Terms of Service & Privacy Policy

The Service is intended for business and professional use only. You represent that you are at least 18 years old and have authority to bind the business or organization on whose behalf you use the Service.

The Service is not intended for children or for personal, family, or household consumer use.

We are based in India, but the Service may be used by customers and users in the United States, India, the United Kingdom, the European Economic Area, Canada, Australia, the Middle East, and other regions.

You are responsible for ensuring that your use of the Service is lawful in every jurisdiction where you, your users, your subcontractors, your brokers, your vendors, and your recipients are located.

Nothing in these Terms excludes rights, remedies, warranties, or protections that cannot lawfully be excluded under applicable law. Where local law gives you mandatory rights that cannot be waived, those rights continue to apply only to the extent required by law.

BuildProof helps customers request, collect, store, track, review, and manage certificates of insurance, insurance documents, expiry dates, reminders, document uploads, broker communications, vendor information, and related compliance workflows.

The Service may use automation, optical character recognition, artificial intelligence, third-party integrations, emails, SMS messages, analytics, audit logs, and manual review workflows to assist with insurance-document tracking.

The Service is a tracking, workflow, communication, and document-management tool only.

We are not an insurance company, insurance broker, insurance agent, legal advisor, risk consultant, auditor, accountant, construction consultant, or compliance authority. We do not issue insurance, place insurance, bind coverage, guarantee coverage, verify coverage with carriers unless expressly stated in a separate written agreement, guarantee enforceability of any policy or endorsement, or determine whether a subcontractor, vendor, contractor, project, or customer is legally, contractually, or commercially compliant.

Any statuses, alerts, summaries, extracted fields, AI outputs, deficiency notices, approval labels, rejection labels, dashboards, reports, payment-hold indicators, or suggested actions are provided for convenience only and must be independently reviewed by you, your insurance broker, legal counsel, risk manager, accounting team, or other qualified professional.

You remain solely responsible for deciding whether to accept a document, allow work to begin, release payment, approve a vendor, rely on any insurance document, or take any action based on the Service.

You are responsible for all activity under your account, workspace, invited-user access, upload links, magic links, and integrations. You must keep credentials, links, and access tokens secure.

We may provide “magic links” or no-login upload links to subcontractors, brokers, vendors, or other invited users. Anyone with access to a valid link may be able to upload documents, view limited request information, or provide information. You are responsible for sending links only to intended recipients and for verifying uploaded documents before relying on them.

We may suspend or restrict access if we believe there is unauthorized use, security risk, misuse, non-payment, unlawful activity, violation of law, violation of third-party platform terms, or breach of these Terms.

You are responsible for:

1. ensuring that all information submitted through the Service is accurate, lawful, current, and complete;
2. obtaining all permissions, notices, authorizations, and consents required to upload, share, message, process, or store information about employees, subcontractors, brokers, vendors, agents, customers, or other individuals;
3. verifying all insurance documents, endorsements, limits, exclusions, policy terms, expiry dates, certificate holders, additional insured language, waiver language, and compliance decisions independently;
4. configuring your requirements, templates, reminders, escalation rules, integrations, and communications correctly;
5. complying with all applicable laws, contracts, insurance requirements, procurement rules, accounting rules, employment rules, telecommunications rules, anti-spam rules, privacy rules, and data-protection requirements;
6. ensuring that phone numbers and email addresses used for reminders, upload links, and broker communications are valid and authorized for such communication;
7. maintaining backup copies of documents you require for legal, audit, tax, insurance, project, payment, or recordkeeping purposes;
8. managing your users, permissions, and connected third-party services;
9. reviewing all AI, OCR, automation, and human-review outputs before relying on them; and
10. ensuring that your use of the Service does not violate any third-party rights, platform terms, or applicable laws.

AI, OCR, automation, machine-learning tools, document parsing, and human review may be inaccurate, incomplete, delayed, unavailable, or unable to interpret complex insurance documents, exclusions, endorsements, amendments, forged documents, altered documents, handwritten documents, poor scans, carrier-specific forms, ambiguous language, or inconsistent policy terms.

We do not guarantee that the Service will identify every issue, missing requirement, exclusion, invalid policy, altered document, fraudulent certificate, expired policy, incorrect endorsement, or legal/compliance risk.

