Effective Date: August 8, 2026
Last Updated: August 8, 2026
SmartBuildOS (“SmartBuildOS,” “we,” “us,” or “our”) provides business management, field operations, project management, workforce management, inventory, scheduling, communication, reporting, and related software services through our websites, mobile applications, and associated services (collectively, the “Services”).
We respect the privacy of the businesses, professionals, employees, contractors, customers, and other individuals who use SmartBuildOS.
This Privacy Policy explains what information we may collect, how we use and protect it, when it may be disclosed, and the choices and rights available to users.
By accessing or using the Services, you acknowledge the practices described in this Privacy Policy.
1. Who This Policy Applies To
This Privacy Policy may apply to individuals using SmartBuildOS as:
- Business owners
- Business administrators
- Employees
- Technicians
- Project managers
- Sales personnel
- Office personnel
- Contractors
- Exchange professionals
- Distributors
- Manufacturers
- Clients or customers of businesses using SmartBuildOS
- Trial users
- Website visitors
- Other authorized users
Some information within SmartBuildOS is collected or controlled by a business that uses SmartBuildOS.
For example, an employer using SmartBuildOS may enter information about its employees, projects, customers, schedules, time records, or inventory.
In these situations, the applicable business may determine why and how certain information is processed, while SmartBuildOS provides the technology used to store and process that information.
Questions about information maintained by your employer or another SmartBuildOS business customer may therefore need to be directed to that organization.
2. Information We May Collect
The information collected depends on the SmartBuildOS features you use and the permissions provided to you by your organization.
3. Account and Profile Information
We may collect information such as:
- Name
- Email address
- Telephone number
- Profile photograph
- Business name
- Job title
- Role
- Department
- Business location
- Account credentials
- User preferences
- Account status
- Organization membership
- Professional qualifications or certifications
Passwords should be stored using secure authentication mechanisms and are not intended to be stored as readable plaintext.
4. Business and Customer Information
Businesses may enter information relating to their operations, including:
- Customer names
- Customer contact information
- Property information
- Property addresses
- Projects
- Proposals
- Estimates
- Contracts
- Jobs
- Service tickets
- Invoices
- Payments
- Purchase orders
- Vendors
- Inventory
- Installed equipment
- Serial numbers
- MAC addresses
- Equipment information
- Warranty information
- Service history
- Project notes
- Site notes
- Photos
- Videos
- Blueprints
- Wiring documentation
- Network documentation
- Other business records
This information is generally processed to provide the functionality requested by the business using SmartBuildOS.
5. Employee and Workforce Information
Businesses using workforce-management features may store information about employees and contractors, including:
- Employee profile information
- Job assignments
- Work schedules
- Time entries
- Clock-in and clock-out records
- Travel time
- Break information
- Timesheet corrections
- Approval history
- Pay periods
- Earnings information
- Paystubs
- Employment-related documents
- Certifications
- Skills
- Assigned equipment
- Work history within the platform
SmartBuildOS does not determine an employee’s compensation, employment status, tax treatment, or employment relationship merely by providing these software features.
Employers and other organizations using SmartBuildOS remain responsible for complying with applicable employment, payroll, tax, labor, and recordkeeping requirements.
6. Location Information
Certain SmartBuildOS mobile features may use device location.
Depending upon the features enabled and permissions granted, location information may be used for purposes such as:
- Displaying job locations
- Providing maps and directions
- Determining proximity to a scheduled job
- Supporting arrival detection
- Recording authorized travel activity
- Supporting field-service operations
- Helping dispatchers understand technician availability or location
- Associating authorized activity with a job or property
SmartBuildOS will request operating-system permission before accessing location information where required.
Users may control location permissions through their device settings.
Some location-dependent features may not function properly if location permission is disabled.
Where background location is offered, it should only be used for disclosed business functionality and according to the permissions and settings available to the user and organization.
