, subscriptions, and invoicing.
  • Deliver core features such as time tracking, project management, quoting, invoicing, scheduling, communications, and safety compliance.
  • Power optional location-based features such as nearby-project suggestions and geofenced clock-in.
  • Process your data using artificial intelligence and machine-learning technologies to power platform features such as invoice data extraction, OCR, document parsing, cost categorisation, and the AI assistant.
  • 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.
  • Send you service-related communications and, where permitted, marketing updates. You can opt out of marketing at any time.

5. 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, your consent (for sensitive permissions such as location, microphone, camera, and push notifications), and our legitimate interests (such as improving services and ensuring security) provided these interests are not overridden by your rights.

6. 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, push-notification gateways, real-time messaging providers, and AI/machine-learning providers). These providers are bound by contractual obligations to safeguard your information.
  • When you authorise integrations with third-party applications (e.g. Gmail, Xero, MYOB, Stripe).
  • 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, and we do not use your personal information for cross-app or cross-site advertising. The mobile app does not include third-party advertising, and we do not track you across other companies' apps or websites.

Categories of third-party processors

Purpose Example providers
Cloud hosting and storage Amazon Web Services (AWS)
Email delivery and ingestion Mailgun, Google (Gmail OAuth), Microsoft (Outlook OAuth)
Payments and billing Stripe
SMS, voice, and WhatsApp Twilio
Push notifications Apple Push Notification service (iOS), Firebase Cloud Messaging (Android), Expo Push
Real-time messaging Laravel Reverb / Pusher-compatible WebSocket service
Artificial intelligence OpenAI, Anthropic
OCR and document extraction AWS Textract
Address autocomplete Google Places
Accounting integrations Xero, MYOB

7. International transfers

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

8. Data retention

We retain personal information for as long as necessary to provide our services, comply with legal obligations (for example, Australian tax and record-keeping laws), resolve disputes, and enforce agreements. When information is no longer needed, we will delete or anonymise it. Locally cached mobile data is retained on your device only until you sign out or uninstall the app.

9. 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 many preferences within your account settings.

9.1 Account and data deletion

You may request deletion of your BuildLedger account and the personal information associated with it at any time by:

  • Using the "Delete account" option in Settings > Account in the web application or mobile app,
  • Visiting the public account-deletion request page at https://buildledger.com.au/account-deletion (no sign-in required — useful if you have already uninstalled the app or lost access to your account), or
  • Emailing privacy@buildledger.com.au from the email address associated with your account.

We will action verified deletion requests within thirty (30) days, subject to limited retention required to comply with legal, accounting, audit, or fraud-prevention obligations. After deletion, your Customer Data will be removed from active systems; residual copies may persist in encrypted backups for a limited period before being overwritten.

If your business administrator manages your account, you may need to contact them to request deletion of business-controlled data.

10. Cookies and analytics

We use cookies and similar technologies on our web application to operate the platform, remember your preferences, and analyse usage. The mobile app does not use third-party advertising cookies or cross-app trackers and does not implement Apple's App Tracking Transparency tracking. You can control cookies through your browser settings; some features may not function properly without essential cookies.

11. Data security

We implement administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit (HTTPS/TLS), encryption of locally stored credentials in the device keychain, and access controls. Despite these efforts, no online service can be completely secure, so we encourage you to use strong passwords, enable available security features such as two-factor authentication, and keep your device's operating system up to date.

12. Third-party services and links

Our platform may integrate with or 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. Where you connect a third-party account (such as Gmail, Xero, or MYOB) we only access the data scopes you explicitly authorise.

13. Artificial intelligence and automated processing

BuildLedger uses artificial intelligence ("AI") and machine-learning technologies, including services provided by third-party AI providers (such as OpenAI and Anthropic), to deliver core platform features. When you use these features, your data — including invoice content, supplier details, AI assistant messages, photos, and voice transcripts — 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.

14. 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.

15. App store specific disclosures

15.1 Apple App Store

The iOS app collects data linked to your identity for app functionality (account, content, identifiers, usage data, location, photos, audio derived from voice input, and diagnostics). Detailed Apple "Privacy Nutrition Label" disclosures are available on the App Store listing. The app does not use any data for tracking purposes as defined by Apple's App Tracking Transparency framework.

15.2 Google Play

The Android app's data collection and sharing practices are summarised in the Google Play Data Safety section of the listing, which is consistent with this policy. Background location is used solely for the optional geofence-based timesheet feature described in Section 3.1 and is never used for advertising. We provide an in-app account-deletion option, plus a publicly accessible web URL at https://buildledger.com.au/account-deletion where users can request account and data deletion without signing in, as described in Section 9.1.

16. 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.

17. 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, including the Office of the Australian Information Commissioner (OAIC) at https://www.oaic.gov.au.

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