You agree not to rely solely on automated outputs or Service-generated statuses and to independently verify all important information before taking action.

The Service may connect with or depend on third-party services such as payment providers, cloud hosting providers, email providers, SMS providers, accounting systems, construction-management systems, insurance-related systems, AI/OCR providers, storage providers, analytics providers, support tools, and authentication providers.

We are not responsible for third-party services, outages, fees, data handling, security incidents, errors, policy changes, discontinued APIs, rate limits, message delivery failures, integration failures, or actions taken within third-party platforms. Your use of third-party services may be governed by their own terms and policies.

You authorize us to access, transmit, store, and process data from connected third-party services as necessary to provide, secure, support, maintain, and improve the Service.

By using the Service, you authorize us to send operational emails, SMS messages, reminders, upload links, deficiency notices, renewal notices, payment-risk notifications, broker requests, security notices, and related communications to you and to contacts you provide or authorize.

You represent that you have obtained all legally required permissions to send communications to those contacts, including any consent required under anti-spam, telemarketing, electronic-communications, SMS, and privacy laws.

Message delivery is not guaranteed. SMS and carrier charges may apply. Recipients may opt out where applicable, and certain Service features may no longer function if they opt out.

You must not use the Service to send unlawful, unsolicited, deceptive, fraudulent, abusive, or marketing communications unless you are solely responsible for ensuring that such communications comply with all applicable law.

Fees are as displayed on the website, in the app, in an order form, invoice, subscription checkout, or other written confirmation. Unless expressly stated otherwise, fees are payable in advance, non-refundable, and exclusive of applicable taxes, payment gateway charges, bank charges, telecommunications charges, carrier fees, and third-party fees.

You authorize us and our payment processors to charge your selected payment method for all applicable fees and taxes.

Refunds, credits, discounts, pauses, extensions, cancellations, or account adjustments are provided solely at our discretion, unless required by applicable law or expressly agreed by us in writing.

We may change pricing, plans, usage limits, features, and billing terms by providing notice as required by law or through the Service.

Failure to pay may result in suspension, termination, restricted access, or deletion of data in accordance with our retention practices.

See our Cancellation & Refund Policy for the specific terms that apply to trials, monthly subscriptions, annual subscriptions, and billing errors.

You must not:

1. use the Service for unlawful, fraudulent, harmful, deceptive, abusive, or unauthorized purposes;
2. upload malware, malicious code, forged documents, illegal content, or content that infringes third-party rights;
3. attempt to bypass security, billing, access controls, rate limits, or usage restrictions;
4. scrape, reverse engineer, copy, resell, sublicense, or commercially exploit the Service except as expressly permitted;
5. interfere with the Service or other users;
6. use the Service to send spam, unlawful SMS messages, unlawful emails, unsolicited marketing, or deceptive communications;
7. misrepresent insurance status, coverage, approvals, endorsements, or compliance decisions;
8. use the Service to make unlawful automated decisions affecting individuals;
9. upload sensitive personal data unless necessary for lawful business use and properly authorized; or
10. use the Service in any way that creates legal, regulatory, operational, reputational, or security risk for us.

We may investigate, suspend accounts, remove content, block messages, or terminate access if we believe this section has been violated.

As between you and us, you retain ownership of documents, files, vendor information, insurance information, contact information, project information, and other content submitted to the Service (“Customer Data”).

You grant us a worldwide, non-exclusive, royalty-free license to host, store, copy, transmit, process, display, analyze, and use Customer Data as necessary to provide, secure, support, maintain, improve, and operate the Service; communicate with users and contacts; comply with law; enforce these Terms; prevent fraud or abuse; and protect our rights, users, and systems.

You are solely responsible for Customer Data and for ensuring that you have the right to upload and process it.

We and our licensors own all rights, title, and interest in the Service, software, workflows, templates, designs, dashboards, text, logos, trademarks, algorithms, models, documentation, know-how, and related intellectual property.

You may use the Service only as permitted by these Terms. Feedback, suggestions, or ideas you provide may be used by us without restriction or compensation.

Depending on the context, we may act as:

1. an independent controller / data fiduciary for account, billing, website, marketing, support, security, and business-administration data; and
2. a processor / service provider / operator for Customer Data that we process on your behalf through the Service.

