Privacy policy

We collect the following categories of information:

• Account information: Name, email address, organisation, and trade or role.
• Plan data: PDF files you upload, together with any corrections, annotations, comments, or adjustments you make within the Service. This may include data used to generate prenail, foundations, painting, balance of house, roofing, and similar estimating outputs.
• Usage data: Processing events, edits, activity history, action logs, error logs, and related service telemetry.
• Billing information: Billing and payment-related information processed through our payment providers. We do not store full payment card numbers.
• Artificial intelligence review artifacts: Where applicable, we may collect screenshots, replay clips, review states, and similar workflow records generated to support quality assurance, output review, support, security, dispute resolution, and service improvement.

We use information for the following purposes:

• To provide the Service: To extract quantities, generate estimates, manage projects, support account administration, process payments, and provide customer support.
• To operate, secure, and improve the Service: To maintain system performance, troubleshoot issues, monitor reliability, prevent misuse, investigate incidents, enforce our terms, and comply with legal obligations.
• To train and improve our models and workflows: We use uploaded plans, corrections, annotations, and related usage data to train, fine tune, evaluate, and improve our machine learning and workflow systems. Where commercially and technically feasible, we apply de-identification before using data for model training, evaluation, analytics, or service improvement. Data used for these purposes is not restored into customer-facing projects.
• To facilitate transactions: If you request quotes, supplier connections, pricing, availability, or ordering support, we use relevant project information to help facilitate those requests.
• To communicate with you: To send service updates, account notices, support communications, and other service-related messages.

We will not use identifiable personal information for model training without your express consent. If you do not wish to have your data used for model training, you may opt out by contacting privacy@takeoffqs.com or by agreeing enterprise terms that exclude model training.

We share information only as reasonably necessary for the purposes described in this Privacy Policy.

• Service providers: Hosting, infrastructure, analytics, customer support, security, and payment providers under contract. These providers may access information only on a need-to-know basis.
• Integration partners and suppliers: If you use features that request quotes, pricing, availability, or material orders, we may share relevant project data with suppliers or integration partners to facilitate that transaction.
• Subsidised or sponsored accounts: If your account is sponsored by a commercial partner, we may share usage statistics and limited project metadata with that partner to administer that arrangement.
• AI processing providers: We may use third-party AI providers to help process data. Some processing may occur outside New Zealand or Australia, including in the United States.

We do not sell your personal contact information to unrelated third-party advertisers. We may, however, use, analyse, and commercialise de-identified and aggregated information for product improvement, benchmarking, market intelligence, and related commercial purposes.

We retain information for as long as reasonably necessary for the purposes described in this Privacy Policy.

• Active account data: For the life of the account, unless you delete the data earlier.
• Deleted account data: Removed from user-facing systems promptly and generally within 14 days. Residual backup copies may persist for a limited period.
• Logs and operational records: Generally retained for up to 12 months.
• Training datasets: May be retained on an ongoing basis, subject to periodic review. Where commercially and technically feasible, we use de-identified data for these purposes.
• AI review artifacts: Generally retained for up to 90 days, unless a longer period is required.

We use reasonable technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration, or disclosure. Measures include industry-standard encryption for data in transit and at rest, role-based access controls, authentication controls, audit logging, monitoring, incident response processes, and contractual requirements for subprocessors.

No method of transmission over the internet or method of electronic storage is completely secure, and we cannot guarantee absolute security.

If we become aware of a privacy breach that has caused or is likely to cause serious harm, we will promptly take steps to contain and investigate the breach, and will notify the Office of the Privacy Commissioner and affected individuals where required.

Subject to applicable law, you may request access to, correction of, or deletion of personal information we hold about you. Contact privacy@takeoffqs.com or support@takeoffqs.com. We aim to respond within 20 business days.

Our Service is not directed to children under 16. We do not knowingly collect personal information from children under 16.

If you believe we have interfered with your privacy, you may complain to the Office of the Privacy Commissioner (New Zealand) or the Office of the Australian Information Commissioner.

Our Service uses automated tools, including machine learning and AI-assisted processing, to help generate estimating outputs and related workflow suggestions. These tools are intended to support human review, not replace professional judgment.

To the extent applicable, we do not use solely automated processing to make legally significant decisions about individuals without meaningful human involvement.

We may update this Privacy Policy from time to time. If we make a material change, we will take reasonable steps to notify users. Your continued use of the Service after an updated Privacy Policy becomes effective will be treated as acceptance.

We use cookies and similar technologies to operate, secure, analyse, and improve the Service, and to support marketing.

• Strictly necessary: Essential for core functions (authentication, session management, security).
• Performance and analytics: Help us understand usage patterns. Data is commonly aggregated or de-identified.
• Functionality: Remember your choices and preferences.
• Targeting and advertising: Deliver relevant adverts and measure campaign effectiveness.

Most browsers allow you to block or delete cookies. If you decline non-essential cookies, some features may be limited.

If you have questions about this Privacy Policy or our privacy practices, contact privacy@takeoffqs.com or support@takeoffqs.com.