Privacy Policy

1. Who we are

Buildria is a construction project, commercial, field, document, and artificial intelligence platform operated by Open Zeep Technologies Ltd. In this policy, “Buildria”, “we”, “us”, and “our” refer to Open Zeep Technologies Ltd.

We generally act as a data controller for account administration, billing, platform security, product operations, and our own business communications. When a customer organisation uploads or manages project records about its staff, consultants, contractors, suppliers, stakeholders, or members of the public, that organisation generally acts as the controller and we process the data on its instructions. The exact roles depend on the activity and contract.

2. Scope

This policy applies to buildria.ai and related Buildria applications, project portals, shared links, public forms, field tools, support channels, and connected services. A customer organisation may give you an additional privacy notice for its own project or employment processing. Read that notice together with this policy.

3. Personal data we collect

• Account and identity data: Name, email address, telephone number, profile image, organisation, job title, role, login, and authentication records.
• Organisation and project records: Project names and locations, team membership, tasks, correspondence, RFIs, submissions, inspections, approvals, tenders, bids, valuations, variations, cost records, BOQs, rates, contracts, meetings, and audit history.
• Files and media: Drawings, models, PDFs, spreadsheets, Word files, photos, videos, audio, transcripts, signatures, annotations, attachments, document versions, and extracted or indexed text.
• Field and location data: GPS coordinates and accuracy, check-in time, geofence status, site attendance, inspection and daily-report locations, chainage, and location-linked evidence. Device permission is requested before browser location is accessed.
• Stakeholder and grievance data: Contact details, affiliations, interests, engagement history, concerns, grievance descriptions, claimant identity where provided, evidence, case actions, and outcomes. These records may contain sensitive information.
• AI interactions: Prompts, agent conversations, selected project context, retrieved source excerpts, uploaded content, generated outputs, tool activity, and feedback.
• Billing and transaction data: Billing email, organisation, plan, amount, currency, payment reference, subscription status, and transaction metadata. Payment-card and mobile-money credentials are handled by the payment provider rather than stored by Buildria.
• Usage and technical data: IP address, browser and device information, session identifiers, pages and features used, timestamps, security logs, error diagnostics, performance data, and optional analytics events.
• Connected-service data: Authorised metadata, files, meetings, form submissions, contacts, messages, and tokens needed to use services connected by a user or organisation.
• Support and business contacts: Enquiries, support messages, feedback, supplier submissions, prospect details, and our responses.

4. How we obtain personal data

We receive personal data directly from you; from your employer, customer organisation, or project collaborators; through public or invitation-only forms and portals; from submitted files and media; from connected services you authorise; and automatically from devices and platform activity. If you provide another person’s data, you must have authority to do so and give any notice required by law.

5. Why we use personal data

We process personal data to:

• Create accounts, authenticate users, provide workspaces, store records, and deliver requested features under our service contracts.
• Support project coordination, document control, commercial workflows, field records, attendance, inspections, stakeholder engagement, and grievances under customer instructions and an applicable lawful basis.
• Provide AI search, extraction, drafting, estimation, transcription, and review assistance.
• Process subscriptions and maintain financial, tax, and regulatory records.
• Secure the platform, investigate misuse, retain appropriate audit logs, and prevent fraud.
• Send service messages, invitations, reminders, project notifications, and, where permitted, promotional communications.
• Diagnose errors, understand feature use, improve the service, comply with law, enforce agreements, and establish or defend legal claims.

Our processing may rely on a service contract, legal obligations, legitimate interests, customer controller instructions, or consent where appropriate. Where we rely on consent, you may withdraw it. Withdrawal does not affect processing that was lawful before withdrawal.

6. Artificial intelligence processing

Buildria uses artificial intelligence to search authorised records, extract information, transcribe audio, analyse documents and drawings, assist with estimates and BOQs, draft content, and produce source-linked answers. Relevant prompts, files, images, audio, document excerpts, project data, and instructions may be sent to an approved AI provider when you request an AI feature.

Providers may include OpenAI, Anthropic, DeepSeek, Moonshot AI or Kimi, and Alibaba or Qwen, depending on the feature and current configuration. We limit the information sent to what is reasonably needed, apply organisation and project permissions before retrieval, and require users to review outputs before professional or high-impact decisions. Buildria does not sell customer content or use it to train models for unrelated third parties.

AI outputs may be incomplete or incorrect. Buildria assists qualified professionals and is not intended to make final employment, legal, safety, financial, certification, or project decisions without human review.

7. When we share personal data

We disclose personal data only as needed for the purposes described here, under customer instructions, or where law permits or requires it. Recipients may include:

• Members of the relevant organisation or project, external portal users, reviewers, and recipients of files or links according to permissions and release settings.
• Infrastructure, database, storage, hosting, document-conversion, email, notification, error-monitoring, analytics, and support providers.
• AI, transcription, embedding, and document-processing providers used for a requested feature.
• Paystack and related financial institutions for payment and subscription processing.
• Optional connected services such as Google Drive, Microsoft OneDrive, Zoom, Jotform, WhatsApp or Meta services, and Autodesk services when enabled.
• Professional advisers, auditors, regulators, courts, law-enforcement bodies, or others where disclosure is lawful and necessary.
• A buyer, investor, successor, or restructuring participant subject to confidentiality and lawful due diligence.

