BuildLedger

BuildLedger Terms of Service

Last updated: 28 August 2026

These Terms of Service ("Terms") govern your access to and use of the BuildLedger platform, websites, mobile applications (for iOS and Android), and related services (collectively, the "Services") provided by BuildLedger Pty Ltd ("BuildLedger", "we", "us", or "our"). By accessing or using the Services, you agree to be bound by these Terms. If you do not agree to these Terms, do not use the Services.

Please read sections 18 to 21 carefully. They set out the limits of our responsibility to you, and what you are responsible for. Nothing in these Terms excludes rights you have under the Australian Consumer Law that cannot be excluded — section 18 explains how that works.

1. Eligibility

You must be at least 18 years old and capable of entering into a legally binding agreement to use the Services. You represent that the information you provide to us is accurate and complete and that you will keep it up to date.

If you accept these Terms on behalf of a company, partnership, trust or other entity, you represent that you are authorised to bind that entity, and "you" means that entity.

2. Account registration and security

To use certain features, you must create an account. You are responsible for maintaining the confidentiality of your login credentials and for all activity conducted under your account. Notify us immediately at support@buildledger.com.au if you suspect unauthorised access or use of your account.

You are responsible for the people you invite into your business account, for the permissions you give them, and for removing access when someone leaves. Where the Services offer additional account protections (such as two-factor authentication), we strongly recommend you enable them.

3. Subscription plans and payment

  • Fees for paid plans are described on our pricing page or within your subscription agreement.
  • Unless otherwise stated, all fees are quoted in Australian Dollars (AUD) and exclude applicable taxes.
  • Subscriptions renew automatically at the end of each billing cycle unless cancelled prior to renewal. You authorise us to charge your payment method for the applicable fees.
  • Free trials convert to a paid subscription automatically. Where you start a free trial and provide a payment method, no charge is made during the trial period. At the end of the trial your paid subscription begins and we charge your payment method the price of the plan you selected, at the interval you selected, unless you cancel before the trial ends. We will send you a reminder before this happens, stating the date and the amount.
  • You may cancel at any time — including during a free trial — from the Billing page in your account. Cancel before your trial ends and you will not be charged. Cancelling a paid subscription stops future charges; your access continues until the end of the period already paid for.
  • If we increase our fees, we will give you at least 30 days' written notice before the increase takes effect. The new price applies from your next billing period after the notice period ends. If you do not accept the new price, you may cancel before it takes effect, and we will refund the unused portion of any fees you have already paid for a period after the cancellation date.
  • Where you purchase a subscription through the Apple App Store or Google Play, billing, renewals, refunds, and cancellations are handled by the relevant store in accordance with its own terms, and you must manage that subscription through your store account.

4. Acceptable use

You agree not to:

  • Use the Services for any unlawful, fraudulent, or malicious activity.
  • Interfere with or disrupt the integrity or performance of the Services.
  • Attempt to gain unauthorised access to any systems, networks, or another customer's data.
  • Reverse engineer, decompile, or disassemble the Services except where permitted by law.
  • Upload or transmit content that infringes intellectual property rights, violates privacy, or is harmful, obscene, or otherwise objectionable.
  • Use the Services to send messages that breach the Spam Act 2003 (Cth) or the Do Not Call Register Act 2006 (Cth) — see section 7.

We may investigate suspected violations and suspend or terminate access in accordance with section 22.

5. Customer Data

"Customer Data" means any data, content, or materials that you or your users submit to the Services, including documents, photos, voice recordings and transcripts, project information, invoices, safety records, timesheets, and location data captured through the mobile app.

You own your Customer Data. You grant BuildLedger a non-exclusive, worldwide, royalty-free licence to host, store, back up, process, display, transmit and otherwise use Customer Data for the sole purpose of providing, securing, supporting and improving the Services for you. We do not sell Customer Data, and we do not use identifiable Customer Data to train third-party AI models — see section 14.

You are responsible for the accuracy, quality and legality of Customer Data, and for ensuring you have the rights and consents necessary to put it into the Services.

