Back to Login
iBuild3

Privacy Policy

Effective: 5/12/2026

Version: 2026-05-12.2

Privacy Policy

iBuild3 ("we," "our," or "us") values your privacy and is committed to protecting your information. This Privacy Policy explains how we collect, use, store, process, and protect your information when you use the iBuild3 platform, including our website, applications, integrations, and AI-powered features (collectively, the "Application").

By using the Application, you agree to the practices described in this Privacy Policy.

1. Information We Collect

We may collect information about you in a variety of ways. The information we may collect through the Application includes:

Personal Data

Personally identifiable information that you voluntarily provide, including:

  • Name
  • Email address
  • Phone number
  • Company name
  • Job title
  • Billing information

This information may be collected when you:

  • Create an account
  • Subscribe to services
  • Contact support
  • Participate in Application-related activities

Financial Data

When you connect your QuickBooks account, we may receive access to financial information including:

  • Invoices
  • Estimates
  • Budgets
  • Transaction records
  • Related accounting metadata

We do not store your QuickBooks login credentials. Authentication is handled securely through Intuit's OAuth authorization system.

Project Data

Information related to your construction projects, including:

  • Project names
  • Addresses
  • Schedules and timelines
  • Team member information
  • Documents and files
  • Photos and attachments
  • Communication records
  • Estimating and budgeting data

You are responsible for the accuracy, legality, and authorization of the data you upload, share, connect, or otherwise provide through the Application.

AI Interaction Data

When you use our AI-powered features (such as AI assistants, estimate generation, document analysis, or smart search), we may process:

  • Your prompts and queries
  • Conversation history
  • Relevant project context
  • Documents or records you choose to analyze

We only process the information necessary to fulfill your request and provide relevant AI responses.

Usage Data

Our servers may automatically collect certain technical information when you access the Application, including:

  • IP address
  • Browser type
  • Device information
  • Operating system
  • Access times
  • Pages viewed
  • Referring URLs
  • Diagnostic and performance data

2. How We Use Your Information

We use the information collected through the Application to:

  • Create and manage your account
  • Provide and maintain our construction management services
  • Sync and manage QuickBooks financial data
  • Enable collaboration between team members, clients, and subcontractors
  • Generate estimates, invoices, budgets, and reports
  • Power AI-assisted project management and document analysis features
  • Respond to support requests and customer inquiries
  • Send technical notices, service updates, and security alerts
  • Monitor system performance and platform usage
  • Detect, investigate, and prevent fraud, abuse, and unauthorized activity
  • Improve existing features and develop new functionality
  • Comply with legal obligations and enforce our terms

We do not sell your personal information.

3. Artificial Intelligence and Machine Learning

iBuild3 incorporates artificial intelligence ("AI") and machine learning technologies to enhance the construction management experience. This section explains how data is processed in connection with our AI-powered features.

3.1 AI Features We Provide

Our AI-powered functionality may include:

  • AI Construction Assistant: Conversational AI assistance for project questions, reporting, and construction-related workflows
  • Estimate Generation: AI-assisted estimate and budget generation based on project specifications and historical project data
  • Document Analysis: AI-powered analysis of contracts, blueprints, construction documents, and uploaded files
  • Smart Search: AI-enhanced search across project records, files, and communications

3.2 How AI Processes Your Data

When AI features are used, data may be processed as follows:

  • Retrieval-Augmented Generation (RAG): Our AI systems may retrieve relevant information from your project data and knowledge base to generate contextual responses

  • Real-Time Processing: Queries and the minimum necessary context may be securely transmitted to our AI service providers to generate responses in real time

  • Temporary Context: AI systems may temporarily maintain conversational context during active sessions to improve response continuity and relevance

  • Data Minimization: We aim to share only the minimum amount of information required to fulfill your request

  • User Control: You choose when to use AI features and what information is submitted through AI interactions

3.3 No AI Model Training With Your Data

3.4 AI Service Providers

We use the following third-party AI and infrastructure providers to support AI functionality:

  • Together AI — Conversational AI and text generation
  • Google Gemini — Document analysis and multimodal AI capabilities
  • OpenAI — Advanced language model capabilities
  • Vercel AI SDK — AI response streaming and orchestration infrastructure

These providers process data solely to provide requested AI functionality and are subject to contractual data protection obligations and their respective security and privacy standards.

3.5 AI Security Measures

Data processed through AI services is transmitted using encrypted connections and handled through secure infrastructure.

We implement safeguards designed to protect customer data, including:

  • Access controls and authentication measures
  • Encrypted data transmission
  • Internal authorization policies
  • Logging and monitoring systems
  • Security review procedures

3.6 AI Data Retention

AI interaction logs, including prompts and responses, may be retained for up to 90 days for purposes such as:

  • Maintaining user-accessible conversation history
  • Troubleshooting and debugging
  • Service reliability and quality assurance
  • Security monitoring and abuse prevention

You may request deletion of your AI conversation history at any time, subject to legal, operational, or security-related retention requirements.

