Privacy policy
Who we are
BuildFind OÜ (registry code 16804249, Tallinn, Estonia) runs the BuildFind website and the BuildFind service at buildfind.eu and app.buildfind.eu. This policy explains what personal data we process, why, who else processes it, how long we keep it and what your rights are.
Questions and requests: info@buildfind.eu
Our two roles
We are the controller of data we use for our own purposes: your account, sign-in and security, the emails we send you, support, website statistics and error monitoring.
For content that a company puts into BuildFind, and the personal data inside it, we are a processor working for that company. The company is the controller and decides what goes in. Our Data Processing Agreement governs that processing. If your question is about content a company keeps in BuildFind, please contact that company; we will help them answer.
What we collect and why
| Data | Why | Legal basis | How long |
|---|---|---|---|
| Account: name, email address, profile picture, company, role, team and project membership, and how you sign in. | WhyTo create and run your account and let your team work together. | Legal basisContract (GDPR Art. 6(1)(b)). | How longUntil your account is deleted. |
| Sign-in and security: password (stored only as a hash), two-factor secrets and backup codes, sessions with IP address and browser, and encrypted access tokens for Microsoft or Google. | WhyTo sign you in and protect your account. You can see and end your sessions in Settings. | Legal basisContract, and our legitimate interest in keeping accounts secure (Art. 6(1)(f)). | How longUntil your account is deleted. Microsoft tokens are deleted earlier when you disconnect your mailbox. |
| Content in BuildFind: files, photos, chats, voice notes (transcribed; the recording is not stored), defect reports, task boards and replies, calendar entries, price change calculations and quotations, and the personal data inside them. | WhyTo provide BuildFind to your company. | Legal basisWe process it for your company under our Data Processing Agreement (GDPR Art. 28). Your company decides why it is processed. | How longUntil it is deleted. See deleting your data. |
| People a company invites, such as subcontractor contacts and new team members: name, email address, what was shared with them, and when they last opened BuildFind. | WhyTo invite them and send them the work assigned to them. | Legal basisWe process it for the inviting company under our Data Processing Agreement. | How longAs long as the project or company data they belong to. |
| Emails we send: verification and password emails, invitations, notifications and daily digests, with a record of who each was sent to. | WhyTo run your account and tell you about work in your projects. | Legal basisContract, and our legitimate interest in keeping project members informed. You can switch notifications off in Settings; contacts without an account can ask us to stop. | How longOur record of each email stays with the project item it was about. Cloudflare keeps its delivery records for 30 days. |
| Messages you send us: email, the contact form, bug reports and account deletion requests. | WhyTo answer you and handle your request. | Legal basisLegitimate interest, and our legal obligation when you exercise your rights (Art. 6(1)(c)). | How longAs long as needed to handle the request and show that we handled it. |
| Website statistics, collected on our own server without cookies and without a user ID: pages visited, the site you came from, links you follow out of BuildFind, feature use (counts only), and browser, screen size, language and approximate location derived from your IP address. | WhyTo understand which features are used. | Legal basisLegitimate interest. | How longAs anonymous statistics. |
| Error and performance monitoring: error reports with your user ID, email address, IP address, browser and request details (without the content you sent), timings, and how AI features ran (without the text of your requests, except web search queries with email addresses, phone numbers, Estonian personal identification codes and IBAN bank account numbers removed). When BuildFind staff use AI features, for example to reproduce a problem you reported, the full content of those runs is included. Session recordings only if you allow them, with all text, inputs and images masked, linked to your account when you are signed in. | WhyTo find and fix faults. | Legal basisLegitimate interest. Consent for session recordings (Art. 6(1)(a)). | How long30 days. |
| Your choice about session recordings: a random consent ID, whether you allowed recordings, the version of the question and the time. No account, IP address or browser details. | WhyTo show that you agreed, or that you said no. | Legal basisOur legal obligation to be able to demonstrate consent (Art. 7(1), Art. 6(1)(c)). | How long3 years. |
| Public company data from the Estonian e-Business Register: name, registry and VAT code, field of activity, revenue, county and address. For sole traders this is personal data. | WhyTo help users find suppliers and subcontractors. | Legal basisLegitimate interest. The data is published by the register for reuse. | How longReplaced at each monthly update. |
AI features
BuildFind's AI features (chat, questions about documents, summaries, data extraction, defect reports, voice transcription and research) send the content they work on to AI models. We reach those models through OpenRouter's EU service: requests are processed in the EU, and only by providers that do not keep a request after answering it and do not use it to train their models. We do not use your content to train AI models.
Search over your documents turns their text and images into search vectors with Google's Gemini embedding model, and a Claude model ranks the passages that best match each search question, both through the same EU AI service. The search index itself runs on our servers in Germany. The research features send web search queries, written by the AI from your request, to Serper, without your account details. The AI is instructed not to put names in them, and email addresses, phone numbers, Estonian personal identification codes and IBAN bank account numbers are removed automatically before they are sent. Other details you type into a request, such as an address, can still end up in a query.