7. Camera, Photos, and Video
SmartBuildOS may request access to a device camera or photo library for features such as:
- Taking job-site photographs
- Uploading project documentation
- Photographing installed equipment
- Scanning barcodes
- Scanning QR codes
- Capturing serial numbers
- Recording equipment condition
- Uploading receipts
- Uploading invoices
- Documenting service work
- Adding profile photographs
SmartBuildOS does not require unrestricted access to a user’s photo library when a more limited system-provided selection mechanism can reasonably accomplish the requested function.
Camera and photo permissions can be managed through device settings.
8. Files and Documents
Users may upload or create documents including:
- Proposals
- Invoices
- Receipts
- Purchase orders
- Contracts
- Blueprints
- Wiring diagrams
- Equipment documentation
- Network documentation
- Job reports
- Service reports
- Images
- PDFs
- Other business files
Uploaded files may be processed to provide requested functionality, including document organization, searching, information extraction, reporting, and other enabled SmartBuildOS features.
9. Communications
SmartBuildOS may provide communication functionality between authorized users.
Depending on the features used, we may process:
- Messages
- Message metadata
- Attachments
- Images
- Documents
- Reactions
- Read status
- Conversation membership
- Notifications
Communications may be associated with:
- Businesses
- Projects
- Jobs
- Service tickets
- Customers
- Exchange opportunities
- Other SmartBuildOS records
We do not use private business communications for third-party advertising.
10. Device and Technical Information
When you use SmartBuildOS, we may automatically receive technical information such as:
- Device type
- Operating system
- Application version
- Browser type
- IP address
- Device identifiers where permitted
- Language
- Time zone
- Network status
- Crash information
- Diagnostic information
- Application performance information
- Authentication events
- Security events
We may use this information to operate, secure, troubleshoot, and improve the Services.
11. Notifications
With permission, SmartBuildOS may send push notifications regarding matters such as:
- Job assignments
- Schedule changes
- Messages
- Service tickets
- Project activity
- Inventory activity
- Shipments
- Purchase orders
- Timekeeping
- Paystub availability
- Approvals
- Exchange opportunities
- Security events
- Other relevant account activity
Users can manage push-notification permissions through device settings and, where available, SmartBuildOS notification preferences.
Sensitive information, such as detailed payroll information, should not be displayed in lock-screen notifications unless appropriate permissions and user settings permit it.
12. Financial Information
Depending upon the services enabled by a business, SmartBuildOS may process business financial information such as:
- Proposal amounts
- Invoice amounts
- Payment status
- Purchase orders
- Vendor costs
- Project costs
- Financial reports
- Payroll-related records
- Transaction references
When payment, banking, payroll, or accounting services are provided through third-party providers, those providers may collect and process information according to their own privacy policies and applicable agreements.
SmartBuildOS should not store complete payment-card information when payment processing is handled directly by an authorized payment processor.
13. Barcode, Equipment, and Inventory Information
SmartBuildOS may collect or process information about equipment and inventory, including:
- Barcodes
- QR codes
- Product identifiers
- Serial numbers
- MAC addresses
- Manufacturer
- Model
- Purchase information
- Inventory location
- Equipment assignment
- Installation location
- First-use date
- Warranty information
- RMA history
This information is used to provide inventory, equipment, installation, service, and warranty-management functionality.
14. Information From Third-Party Services
If a user or organization chooses to connect SmartBuildOS to an authorized third-party service, we may receive information necessary to provide the requested integration.
Examples may include authorized:
- Payment services
- Financial services
- Accounting services
- Email services
- Calendar services
- Mapping services
- Shipping services
- Communications services
- Authentication providers
- Business software platforms
The information received depends upon the integration and permissions authorized by the user or organization.
Connecting a third-party service does not give SmartBuildOS unrestricted permission to access all information maintained by that provider.
15. Artificial Intelligence Features
SmartBuildOS may provide optional artificial-intelligence-assisted features for functions such as:
- Document analysis
- Information extraction
- Business insights
- Search
- Technical assistance
- Report generation
- Workflow assistance
- Data classification
When an AI-powered feature requires information to be processed by a third-party AI service, SmartBuildOS will handle such processing in accordance with applicable privacy requirements and the disclosures presented for that feature.