Where we process Customer Data on your behalf, you are responsible for providing required notices, identifying a lawful basis, obtaining required consents, handling data-subject requests where applicable, and giving us lawful instructions.

If you require a separate Data Processing Addendum, Standard Contractual Clauses, subprocessor list, or security exhibit, contact us at privacy@buildproof.build.

We may collect:

1. account information such as name, business name, email, phone number, role, authentication data, billing details, and support communications;
2. subcontractor, broker, vendor, employee, customer, and project contact information provided by you or your authorized users;
3. insurance document information, including certificates of insurance, policy numbers, limits, expiry dates, producer/broker details, endorsements, certificate holders, descriptions of operations, uploaded documents, and metadata;
4. usage information such as login activity, device/browser data, IP address, pages viewed, actions taken, upload activity, reminder activity, audit logs, and approximate location derived from IP address;
5. communications data such as emails, SMS messages, delivery status, replies, opt-out status, and support messages;
6. integration data from services you connect, such as accounting, construction-management, storage, communication, insurance, or payment platforms;
7. payment and billing data processed by our payment providers; and
8. fraud-prevention, security, and compliance data.

We use personal data to:

1. provide, operate, maintain, and improve the Service;
2. create accounts and authenticate users;
3. send reminders, upload links, SMS messages, emails, deficiency notices, renewal notices, service communications, and support responses;
4. process uploaded documents and extract, classify, summarize, or display information;
5. provide dashboards, reports, audit logs, and workflow statuses;
6. process payments, invoices, taxes, and account administration;
7. detect, prevent, and investigate fraud, forged documents, security incidents, misuse, and unauthorized activity;
8. comply with legal obligations and enforce legal rights;
9. respond to requests, complaints, and grievances;
10. improve and develop features, analytics, and product performance; and
11. send marketing communications where permitted by law, with opt-out choices where required.

Where required by law, we rely on one or more legal bases for processing personal data, including consent, performance of a contract, legitimate interests, compliance with legal obligations, protection of rights and security, and your instructions as our customer.

Where consent is required, you are responsible for obtaining and recording required consents from individuals whose personal data you submit, including subcontractors, brokers, employees, vendors, customers, and representatives.

We may share personal data with:

1. authorized users in your workspace;
2. subcontractors, brokers, vendors, or contacts you invite or authorize;
3. service providers and processors who support hosting, storage, SMS, email, AI/OCR, analytics, payments, security, support, and integrations;
4. third-party platforms you connect to the Service;
5. professional advisers, insurers, auditors, or legal representatives;
6. government authorities, regulators, courts, law enforcement, or other parties where required by law or to protect rights and safety; and
7. acquirers, successors, or investors in connection with a merger, acquisition, financing, reorganization, due diligence, or sale of assets.

We do not sell personal data in the ordinary sense of exchanging it for money. If our use of cookies, analytics, advertising, or similar technologies is considered a “sale,” “sharing,” or targeted advertising under applicable law, we will provide required choices where applicable.

We may store, access, and process personal data in India, the United States, the European Economic Area, the United Kingdom, and other countries where we or our service providers operate.

Where required, we use appropriate safeguards for international transfers, which may include standard contractual clauses, transfer impact assessments, data processing agreements, contractual protections, security measures, or other lawful transfer mechanisms.

By using the Service and submitting data, you authorize cross-border processing and transfers as necessary to provide the Service, unless prohibited by applicable law.

We use reasonable technical and organizational measures designed to protect personal data. However, no system, network, storage method, transmission method, AI tool, email, SMS, integration, or internet-based service is completely secure. We do not guarantee absolute security.

You are responsible for configuring access controls, reviewing user permissions, securing your devices, protecting login credentials and magic links, and maintaining backups of critical documents.

We retain personal data and Customer Data for as long as reasonably necessary to provide the Service, maintain audit records, comply with legal obligations, resolve disputes, enforce agreements, prevent fraud, maintain backups, and support legitimate business purposes.

After account termination, we may delete, anonymize, retain, or archive data in accordance with our internal retention practices, legal requirements, backups, and operational needs.

Depending on your location and applicable law, you may have rights to request access, correction, completion, updating, deletion, portability, restriction, objection, withdrawal of consent, grievance redressal, nomination, opt-out of certain processing, or information about how personal data is used.