6. Personal information you put into BuildLedger

BuildLedger is a tool you use to run your business. When you enter information about your clients, staff, subcontractors, site visitors or their next of kin, you are the entity that collects that information, and you remain responsible under the Privacy Act 1988 (Cth) and any equivalent state or territory law for how you collect and use it. We handle it on your behalf and on your instructions.

This matters most for the parts of the Services that record information about people who are not your customers and have no account with us — site sign-ins, inductions, worker credentials, emergency contacts, toolbox meeting attendance, and incident and injury records. Some of that is sensitive information (including health information) under the Privacy Act, which generally requires the individual's consent to collect.

Accordingly, you agree that:

  • You will collect and handle personal information through the Services lawfully, including giving the notices and obtaining the consents required of you.
  • You will not upload personal information you are not entitled to hold, and you will not use the Services to collect sensitive information without the individual's consent where consent is required.
  • You will keep the information in your account accurate, and will action requests for access or correction that come to you from the individuals concerned. We will help you do so.
  • You will not upload tax file numbers, payment card numbers, or government identity documents except where the Services expressly provide a field for them. The Services are not designed to hold them.

On our side: we take reasonable steps to protect Customer Data, including encrypting credentials and sensitive records at rest, encrypting data in transit, and restricting access to your data to those who need it. If we become aware of unauthorised access to or disclosure of personal information in your account, we will notify you without undue delay and give you the information you reasonably need to assess whether it is an eligible data breach under the Notifiable Data Breaches scheme, and to make any notification you are required to make. Our Privacy Policy sets out what we collect and how we use it.

Neither party can contract out of the Privacy Act, and nothing in these Terms attempts to.

7. Messages we send on your behalf

The Services can send emails, SMS and WhatsApp messages to your clients, staff and subcontractors — including quotes, invoices, booking confirmations, reminders and photo digests — from your business's own email address or phone number.

For those messages, you are the sender. You are responsible for complying with the Spam Act 2003 (Cth), which requires consent, accurate sender identification, and a functional unsubscribe facility for commercial electronic messages, and with the Do Not Call Register Act 2006 (Cth) where it applies. You must only send to people who have consented, and you must honour opt-outs promptly.

We provide the mechanism; we do not review your recipient lists or the content you compose, and we do not warrant that a message you choose to send complies with those laws.

8. What BuildLedger is and is not

The Services are business software. They record, calculate and present information you and your team put in. They are not professional advice, and they do not discharge any obligation the law places on you.

In particular:

  • Not accounting, tax or financial advice. GST calculations, budget figures, cost reports, cashflow forecasts and accounting exports are a record-keeping aid. You remain responsible for your own BAS and tax lodgements, for the accuracy of what you report to the ATO, and for reconciling what the Services show against your source documents and your accounting system. We recommend you engage a registered tax or BAS agent.
  • Not a guarantee of any commercial outcome. Estimates, quotes, margins, allowances and prime cost figures are produced from data and assumptions you supply or accept. You set your own prices and you carry the commercial risk of the jobs you take on.
  • Not payroll advice, and not your payroll system of record. Time entries, timesheets and pay-period exports are a record of what was entered. You remain the employer. You are responsible for classifying your workers correctly, for paying them in accordance with the Fair Work Act 2009 (Cth), any applicable modern award or agreement, and superannuation law, and for the accuracy of any pay run you approve.
  • Not a substitute for your work health and safety duties. SWMS documents, site inductions, sign-ins, toolbox meetings, hazard and incident records are tools for recording what you do. They do not make a system of work safe. You remain the person conducting a business or undertaking under the WHS legislation that applies to you, and you are responsible for meeting your duties under it, including notifying the relevant regulator of a notifiable incident within the time that legislation requires.
  • Licence and registry information is indicative. Where the Services surface builder licensing or registry data, it comes from third-party sources and may be incomplete or out of date. Verify it at the source before you rely on it.
  • Weather, mapping and location features are estimates. Forecasts, geofencing and GPS-derived positions depend on third-party data and on your device's hardware and operating system. They are a convenience, not a measurement, and are not a substitute for accurate manual record-keeping.