We do not sell customer business data for the purpose of training third-party advertising systems.
Where required, users will be informed before personal data is shared with a third-party AI provider and appropriate consent will be obtained.
16. How We Use Information
We may use information to:
- Provide SmartBuildOS
- Authenticate users
- Maintain accounts
- Manage organizations and permissions
- Schedule jobs
- Manage projects
- Track authorized work activity
- Manage inventory and equipment
- Facilitate communications
- Generate reports
- Process requested transactions
- Deliver notifications
- Provide customer support
- Diagnose technical problems
- Protect accounts
- Prevent fraud and abuse
- Maintain system reliability
- Improve performance
- Develop and improve features
- Comply with applicable law
- Enforce our agreements
- Protect SmartBuildOS, our customers, and users
We will not use personal information for materially unrelated purposes without an appropriate legal basis or consent where required.
17. How We Share Information
We do not sell personal information in the ordinary meaning of selling personal information for money.
We may disclose information in the circumstances described below.
Service Providers
We may use trusted service providers to support functions such as:
- Cloud hosting
- Database infrastructure
- Authentication
- Email delivery
- Push notifications
- File storage
- Mapping
- Analytics
- Error monitoring
- Payment processing
- Customer support
- AI processing where enabled
These providers are permitted to process information only for authorized purposes and are expected to maintain appropriate privacy and security protections.
Your Organization
If your SmartBuildOS account belongs to a company or organization, authorized administrators may have access to information associated with your business account.
This may include:
- Profile information
- Work assignments
- Time records
- Project activity
- Communications associated with business workflows
- Documents
- Job activity
- Equipment activity
Access depends on organizational permissions.
Legal Requirements
We may disclose information where reasonably necessary to:
- Comply with law
- Respond to lawful legal process
- Protect rights or property
- Investigate fraud
- Address security threats
- Protect users or the public
Business Transactions
If SmartBuildOS undergoes a merger, acquisition, financing, restructuring, sale of assets, or similar transaction, information may be transferred as part of that transaction subject to applicable law and appropriate protections.
18. Advertising and Tracking
SmartBuildOS is primarily business software.
We do not use personal information from the SmartBuildOS application for third-party behavioral advertising unless we expressly disclose such activity and obtain any consent required by applicable law or platform rules.
If advertising or cross-company tracking technologies are introduced in the future, this Privacy Policy and applicable platform privacy disclosures will be updated before such practices are used as required.
19. Data Security
We use administrative, organizational, and technical safeguards designed to protect information.
Depending upon the system and information involved, these may include:
- Encryption in transit
- Encryption at rest where appropriate
- Authentication controls
- Role-based access controls
- Tenant isolation
- Audit logging
- Secure session management
- Access restrictions
- Monitoring
- Backups
- Security testing
- Secure development practices
No information system can guarantee absolute security.
Users are responsible for maintaining the confidentiality of their credentials and for promptly reporting suspected unauthorized account activity.
20. Data Retention
We retain information for as long as reasonably necessary to:
- Provide the Services
- Maintain an active business account
- Fulfill contractual obligations
- Maintain legitimate business records
- Resolve disputes
- Prevent fraud
- Maintain security
- Meet legal, tax, accounting, employment, warranty, or regulatory obligations
Retention periods may vary according to the type of information and the organization using SmartBuildOS.
When information is no longer required, it may be deleted, anonymized, or otherwise securely disposed of according to applicable retention requirements.
Backup copies may remain for a limited period before being overwritten or deleted.
21. Account Deletion
Users who are permitted to create accounts may request deletion of their accounts and associated personal information.
Account deletion can be initiated through:
- SmartBuildOS Field for iOS and Android: More → Account → Delete account
- SmartBuildOS on the web: your account menu → Account & privacy → Delete account. Accounts with access to Settings can also use Settings → My Profile → Delete account.
Selecting Delete account files a deletion request that is reviewed by SmartBuildOS. Your account continues to work until the request is carried out, and we contact you at the email address on the account.
