1. Scope and roles
This policy applies to Build Daily websites, software, APIs, mobile applications, support channels, billing, communications, electronic-signature services, and integrations such as Build Daily for Outlook and the Build Daily ChatGPT plugin. Build Daily usually processes contractor work records on behalf of the subscribing organization. The organization controls that work data and decides which users and integrations may access it.
2. Information we collect
We may process account and profile details; organization and billing information; project, estimate, CRM, service, accounting, workforce, document, file, message, approval, and workflow records; support communications; device, browser, IP address, security, audit, and usage information; and optional location information used by location-enabled workflows.
Uploaded or connected content may include documents, photographs, receipts, invoices, email messages, attachments, contact information, signatures, approvals, and the evidence needed to preserve an authorized business transaction.
3. Smart Rename for macOS
Smart Rename is an optional feature in Build Daily Sync for macOS. When a user enables it, the app creates local Smart Rename folders for the user's signed-in companies. Document rendering, optical character recognition, and analysis occur on that Mac. These folders do not enter Build Daily cloud sync, and Build Daily does not receive document images, extracted document text, or generated filenames from Smart Rename. The app may send short extracted record identifiers, such as a project number or masked account number, so the service can return context the user is already authorized to access.
Smart Rename downloads its optional analysis files only after the user confirms installation. Those files are stored locally, can be removed from the app, contain data used by the signed inference runtime, and cannot change the app's executable code.
4. Build Daily for Outlook
When an authorized user opens the Build Daily Outlook add-in, the add-in may send Build Daily information from the Outlook item the user has opened or selected. This can include the mailbox address, message or conversation identifiers, subject, message text, sender and recipient details, timestamps, meeting details, attachment names, and attachment contents selected for filing.
The interactive add-in does not continuously copy the user's mailbox. It reads the active Outlook context supplied by Microsoft when the user invokes or pins the add-in. Build Daily analyzes that context to suggest permitted records and actions. The user reviews the destination, details, and attachments before a workflow action is committed. Build Daily does not sell Outlook data or use mailbox content for behavioral advertising.
Build Daily in ChatGPT
When you connect Build Daily to ChatGPT, Build Daily receives the authorized tool requests and returns records, file information, and results within your current organization, project, module, and user permissions. This information is shared with OpenAI to answer your requests. Your use of ChatGPT and OpenAI's handling of information are also governed by your applicable OpenAI terms and privacy settings.
If you supply a PDF for a supported project action, Build Daily may download a private temporary copy and process its contents, filename, size, and file hash. Preparing a plan stores the proposed actions, files, dates, recipients, messages, and workflow effects for review. Project actions require your approval of the exact plan in your signed-in Build Daily session. Approved submissions, pullbacks, and RFP deliveries may share the listed information and files with the recipients shown in that plan.
Temporary PDF intake expires after 24 hours and is removed by scheduled cleanup. Unexecuted project plans expire after 30 minutes. Files filed to project records and action audit history follow the organization's work-record retention requirements described below; disconnecting ChatGPT does not undo completed actions or delete those records. You can disconnect the plugin and revoke its access in the connected service settings; organization administrators can also remove your Build Daily access.
5. How we use information
- Provide, secure, support, and improve Build Daily.
- Authenticate users and enforce organization, role, and workflow permissions.
- Match authorized communications and files to customer, estimate, project, service, accounting, and follow-up records.
- Process subscriptions, deliver operational notifications, and respond to support requests.
- Maintain audit history, prevent duplicate processing, troubleshoot failures, and protect against fraud, abuse, and security incidents.
- Comply with law and preserve electronic transactions or records subject to a legal hold.
6. Sharing and subprocessors
Information may be available to the subscribing organization and its authorized users, recipients involved in an organization-directed transaction, service providers that host or support Build Daily, professional advisers under confidentiality duties, legal authorities when required, and a successor in a lawful corporate transaction.
Service providers may include infrastructure, storage, email delivery, payment, mapping, monitoring, and managed database or cache providers. Build Daily does not sell personal information or location data.
7. Security and access
Build Daily uses administrative, technical, and operational safeguards designed to protect information, including encrypted transport, access controls, organization isolation, permission checks, audit logging, monitoring, backups, and least-privilege practices. No service can guarantee absolute security. Organizations remain responsible for user access, Microsoft 365 deployment, mailbox permissions, credentials, devices, and internal policies.
8. Retention and deletion
We retain information for as long as needed to provide the service, maintain authorized work and audit history, meet the subscribing organization's retention requirements, resolve disputes, enforce agreements, and comply with legal obligations. Outlook intake records may retain message identifiers, selected content, attachment hashes, filing results, and audit events so the organization can prevent duplicate filing and understand what was recorded.
Organizations may request an available export or deletion subject to identity, authority, security, backup, transaction-evidence, dispute, investigation, and legal-hold requirements. When information is no longer required, it may be deleted or anonymized under Build Daily's operational retention process.
9. Cookies, telemetry, and location
We use necessary cookies and tokens for authentication, sessions, security, and application operation. Limited telemetry may be used for reliability, diagnostics, and product improvement. We do not use advertising cookies for behavioral targeting. Location-enabled workflows process location only when authorized by the organization and permitted by the user or device.
10. Rights and choices
Depending on location, individuals may have rights to access, correct, delete, restrict, or export personal information. Requests concerning organization-controlled work data should normally be directed to that organization. Users can stop using an integration, and an organization administrator can remove the Outlook add-in or a user's access. Legal and operational retention obligations may limit a deletion request.
11. International processing and changes
Information may be processed in the United States and other locations where service providers operate, using appropriate safeguards where required. We may update this policy as the product, integrations, or law changes. Material updates will be posted or presented for acceptance when required.
12. Contact
Build Daily, LLC.
privacy@builddaily.com
legal@builddaily.com
www.builddaily.com/support