9. Your users, and people you give access to

The Services let you invite others in — team members, and client, subcontractor and supplier portal users. You are responsible for who you invite, for what you give them access to, and for their use of the Services through your account. You must ensure they comply with these Terms.

Portal users access the Services through links and credentials you cause to be issued. Sharing a link is a decision you make; anyone you send one to can see what it points at.

10. Confidentiality

Each party agrees to protect the other party's confidential information with the same degree of care it uses to protect its own confidential information (and in any event no less than reasonable care), and to use such information only for purposes of performing under these Terms. This obligation does not apply to information that is or becomes public through no fault of the receiving party, was already known to it, or is required to be disclosed by law.

11. Intellectual property

BuildLedger retains all rights, title, and interest in and to the Services, including all related intellectual property rights. Except for the limited rights expressly granted in these Terms, no other rights are granted. You may not use BuildLedger's trademarks, logos, or branding without our prior written consent.

If you send us feedback or suggestions, we may use them without obligation to you.

12. Mobile application licence

Subject to your compliance with these Terms, BuildLedger grants you a limited, personal, non-exclusive, non-transferable, non-sublicensable, revocable licence to install and use the BuildLedger mobile application on a device that you own or control, solely for your internal business use of the Services. You may not copy, modify, distribute, sell, or lease any part of the mobile app or attempt to extract its source code, except where applicable law prohibits such restriction.

12.1 Device permissions and battery use

The mobile app requests permissions for location (including, with your separate consent, background location), microphone, camera, photos, files, and push notifications. These permissions are used only for the features described in our Privacy Policy, including geofenced timesheet clock-in, photo and document attachments, voice input to the AI assistant, and operational push notifications. Background location use may increase battery consumption; you can disable it at any time in app settings or device settings.

12.2 Push notifications

By granting notification permission you agree to receive operational push notifications such as timesheet reminders, geofence prompts, message alerts, and approval requests. You may revoke this permission at any time in your device settings.

12.3 Apple App Store EULA addendum

If you obtained the iOS app from the Apple App Store, the following additional terms apply, and you and BuildLedger acknowledge that:

  • These Terms are concluded between you and BuildLedger only, and not with Apple Inc. ("Apple"). BuildLedger, not Apple, is solely responsible for the iOS app and its content.
  • The licence granted in section 12 is limited to a non-transferable licence to use the iOS app on any Apple-branded device that you own or control as permitted by the Apple Media Services Terms.
  • Apple has no obligation to furnish any maintenance or support services with respect to the iOS app.
  • In the event of any failure of the iOS app to conform to any applicable warranty, you may notify Apple, and Apple will refund the purchase price (if any) for the iOS app to you. To the maximum extent permitted by applicable law, Apple has no other warranty obligation whatsoever with respect to the iOS app.
  • BuildLedger, not Apple, is responsible for addressing any claims by you or any third party relating to the iOS app or your possession and use of it, including (a) product liability claims, (b) any claim that the iOS app fails to conform to any applicable legal or regulatory requirement, and (c) claims arising under consumer protection or similar legislation.
  • In the event of any third-party claim that the iOS app or your possession and use of it infringes that third party's intellectual property rights, BuildLedger, not Apple, is solely responsible for the investigation, defence, settlement, and discharge of any such claim.
  • You represent and warrant that (i) you are not located in a country subject to a US Government embargo, or that has been designated by the US Government as a "terrorist supporting" country; and (ii) you are not listed on any US Government list of prohibited or restricted parties.
  • Apple and Apple's subsidiaries are third-party beneficiaries of these Terms and, upon your acceptance of these Terms, will have the right (and will be deemed to have accepted the right) to enforce these Terms against you as a third-party beneficiary.

12.4 Google Play

If you obtained the Android app from the Google Play Store, your use of the app is also subject to the Google Play Terms of Service. BuildLedger, not Google, is solely responsible for the Android app and its content.

