How to remove one person's access, delete your own account, or delete an entire organisation and every record in it. Three different things, with three different consequences.
Email privacy@buildmindhq.com from the address on your account with the subject Delete my organisation. We confirm within 5 business days and complete the deletion within 30 days.
Option 1 — remove one team member
Use this when someone leaves and their access should end, but the organisation and its records should stay exactly as they are.
- In the app, open Teams.
- Find the member and choose Remove.
- Their link to your organisation is cleared immediately. On their next load they see the onboarding screen, not your data.
Two things to know. Only owners and admins can do this, and an admin cannot remove an owner. An organisation's last owner cannot be removed — promote someone else first, or the organisation would be left with nobody able to administer it.
Records that person created stay with the organisation. An estimate does not belong to whoever typed it; it belongs to the business.
Option 2 — delete your own account
Use this if you want your personal login gone but the organisation to continue.
Ask an owner or admin to remove you first (option 1). Then email privacy@buildmindhq.com from your registered address with the subject Delete my account. We will delete your login and your profile record.
If you are the only owner of an organisation, we cannot delete your account without either transferring ownership to someone else or deleting the organisation as well. Say which you want in the email.
Option 3 — delete an organisation and all its records
Send an email to privacy@buildmindhq.com from the email address registered as an owner of the organisation, with the subject Delete my organisation. Include the organisation name.
We will verify the request comes from an owner, confirm receipt within 5 business days, and complete deletion within 30 days.
What gets deleted
- The organisation record, its settings and its branding.
- Every member profile attached to it, and every pending invitation.
- All contacts and projects, including notes and internal notes.
- All price book items, estimates and their line items.
- All invoices, recorded payments, change orders and purchase orders.
- All jobs and their timelines, checklists, materials, crew questions and field logs.
- Every file and photo uploaded under the organisation, including site photos in the private storage bucket.
- All AI request history — assistant conversations, vision estimates, permit drafts, generated logs.
- The activity log and every pre-construction handoff package, including its public share links, which stop resolving.
What does not get deleted, and why
- Anything you already sent out. A PDF you emailed, a handoff package a client saved, an invoice a customer printed — those left our system when you sent them. We cannot recall them.
- Payment records held by Stripe. Transactions processed through Stripe live in Stripe's systems under their retention rules, and are subject to financial record-keeping law.
- Encrypted backups. Residual copies may remain in backups for a short period before being overwritten on the normal cycle. They are not accessible for ordinary use.
- Records we must keep by law, such as billing and tax records, retained only for as long as the law requires.
Deleting an organisation removes your entire job history — every estimate, every invoice, every price book item. It cannot be undone. If you only want to stop being billed, cancel the subscription instead; that suspends access and leaves the records in place should you come back. Take an export first (below) even if you are certain.
Get an export first
There is no export button in the interface yet. Email privacy@buildmindhq.com with the subject Export my data and we will produce a machine-readable copy of your organisation's records. Do this before requesting deletion — once deletion runs there is nothing left to export from.
If you are a customer of one of our customers
If a contractor holds your details in BuildMindHQ and you want them removed, the request goes to that contractor, not to us. They control what is in their organisation; we hold it on their behalf and act on their instructions.
Write to them first. If you cannot reach them, or you are not sure who holds your record, email privacy@buildmindhq.com — we will pass the request on and tell you that we have.
Questions
Anything unclear, or a request that does not fit the options above: privacy@buildmindhq.com