Requests may be sent to privacy@buildproof.build. We may need to verify identity and authority before responding. Certain requests may be limited or denied where permitted by law, including where retention is necessary for legal compliance, dispute resolution, security, fraud prevention, contractual performance, business operations, or legal claims.

Where we process Customer Data on behalf of a customer, we may refer requests to that customer or act on the customer’s lawful instructions.

If the GDPR, UK GDPR, or Swiss data-protection law applies, the following additional terms apply:

1. You may have rights of access, rectification, erasure, restriction, portability, objection, withdrawal of consent, and rights related to automated decision-making where applicable.
2. You may have the right to lodge a complaint with a data-protection authority.
3. Where we process Customer Data as processor, we process it on the customer’s documented instructions and subject to applicable data-processing terms.
4. Where we transfer personal data internationally, we use lawful transfer mechanisms where required.
5. Our legal bases may include contract, consent, legitimate interests, legal obligation, and customer instructions.

The Service is not intended to make solely automated legal or similarly significant decisions about individuals without human review.

If US state privacy laws apply, including California privacy law, the following additional terms may apply:

1. You may have rights to know/access, delete, correct, obtain a copy, opt out of certain sharing/sales/targeted advertising, limit certain uses of sensitive personal information, and not be discriminated against for exercising privacy rights.
2. We may process personal information as a service provider/processor for Customer Data and as a business/controller for account, website, billing, security, and support data.
3. We do not knowingly sell personal information for money.
4. If we use advertising or analytics technologies that are considered “sale,” “sharing,” or targeted advertising, we will provide required opt-out mechanisms where applicable.
5. Authorized agents may submit requests where permitted by law, subject to verification.

If Indian privacy law applies, including the Digital Personal Data Protection Act, 2023 and applicable rules, the following additional terms may apply:

1. We may act as a Data Fiduciary for account, website, billing, support, security, and business data.
2. We may act as a Data Processor for Customer Data processed on behalf of our customers.
3. Data Principals may have rights to access information, correction, completion, updating, erasure, grievance redressal, and nomination, subject to applicable law.
4. You are responsible for providing required notices and obtaining required consents for personal data that you submit to the Service.
5. Grievances may be sent to privacy@buildproof.build.

For SMS, email, and similar communications:

1. You are responsible for ensuring that recipients have provided any required consent or authorization.
2. You must not upload phone numbers or email addresses for unlawful messaging.
3. We may maintain opt-out lists, suppression records, delivery logs, and consent-related records where required.
4. Recipients may opt out of certain messages, and we may block or suppress communications to comply with law, carrier rules, anti-spam rules, or platform requirements.
5. You are responsible for the content, timing, accuracy, recipients, and legal basis for communications sent at your direction.

The Service is not intended for children. You must not submit personal data of children unless you have all legally required authority and consents and the submission is necessary for lawful business purposes.

We may use cookies, pixels, local storage, analytics tools, and similar technologies to operate the website, remember preferences, improve performance, understand usage, prevent fraud, secure the Service, and improve our product.

Where required by law, we will provide consent or opt-out choices for non-essential cookies and similar technologies.

If we determine that a security incident or personal data breach requires notice under applicable law, we will provide notice as required by applicable law.

Each party may receive non-public business, technical, financial, operational, project, insurance, vendor, or customer information from the other party. The receiving party must use such confidential information only to perform or receive the Service and must protect it using reasonable care.

Confidentiality obligations do not apply to information that is public, independently developed, lawfully received from a third party, or required to be disclosed by law.

To the maximum extent permitted by applicable law, the Service is provided on an “as is,” “as available,” and “with all faults” basis.

We disclaim all warranties, representations, conditions, and guarantees, whether express, implied, statutory, or otherwise, including warranties of accuracy, reliability, completeness, merchantability, fitness for a particular purpose, non-infringement, availability, uninterrupted operation, error-free operation, security, legal compliance, insurance compliance, document validity, policy enforceability, message delivery, integration availability, or suitability for your business.