13. Third-party services

The Services integrate with third-party applications (including Gmail, Outlook, Xero, MYOB, Stripe, Twilio, Mailgun, OpenAI, Anthropic, Amazon Web Services, Google, Apple Push Notification service, and others). Where you connect one, you authorise us to exchange data with it on your behalf.

Your use of a third-party service is governed by that third party's own terms, and your relationship is with them. We are not responsible for a third-party service being unavailable, changing, withdrawing an integration, or losing or mishandling data once it has left the Services at your direction. This section is subject to section 18.

14. Use of artificial intelligence

BuildLedger uses artificial intelligence ("AI") and machine-learning technologies, including third-party AI services, to provide and improve key features of the platform. These features include, but are not limited to, invoice data extraction, optical character recognition (OCR), document parsing, cost categorisation, the AI assistant (including voice input transcription), and other automated processing of your Customer Data.

By using the Services, you acknowledge and agree that:

  • Your data may be sent to AI providers. Customer Data, including invoice content, supplier details, photos, voice transcripts, and other information you upload, may be transmitted to third-party AI service providers for processing. We select providers that maintain appropriate security and confidentiality standards.
  • AI outputs require your review. AI-generated results (such as extracted invoice fields, suggested categories, generated estimates, or AI assistant responses) are provided as suggestions and may contain errors. You are responsible for reviewing, verifying, and approving any AI-generated output before relying on it or sending it to a client.
  • No guarantee of accuracy. While we strive to deliver accurate AI-assisted features, and subject to section 18, BuildLedger does not warrant that AI outputs will be error-free, complete, or suitable for any particular purpose.
  • Continuous improvement. We may use aggregated, de-identified data to improve our AI models and the quality of the Services. We will not use your identifiable Customer Data to train third-party AI models without your explicit consent.

If you do not consent to the processing of your data by AI technologies as described above, you should not use the features of the Services that rely on AI, or you should discontinue use of the Services entirely.

15. Privacy

Our Privacy Policy describes how we collect, use, and disclose personal information, including the device permissions and data collected by the mobile app. By using the Services, you consent to our handling of personal information as described in the Privacy Policy. Section 6 sets out how responsibility for personal information is shared between us.

16. Service availability, changes and support

We aim to keep the Services available, but we do not guarantee uninterrupted or error-free operation, and access may be interrupted for maintenance, upgrades, or by events outside our control.

We may add, change or remove features. If we make a change that materially reduces the functionality of a paid feature you are using, we will give you at least 30 days' notice, and if the change is materially detrimental to you, you may cancel and receive a refund of the unused portion of any fees you have already paid. We may make changes without notice where they are required for security, legal compliance, or to fix a fault.

The mobile app requires internet connectivity for most features; certain features (such as offline data entry) will synchronise with our servers when connectivity is restored. Support is provided in accordance with your subscribed plan.

17. Backups and your own records

We take regular backups of the platform as part of operating it. Backups are a disaster-recovery measure for the platform as a whole and are not a per-customer restore service; we do not promise to restore individual records you delete.

You can export your data from the Services at any time, and you should keep your own copies of records you are required by law to retain — including tax records, employee records, and safety records — rather than relying on us as your only copy.

18. Australian Consumer Law

Our goods and services come with guarantees that cannot be excluded under the Australian Consumer Law. Nothing in these Terms excludes, restricts or modifies any guarantee, right or remedy you have under the Competition and Consumer Act 2010 (Cth), including the Australian Consumer Law, or any other law that cannot lawfully be excluded, restricted or modified.

Where the Australian Consumer Law applies and permits us to limit our liability for failing to comply with a consumer guarantee (which it does for services not of a kind ordinarily acquired for personal, domestic or household use), our liability for that failure is limited, at our option, to:

  • supplying the Services again; or
  • paying the cost of having the Services supplied again.

Sections 19, 20 and 21 apply only to the extent that the Australian Consumer Law and any other applicable law allow, and are read subject to this section.