Deleting AI conversation history does not automatically remove underlying project or account data referenced in those conversations.

3.7 AI Accuracy and Limitations

AI-generated content may contain inaccuracies, omissions, or outdated information.

You are responsible for reviewing and validating AI-generated:

  • Estimates
  • Budgets
  • Recommendations
  • Analyses
  • Reports
  • Construction-related outputs

AI functionality is provided as an assistive tool only and does not replace professional judgment, engineering review, financial review, legal advice, or project oversight responsibilities.

3.8 Opting Out of AI Features

AI-powered functionality is optional.

You may continue using core iBuild3 platform features without using AI services.

Account administrators may also manage or restrict AI feature availability for team members through role-based permissions and organizational settings.

4. Data Security

We use administrative, technical, and organizational safeguards designed to help protect your information against unauthorized access, disclosure, alteration, or destruction.

Our security measures may include:

  • 256-bit SSL/TLS encryption for data in transit
  • AES-256 encryption for stored data
  • Secure cloud infrastructure
  • Multi-factor authentication (MFA) support
  • Role-based access controls
  • Security monitoring and logging
  • Regular security assessments and testing
  • Backup and disaster recovery procedures

While we strive to use commercially reasonable safeguards, no system or transmission method can be guaranteed to be completely secure.

5. Third-Party Integrations and Services

The Application integrates with third-party providers to support platform functionality.

QuickBooks Integration

When you connect QuickBooks, we use Intuit's secure OAuth 2.0 authentication system.

We may access and process authorized QuickBooks data to support:

  • Invoice synchronization
  • Estimate synchronization
  • Budget tracking
  • Financial workflows

Your use of QuickBooks integrations is also governed by Intuit's applicable terms and privacy policies.

OneDrive Integration

We integrate with Microsoft OneDrive to support secure document storage and retrieval.

When connected, iBuild3 may access and sync documents you authorize through your Microsoft account.

You may revoke access at any time through either:

  • Microsoft account settings
  • iBuild3 integration settings

AI and Machine Learning Services

As described in Section 3, we use third-party AI providers to process AI-related requests and generate responses.

These providers are contractually restricted from using submitted customer data for AI model training purposes.

Cloud Infrastructure and Storage

We use providers such as:

  • Cloudflare R2
  • Supabase

to support secure application hosting, file storage, database services, and infrastructure operations.

Email Delivery Services

We may use providers such as Resend to deliver:

  • Verification emails
  • Security notifications
  • Password reset messages
  • Service-related communications

6. Data Retention and Deletion

We retain information only for as long as reasonably necessary to:

  • Provide services
  • Maintain account functionality
  • Comply with legal obligations
  • Resolve disputes
  • Enforce agreements
  • Maintain security and operational integrity

Upon verified account deletion requests, we will delete or anonymize personal information within a reasonable timeframe unless retention is required by law, security obligations, fraud prevention requirements, financial recordkeeping obligations, or other legitimate business purposes.

Certain operational backups may persist temporarily before automatic deletion.

7. Your Privacy Rights

Depending on your jurisdiction, you may have rights regarding your personal information, including:

  • Right to Access — Request access to your personal data
  • Right to Correction — Request correction of inaccurate information
  • Right to Deletion — Request deletion of personal data
  • Right to Restrict Processing — Request limitations on processing activities
  • Right to Data Portability — Request export of your data in a structured format
  • Right to Object — Object to certain processing activities
  • Right to AI Transparency — Request information regarding how AI systems process your data

To exercise these rights, contact us using the information provided at the end of this policy.

We may request verification of identity before processing certain requests.

8. Cookies and Tracking Technologies

We may use cookies and similar technologies to:

  • Maintain authentication sessions
  • Remember preferences and settings
  • Improve platform functionality
  • Analyze usage patterns and performance
  • Support security and fraud prevention

Most browsers allow you to manage or disable cookies through browser settings.

Disabling cookies may impact certain Application features or functionality.

9. Children's Privacy

The Application is not directed toward children under the age of 16.

We do not knowingly collect personal information from children under 16. If we become aware that such information has been collected, we will take reasonable steps to delete it.

If you believe a child has provided information through the Application, please contact us immediately.

10. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect operational, legal, technical, or regulatory changes.

When material changes are made, we may:

  • Update the "Last Updated" date
  • Post updated versions within the Application
  • Provide additional notice where required by law

Continued use of the Application after updates become effective constitutes acknowledgment of the revised Privacy Policy.

11. Contact Us

If you have questions about this Privacy Policy or our data handling practices, including AI-related processing, you may contact us at:

iBuild3, Inc.

We will make reasonable efforts to respond to privacy-related inquiries in a timely manner.