Privacy policy

1. Who handles your information

Build Smart Management Group runs this service from Harare, Zimbabwe. Contact us using the details below with any privacy question, request or concern. This policy covers the Build Smart service; suppliers, payment providers and messaging services have their own policies too.

2. Information we collect

• Your name, phone or WhatsApp number and optional email, and, if you create an account, your account details and a one-way hash of your password.
• Project location, stand, scope, plans, photos, measurements, confirmations and the BOQs we generate.
• When you use our WhatsApp service: messages, attachments, message identifiers, conversation progress, and sent, delivered and read receipts.
• Payment references and proofs, payment status, amounts and staff review records, and invoices and receipts for project billing.
• Project membership, site updates, photos, materials, spending, reviews and the supplier or service requests you choose to send.
• Technical information used to run the service, such as session cookies, request and error logs, and public-site analytics.

Send only what the service needs and, where you can, cover unrelated account details or transactions on a payment proof. Do not send passwords, full card details or unnecessary identity documents through WhatsApp.

3. How we use information

We use your information to receive and assess plans, prepare estimates, confirm missing details, verify payments, deliver BOQs, run the project services you ask for and answer support requests. We also use records to prevent duplicate payments, investigate errors or misuse, keep the service secure and account for transactions.

Plan analysis can use automated or AI-assisted tools, which can make mistakes, so check the information and assumptions in a BOQ. A proof-of-payment image is not treated as confirmed payment on its own.

4. Service providers and sharing

Information may be processed by the providers needed for the features you use:

• Meta / WhatsApp: messages, phone identifiers, attachments and delivery information for WhatsApp messaging.
• Anthropic: plans and analysis instructions when AI plan analysis is on.
• Paynow: payment reference, amount and contact details for online payment.
• Resend: email address and message content when email is on.
• Hosting and infrastructure providers, including Fly.io: records, uploaded files and operational data needed to host and maintain the service.
• Project participants and listed providers: what is relevant when you invite them or ask for their services. Keep the private project links you share safe.

Providers may process information outside Zimbabwe. We may share relevant records when the law requires it, or to deal with fraud, a dispute or a security incident. We do not offer customer plans or payment proofs for public sale.

5. Cookies and analytics

Account and staff sessions use a cookie to keep you signed in. Public pages may load Pulse analytics from pulse-sites.com for visits and checkout events, including the BOQ fee on a conversion event. Such a browser script can read browser and page information; calling analytics cookieless does not mean no information is processed.

You can clear or block cookies in your browser, but signing in may then stop working. The Privacy policy, Terms of service and Data deletion pages do not intentionally load the optional analytics script when you open them directly.

6. Access and security

Staff tools need a sign-in, and every payment review records who made it. Uploaded files are stored with the application data. Some order and project pages open with a private link instead of a login: treat those links as confidential and share them only with the people meant to use them. No online service can guarantee complete security, so tell us if a link or account may have been exposed.

7. Retention

We keep records to support your orders, project history, payment checks and related support. We do not currently promise a fixed automatic deletion period; you can ask for deletion as described below. Some transaction, audit, fraud-prevention or dispute records may need to be kept to meet applicable obligations; we explain any exception when we handle your request.

Where backups exist, they may hold information until they are replaced or removed under the backup process. A deletion request to Build Smart does not remove copies held independently by WhatsApp, payment providers or project participants, or files already downloaded or shared.

8. Your choices and requests

Contact us to ask for access to, correction of or deletion of information about you. We may first check that you control the account or the original phone number, and ask which records you want us to review. See our Data deletion instructions.

Reply STOP to pause automated WhatsApp updates, or HELP to reach a person when the automated channel is connected. Stopping messages does not delete your records; deletion is a separate request. Agreeing to service messages is not agreeing to unrelated marketing.

9. Updates and contact

We may change this policy as the service changes. The effective date at the top identifies this version. Contact the team below about privacy or about changes that affect your use of the service.