To the maximum extent permitted by applicable law, we and our directors, officers, employees, contractors, affiliates, licensors, service providers, and agents will not be liable for any indirect, incidental, special, consequential, exemplary, punitive, or similar damages; loss of profits; loss of revenue; loss of business; loss of goodwill; loss of anticipated savings; business interruption; loss or corruption of data; cost of substitute services; insurance gaps; uncovered claims; denied claims; project delays; payment delays; subcontractor disputes; broker errors; legal disputes; or decisions made based on the Service, even if advised of the possibility of such damages.

To the maximum extent permitted by applicable law, our total aggregate liability arising out of or relating to the Service or these Terms will not exceed the greater of: (a) the amount actually paid by you to us for the Service in the three months immediately preceding the event giving rise to the claim; or (b) INR 10,000 / USD 100.

The limitations in this section apply to all theories of liability, whether contract, tort, negligence, strict liability, statute, equity, or otherwise, and even if a remedy fails of its essential purpose.

Nothing in these Terms excludes or limits liability to the extent such exclusion or limitation is prohibited by applicable law.

You will defend, indemnify, and hold harmless us and our directors, officers, employees, contractors, affiliates, licensors, service providers, and agents from and against all claims, damages, losses, liabilities, penalties, fines, costs, and expenses, including reasonable legal fees, arising out of or relating to:

1. your use or misuse of the Service;
2. Customer Data or documents you upload, send, process, or store;
3. your insurance, compliance, payment, vendor, subcontractor, project, or business decisions;
4. your breach of these Terms;
5. your violation of law or third-party rights;
6. your failure to obtain required consents, notices, or authorizations;
7. communications sent to contacts provided or authorized by you;
8. disputes between you and your customers, subcontractors, brokers, vendors, employees, or third parties; or
9. reliance on AI, OCR, reminders, dashboards, deficiency notices, statuses, reports, or integrations without independent review.

You may stop using the Service at any time. We may suspend or terminate access, with or without notice, if you breach these Terms, fail to pay, create risk, misuse the Service, violate law, violate third-party platform terms, or if we discontinue the Service.

Upon termination, your right to use the Service ends immediately. Fees already paid are non-refundable unless we decide otherwise or applicable law requires otherwise. Sections intended to survive termination will survive, including payment obligations, ownership, confidentiality, privacy, disclaimers, limitation of liability, indemnity, governing law, and dispute resolution.

We may update the Service and these Terms from time to time. We may add, modify, suspend, or discontinue features, integrations, pricing, usage limits, or availability.

Updated Terms will be effective when posted or otherwise notified, unless a later effective date is stated. Continued use of the Service after changes means you accept the updated Terms.

These Terms are governed by the laws of India, without regard to conflict-of-law principles.

Subject to the arbitration clause below and to any mandatory law that cannot be waived, the courts located in Pune, Maharashtra, India will have exclusive jurisdiction over disputes arising out of or relating to these Terms or the Service.

Before starting formal proceedings, the parties will first attempt to resolve disputes in good faith by written notice to the other party.

If a dispute is not resolved within 30 days of notice, the dispute will be referred to arbitration under the Arbitration and Conciliation Act, 1996. The arbitration will be conducted by a sole arbitrator appointed by us, unless applicable law requires another process. The seat and venue of arbitration will be Pune, India. The language of arbitration will be English. The arbitral award will be final and binding.

Nothing prevents either party from seeking urgent interim or injunctive relief from a court of competent jurisdiction.

You must not use the Service in violation of applicable sanctions, export-control laws, anti-corruption laws, or trade restrictions. You represent that you are not located in, organized under the laws of, or ordinarily resident in a sanctioned jurisdiction, and are not on a restricted-party list, to the extent such restrictions apply.

These Terms are the entire agreement between you and us regarding the Service and replace prior discussions or agreements about the Service. You may not assign these Terms without our prior written consent. We may assign these Terms in connection with restructuring, merger, acquisition, sale of assets, financing, incorporation of our business, or by operation of law.

If any provision is unenforceable, the remaining provisions will continue in effect. Our failure to enforce any provision is not a waiver. We are not liable for delays or failures caused by events beyond our reasonable control.

For support, privacy requests, complaints, or grievances, contact:

We will review and respond to requests in accordance with applicable law and our internal procedures.

By using BuildProof, you agree to our Terms of Service & Privacy Policy. BuildProof is a tracking and workflow tool only and does not provide legal, insurance, brokerage, risk, or compliance advice. All refunds are discretionary unless required by law.