BuildNest Data Retention Policy

1. Purpose of This Policy

This Data Retention Policy explains how BuildNest retains, stores, protects, archives, and deletes personal data, business data, project data, documents, and related records collected or processed through the BuildNest website, web application, mobile applications, APIs, customer portals, and related services.

The purpose of this policy is to ensure that data is retained only for legitimate business, operational, contractual, security, legal, accounting, and compliance purposes.

2. Scope

This policy applies to data processed by BuildNest, including:

• Account and profile information.
• Company, project, site, client, vendor, and employee records.
• Construction project data, tasks, schedules, documents, photos, reports, approvals, and billing records.
• Subscription, invoice, payment status, and transaction reference data.
• Support, sales, demo, and communication records.
• Security logs, access logs, audit logs, and diagnostic information.
• Website analytics, cookie data, and consent records.

This policy applies to active customers, trial users, website visitors, prospects, administrators, employees, contractors, vendors, and authorized users of customer accounts.

3. Retention Principles

BuildNest follows these retention principles:

• Data is retained only for as long as necessary for the purpose for which it was collected.
• Customer workspace data is retained while the customer account or subscription remains active, unless deletion is requested or required.
• Certain records may be retained for legal, tax, accounting, billing, fraud prevention, dispute resolution, security, or compliance reasons.
• Data no longer required for active use may be archived, anonymized, aggregated, or securely deleted.
• Access to retained data is limited based on role, business need, and security requirements.

4. Retention Periods

5. Backup and Archive Retention

BuildNest may maintain backups, snapshots, and archived copies of data for security, disaster recovery, business continuity, compliance, and system restoration purposes.

Data deleted from active systems may continue to exist in encrypted or access-controlled backups for a limited period until backups are rotated, overwritten, or securely destroyed according to BuildNest backup procedures.

Backup data is not used for ordinary business access unless restoration, investigation, legal compliance, or security response requires it.

6. Customer Data Deletion Requests

Customers may request deletion of eligible account or workspace data by contacting BuildNest support. BuildNest may need to verify the requester's identity and authority before processing deletion requests.

Deletion requests may not apply to data that BuildNest must retain for legal, accounting, tax, billing, fraud prevention, security, dispute resolution, contract enforcement, or regulatory purposes.

• Workspace owners or authorized administrators should submit deletion requests.
• BuildNest may ask for confirmation before deleting active workspace data.
• Deletion may be irreversible once completed.
• Some data may be anonymized or aggregated instead of deleted where allowed by law.

7. Account Cancellation and Subscription End

When a paid subscription is cancelled, BuildNest may retain customer workspace data for a reasonable post-cancellation period to allow reactivation, export, billing reconciliation, support, dispute handling, and legal compliance.

After the applicable retention period, inactive workspace data may be archived, anonymized, or deleted unless a longer retention period is required.

Customers should export important records before cancelling service or requesting deletion.

8. Legal Holds and Disputes

BuildNest may suspend deletion, archival, or anonymization of data when data is subject to an active dispute, legal claim, investigation, audit, regulatory request, security incident, payment dispute, or legal hold.

Data under legal hold will be retained until the hold is released or the matter is resolved.

9. Data Minimization and Anonymization

BuildNest may anonymize, aggregate, or de-identify data when identifiable information is no longer required for the original purpose.

Anonymized or aggregated data may be used for analytics, product improvement, performance measurement, security research, benchmarking, and business reporting, provided it does not reasonably identify an individual customer or user.

10. Third-Party Service Providers

BuildNest may use third-party service providers for hosting, infrastructure, analytics, communication, support, authentication, payments, security, and related operations.

Where third-party providers process or retain BuildNest data, their retention practices may apply in addition to BuildNest's internal retention controls, subject to applicable agreements and legal requirements.

11. Security of Retained Data

BuildNest uses reasonable administrative, technical, and organizational safeguards to protect retained data against unauthorized access, misuse, loss, alteration, and disclosure.

• Role-based access controls.
• Authentication and authorization controls.
• Access logging and monitoring.
• Backup and recovery controls.
• Secure deletion or disposal practices where applicable.

12. Updates to This Policy

BuildNest may update this Data Retention Policy from time to time. Updated versions will be published on https://buildnestonline.in.

Continued use of BuildNest after updates are published constitutes acceptance of the revised policy.

13. Contact Information

For questions about this Data Retention Policy or to request eligible data deletion, contact BuildNest operated by FIXLAB.