Account deletion may remove:
- User profile
- Personal account information
- Personal preferences
- Personal data associated exclusively with the account
Certain information may be retained when reasonably necessary or legally required, including records relating to:
- Financial transactions
- Tax obligations
- Employment records
- Fraud prevention
- Security
- Warranty records
- Legal disputes
- Business records belonging to an organization
If an account belongs to an employer or other organization, deletion of the individual’s login may not necessarily delete business records owned or legally maintained by that organization.
We will explain applicable retention where required.
22. Accessing and Correcting Your Information
Depending on your account type and applicable law, you may be able to:
- Access personal information
- Correct inaccurate information
- Update profile information
- Download certain information
- Request deletion
- Withdraw certain consent
- Change notification permissions
- Change location permissions
- Request information about data practices
Some information controlled by your employer or another SmartBuildOS customer may need to be requested directly from that organization.
23. Device Permissions
SmartBuildOS may request device permissions only when needed for relevant functionality.
These may include:
Location
For maps, travel, arrival detection, dispatch, and authorized field operations.
Camera
For photos, documentation, barcode scanning, QR scanning, and equipment capture.
Photos
For selecting and uploading images.
Notifications
For jobs, messages, schedule changes, paystub availability, and other relevant alerts.
Microphone
Only where an enabled feature requires audio input, such as voice notes or other expressly identified functionality.
Users can manage these permissions through operating-system settings.
Declining a permission may disable the specific feature that requires it but should not prevent access to unrelated functionality.
24. Children’s Privacy
SmartBuildOS is designed for businesses and professional users and is not directed toward children.
We do not knowingly collect personal information directly from children under 13 through consumer-directed services.
If we learn that information has been collected from a child in violation of applicable law, we will take appropriate steps to delete it.
25. International Users
SmartBuildOS may process and store information in the United States and other jurisdictions where SmartBuildOS or its service providers operate.
Privacy and data-protection laws may differ between jurisdictions.
Where required, we use appropriate safeguards for international transfers of personal information.
26. State and International Privacy Rights
Depending upon where you reside, applicable law may provide rights concerning your personal information, potentially including rights to:
- Know what information is collected
- Access information
- Correct information
- Delete information
- Obtain a portable copy
- Restrict certain processing
- Object to certain processing
- Withdraw consent
- Opt out of certain data sharing or targeted advertising
- Appeal certain privacy decisions
These rights are subject to applicable exceptions and verification requirements.
Where SmartBuildOS processes information solely on behalf of a business customer, we may direct a request to that business.
We will not discriminate against users for exercising applicable privacy rights.
27. Cookies and Website Technologies
Our website may use cookies and similar technologies for purposes such as:
- Authentication
- Session management
- Security
- Preferences
- Analytics
- Website performance
- Campaign attribution
Where required, users will be provided appropriate choices regarding non-essential cookies.
28. Demo and Trial Accounts
SmartBuildOS may provide demonstration or trial environments.
Demo environments may contain entirely fictional information intended to demonstrate product functionality.
Information entered into a public demo environment should not be considered permanent and may be automatically deleted or reset.
Users should not enter sensitive, confidential, proprietary, financial, or personal information into a public demonstration account.
Trial accounts may be treated differently from public demo environments and may retain information according to the applicable trial terms and this Privacy Policy.
29. Changes to This Privacy Policy
We may update this Privacy Policy as SmartBuildOS evolves.
When material changes are made, we may provide notice through:
- The SmartBuildOS application
- Our website
- Other appropriate communication
The effective date at the top of this policy identifies when the current version became effective.
Continued use of the Services after an updated policy becomes effective is subject to applicable law and any consent requirements.
30. Contact Us
Questions, concerns, or privacy requests regarding this Privacy Policy or SmartBuildOS privacy practices may be submitted through the privacy contact information published on the SmartBuildOS website.
SmartBuildOS
United States
Privacy inquiries: privacy@smartbuildos.io
Website: SmartBuildOS
For account deletion or data-access requests, users may also use the applicable controls within SmartBuildOS when available.