19. Warranty disclaimer

Subject to section 18, and to the fullest extent permitted by law, the Services are provided on an "as-is" and "as-available" basis. BuildLedger expressly disclaims all warranties, whether express, implied, statutory, or otherwise, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Services will meet your requirements or that operation will be uninterrupted, secure, or error-free.

20. Limitation of liability

Subject to section 18, and to the maximum extent permitted by law:

  • BuildLedger will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for any loss of profits, revenue, business opportunity, anticipated savings, data, or goodwill arising from or related to the Services, however caused, even if we have been advised of the possibility of such loss.
  • Our total aggregate liability for all claims arising out of or relating to these Terms or the Services will not exceed the total amount you paid to BuildLedger for the Services in the twelve (12) months immediately preceding the event giving rise to the claim.

Our liability is reduced to the extent your act, omission or breach of these Terms caused or contributed to the loss. Nothing in this section limits your obligation to pay fees properly due.

21. Indemnity

You will indemnify BuildLedger against any liability, loss, damage, cost or expense (including reasonable legal costs) that we reasonably incur as a result of a third-party claim arising from:

  • Customer Data, including a claim that it infringes a third party's rights or was collected or used in breach of privacy law;
  • messages sent through the Services on your behalf under section 7;
  • your breach of section 4 (acceptable use) or of any law in connection with your use of the Services; or
  • your breach of these Terms.

This indemnity does not apply, and is reduced proportionately, to the extent the claim is caused by our breach of these Terms, our negligence, or our unlawful act. We will notify you promptly of any claim, will not settle it without your consent (not to be unreasonably withheld), and will let you control the defence of it if you confirm you will indemnify us for it.

22. Suspension and termination

You may terminate your account at any time from your account settings (including the in-app "Delete account" option) or by contacting us.

We may suspend or terminate your access if you materially breach these Terms. Except where the breach is one we cannot reasonably allow to continue — such as unlawful use, a security risk to the Services or to other customers, or a legal requirement — we will notify you and give you 14 days to remedy the breach before we suspend or terminate. We may suspend for non-payment after giving you notice and a reasonable opportunity to pay.

On termination you remain responsible for fees properly due. For 30 days after termination you may export your Customer Data, after which we may delete it in accordance with our Privacy Policy and our retention obligations. If we terminate for convenience, we will refund the unused portion of any fees you have prepaid.

23. Resolving a dispute

If a dispute arises, we would like the chance to resolve it first. Contact us at support@buildledger.com.au with the details, and we will respond within 10 business days and try in good faith to resolve it with you. Nothing in this section prevents either party from seeking urgent injunctive relief, or from making a complaint to a regulator or an external dispute resolution scheme.

24. Governing law and jurisdiction

These Terms are governed by the laws of the State of Victoria, Australia. You and BuildLedger submit to the non-exclusive jurisdiction of the courts of Victoria, Australia, and the courts able to hear appeals from them.

25. Changes to these Terms

We may update these Terms from time to time. We will give you at least 30 days' notice of any change that is materially detrimental to you, by email or in the Services, and you may cancel before it takes effect if you do not accept it. Other changes — such as clarifications, or changes required by law — take effect when published. Continued use of the Services after a change takes effect constitutes acceptance of it.

26. General

  • Assignment. You may not assign these Terms without our written consent. We may assign them to a related entity or in connection with a sale of our business, on notice to you.
  • Severability. If any provision is found to be unenforceable, it is severed and the rest of these Terms continue to apply.
  • No waiver. A failure to enforce a provision is not a waiver of it.
  • Force majeure. Neither party is liable for a failure to perform (other than an obligation to pay) caused by an event beyond its reasonable control.
  • Entire agreement. These Terms, together with the Privacy Policy and any order or subscription agreement between us, are the entire agreement about the Services.
  • Notices. We will send notices to the email address on your account; keep it current. You may send notices to support@buildledger.com.au.

27. Contact us

If you have any questions about these Terms, please contact us at support@buildledger.com.au.

By using BuildLedger, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service.