AI output can be wrong. Check it before you rely on it.
When you connect your Outlook mailbox
What we can access
After you grant permission in Microsoft's own consent screen, BuildFind can read the messages and attachments in your mailbox, including whole conversations with your sent replies when you summarise a thread. Permission to send mail is asked for separately, the first time you send an email from BuildFind. BuildFind never changes, moves or deletes mail.
When we read it
Only when you open your inbox or a message in BuildFind, search it, or use an action on an email. Nothing is copied in the background.
What we keep
Nothing from your mailbox is kept unless you act on an email:
- Ask BuildFind: the email (sender, recipients, date, subject, text and attachment names) is copied into your personal chat so you can ask follow-up questions. It stays there until you delete the chat.
- Create task: the title and description you save, and a reference to the email.
- Create defect: the email text (up to 8,000 characters), the sender and the photos you keep become part of the defect report draft. Once you publish the report, the project members and the subcontractors it is shared with can see it.
The reference saved on tasks and defects holds the message and conversation identifiers, the subject, the sender and the received date. Project members who can see the task or defect can see it.
Sending email
Chat can prepare an email for you. It is only a draft until you review the recipients, subject and text and press Send email; BuildFind never sends on its own. You can add hidden copy (Bcc) recipients, which only you can add, not the AI. When you type a recipient, we suggest people from the project whose contacts you can already see. The draft stays in your personal chat. The sent email goes out from your Outlook account and is kept by Microsoft in your sent items. For each email we keep a record of when it was sent and whether it went through, without its content, so the same draft cannot be sent twice. You are responsible for who you send an email to and what it says, including text the AI prepared.
AI processing
The emails you act on, and the drafts chat prepares, are processed by the AI providers described in sub-processors, under the same rules: EU processing, nothing kept after the answer, no training.
Who can see it
Your mailbox is shown only to you, and chats are personal. Tasks and published defect reports created from an email are visible like any other task or report in the project.
Disconnecting
You can disconnect the mailbox at any time on the mail page or in Settings. BuildFind then stops reading and sending your mail and deletes the stored Microsoft access tokens; you stay signed in. If SharePoint import uses the same Microsoft account, it needs to be connected again. Disconnecting does not delete chats, tasks or defect reports you created from emails; delete those separately. To also withdraw the permission at Microsoft, remove BuildFind in your Microsoft account.
Other people in your emails
Emails contain information about other people: senders, recipients and anyone mentioned. Connect only a mailbox you are entitled to use this way, including any permission your employer requires for a work account.
Signing in with Microsoft or Google
Microsoft or Google share your name, email address and profile picture with us when you sign in with them. They act as independent controllers under their own privacy policies. Signing in with Microsoft does not give BuildFind access to your mail or files.
If you choose to import files from SharePoint or OneDrive, BuildFind asks Microsoft for permission to read the files and sites you have access to. We read them only while you browse or import, an import copies only the files you choose into BuildFind, and you can disconnect SharePoint at any time in Settings, which deletes the stored Microsoft authorization.
Who can see your data
- Content in a project is visible to that project's members, and company files to the company's members. Defect reports are also visible to the subcontractor contacts they are shared with.
- Chats are visible only to you.
- A small number of BuildFind staff have administrative access to the whole service. They use it only to provide support you ask for, to keep the service secure and working, or when the law requires it.
- We do not sell personal data. We disclose it to authorities only when the law requires it. If BuildFind is sold or merged, your data moves with it and we will tell you before a different privacy policy applies.
Sub-processors
We use the companies below to run BuildFind. Each processes personal data only on our instructions, except Serper, which has not signed a data processing agreement with us. Most are in the EU or process your data there; Modal keeps its service logs in the United States, Google Workspace may process our email outside the EU, and Serper does not disclose where it operates. Transfers outside the EU are protected by the EU Standard Contractual Clauses or, where the company is certified, the EU-U.S. Data Privacy Framework. Serper offers neither, which is why we send it only search queries, without your account details, with names kept out by instruction to the AI and email addresses, phone numbers, Estonian personal identification codes and IBAN bank account numbers removed automatically. The safeguard for each company is listed in Annex 2 of our Data Processing Agreement.