We do not sell personal data.

8. International processing

Some providers may store or process data outside Ghana. Before using an overseas processor, we assess the service, information involved, contractual protections, security measures, and applicable data-protection requirements. Customer organisations should not enable an integration or processing location that conflicts with their contractual, regulatory, or project obligations.

9. Access and sharing controls

Buildria uses organisation, project, role, module, financial, record-level, and external-portal permissions. Signed or time-limited links may be used for selected records. Users must check recipients and permissions before publishing, exporting, or sharing content. Customer administrators are responsible for removing access when a person changes role or leaves a project or organisation.

10. Retention and deletion

We retain account and customer content while an account or customer relationship is active and for as long as reasonably needed to provide the service, preserve project and audit history, comply with law, resolve disputes, enforce agreements, protect security, and support legitimate backup and recovery processes. Different records require different retention periods.

A customer organisation may set project or contractual retention requirements and may request the return, export, restriction, or deletion of data, subject to law and the service agreement. When deletion is approved, data is removed from active systems and later ages out of backups under controlled backup cycles, unless it must be retained for legal, security, financial, or evidential reasons. Payment, tax, audit, and security records may be retained after an account closes.

11. Security

We use reasonable technical and organisational measures appropriate to the risks, including encrypted network connections, managed infrastructure safeguards, authentication, role-based access, database row-level controls, logging, backups, and security-incident procedures. No online service can guarantee absolute security. Users must protect credentials, use approved devices and networks, and report suspected unauthorised access promptly.

12. Your rights

Subject to Ghana’s Data Protection Act, 2012 and applicable exceptions, you may ask us or the relevant customer controller to:

• Confirm whether your personal data is being processed and provide access to it, its purposes, recipients, and available source information.
• Correct, update, block, erase, or destroy personal data that is inaccurate, irrelevant, excessive, out of date, incomplete, or misleading.
• Stop or restrict specified processing that causes or is likely to cause unwarranted damage or distress.
• Stop direct marketing and withdraw consent where processing relies on consent.
• Receive an export of information where Buildria offers that capability and disclosure is lawful.
• Complain to Ghana’s Data Protection Commission or seek another remedy available under law.

We may request information needed to verify identity and locate the relevant records. Valid access requests will be handled promptly and, where section 35 of Act 843 applies, no later than 40 days after receipt. If a customer organisation controls the relevant project data, we may refer the request to that organisation or assist it in responding.

13. Children

Buildria is intended for organisations and construction professionals and is not directed to children. We do not knowingly create accounts for children. A customer must not upload a child’s personal data unless it has a documented lawful basis, appropriate authority or guardian consent where required, and safeguards suitable for the child.

14. Security incidents

We investigate suspected security incidents, work to contain them and restore system integrity, and notify the Data Protection Commission and affected individuals as soon as reasonably practicable where Ghanaian law requires notification. Customers and users should report suspected loss, unauthorised access, or disclosure to [email protected] without delay.

15. Cookies and analytics

Buildria uses essential cookies and similar technologies for authentication, security, preferences, and service operation. Optional analytics may record page views and feature events when configured. We do not intentionally include project-document contents in analytics events. Where consent is required for a non-essential technology, we will provide a choice before enabling it.

If you allow optional analytics, Microsoft Clarity records masked page interactions, page URLs, device and browser information, and engagement and click signals to help us identify usability problems. Page text, images and form inputs are masked. We do not send custom user names or email identifiers to Clarity. Analytics cookies are enabled only after your choice; advertising storage remains disabled. You can withdraw your choice using Cookie preferences in your account menu or the control below. Microsoft processes this information as described in its Privacy Statement.

We remember both accepting and declining optional analytics in this browser, as well as whether you have seen a cookie or app-install invitation. Ignoring the cookie invitation keeps optional analytics off. This prevents repeated prompts. Essential preference cookies last up to one year; browser storage keeps your preferences until you change them or clear your browser data. A different browser or cleared storage may require a new choice.

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16. Changes to this policy

We may update this policy when the product, providers, or law changes. We will publish the current version and effective date and give additional notice of material changes where appropriate.

17. Contact and complaints

Questions, rights requests, and incident reports may be sent to the Buildria Privacy Owner at [email protected] or delivered to Open Zeep Technologies Ltd at HNO. 4, near Maple Court, W O Abam Close, East Legon, Accra, Ghana, digital address GA-483-7471.

You may also contact Ghana’s Data Protection Commission through dpc.gov.gh, [email protected], or the contact details published by the Commission. We encourage you to contact us first so that we can investigate and respond, but this does not limit your right to complain to the Commission.