| Sub-processor | What it does | Where |
|---|---|---|
| Cloudflare, Inc. | What it doesRuns the BuildFind service: application servers, database, file storage, background jobs, routing of AI requests (with request logging switched off), sending of email, and network security. Receives: All service data: account data, content you upload or create in BuildFind, and the emails we send. Email delivery records (sender, recipient and subject) are kept for 30 days. | WhereDatabase and file storage in the EU. Requests and outgoing email are handled on Cloudflare's global network, starting at the data centre nearest to the user. |
| OpenRouter, Inc. | What it doesPasses requests from BuildFind's AI features to the AI model providers listed below. We use its EU service and our account only allows providers that do not store requests and do not train on them. Receives: What the AI features work on: your questions, the text and images of your documents (to make them searchable and to answer from them), emails you act on, photos, and voice notes for transcription. | WhereEU for AI requests. Account and billing data in the United States. |
| Google (Vertex AI), Amazon Web Services (Amazon Bedrock) and Mistral AI, reached through OpenRouter | What it doesRun the AI models behind BuildFind's features: Anthropic Claude models on Google Vertex AI or Amazon Bedrock, which also rank search results, Google's Gemini embedding model on Vertex AI, which turns document text and images into search vectors, and Mistral's Voxtral model for transcribing voice notes. Receives: The same AI requests as OpenRouter; Mistral receives only voice notes. They are not kept after the answer is returned and are not used for training. | WhereEU (European regions of Google Cloud and Amazon Web Services, and Mistral AI's EU service). |
| Modal Labs, Inc. | What it doesProcesses uploaded files: extracts text, tables and images from documents, renders floor plans and reads MS Project files. Receives: Uploaded files while they are processed, and their file names. | WhereEU for file processing. Account data and service logs in the United States. |
| Hetzner Online GmbH | What it doesServers that run BuildFind's search index, image previews and website statistics (self-hosted Typesense, imgproxy and Rybbit). Receives: Text from your documents and their search vectors, images while a preview is made, and anonymous page-view statistics. | WhereGermany. |
| Functional Software, Inc. (Sentry) | What it doesError and performance monitoring, including how AI features ran (which steps, how long, how many tokens). Session recordings only if you allow them, with all text, inputs and images masked, linked to your account when you are signed in. Receives: Error reports with your user ID, email address and IP address, technical details of the failed request (without its content), and AI run metadata such as models, timings, token counts and web search queries (with email addresses, phone numbers, Estonian personal identification codes and IBAN bank account numbers removed). When BuildFind staff use AI features, for example to reproduce a problem you reported, the full content of those runs is included. | WhereEU data region (Germany). Sentry's own account administration data may be processed in the United States. |
| Google Cloud EMEA Limited (Google Workspace) | What it doesOur company email at info@buildfind.eu, where support messages, contact form messages, bug reports and account deletion requests arrive. Receives: What you write to us and your email address. | WhereEU and other countries where Google operates data centres. |
| Serper (serper.dev) | What it doesWeb search for the research features. Receives: Only the search queries the AI writes from your request. The AI is instructed not to include names, and email addresses, phone numbers, Estonian personal identification codes and IBAN bank account numbers are removed before sending. No account data or account identifiers are sent. | WhereNot disclosed by the provider. |
We update this list before we add or replace a sub-processor. To get advance notice by email, write to info@buildfind.eu.
Cookies and storage on your device
BuildFind stores the following on your device:
- Necessary: sign-in session and security cookies (session, sign-in checks and two-factor steps), the project you last opened, and your choice about session recordings, kept in your browser for 12 months before we ask again.
- Settings and drafts: your language, theme, how you last signed in, your preferred defect view, unsent chat messages (kept for 7 days), and your edits to an email draft while Microsoft asks you to allow sending (until you send it or close the tab), stored in your browser.
- Offline work: defect drafts and photos waiting for a connection, stored in your browser so you can work on site without signal. They stay on the device until they are uploaded or you clear your browser data; signing out does not remove them, so avoid leaving drafts on a shared device.
- Session recordings, only with your consent: Sentry, our error monitoring service, keeps a recording ID in your browser while the tab is open and records how you use BuildFind so we can find and fix bugs. Recordings hide text, typing and images, and are linked to your account when you are signed in.
When you make a choice, we keep a record of it with a random ID and the time, without your account or IP address, so we can show that you agreed; see the table above. We do not use advertising or cross-site tracking cookies, and website statistics work without cookies. You can change your choice at any time, here or in Settings under Preferences:
Deleting your data
To delete your account, use Delete account in Settings or email info@buildfind.eu. We delete your account and your personal data within one month, unless the law requires us to keep something. Content you added to a company's projects belongs to that company and stays with it unless the company asks us to delete it. A company admin can ask us to delete all of the company's data.
When you delete an item in BuildFind it disappears from the service straight away. Some of the data behind it stays in our database until we remove it permanently; email us and we do that within one month.
Your rights
Under the GDPR you have the right to:
- get a copy of your personal data, including in a machine-readable format;
- have inaccurate data corrected;
- have your data deleted;
- restrict how we use your data;
- object to processing based on our legitimate interests;
- withdraw consent at any time, without affecting earlier processing.
Email info@buildfind.eu. We answer within one month. You can also complain to the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon, aki.ee) or the data protection authority where you live or work.
Security
Data is encrypted in transit and at rest. Stored Microsoft and Google access tokens are additionally encrypted. Access is limited by company, project and role, and two-factor authentication is available for every account. No method of storing or sending data is completely secure, but we work to protect your data and will tell you without undue delay if a breach puts it at high risk.
Children
BuildFind is a professional tool and is not intended for children. We do not knowingly collect data from anyone under 13.
Changes to this policy
We update this policy when our processing changes and show the date of the latest version at the top. If a change materially affects you, we will tell account holders by email or in the app before it takes effect.