Terms of Service

The deal between you and us, in plain English. Using BuildMindHQ means you agree to what follows.

1. Current status of the service

2. Your account and your organisation

You need an account to use the service. Accounts belong to an organisation — one company's workspace. You are responsible for keeping your login details secure and for everything that happens under your account. Tell us promptly if you think someone else has access to it.

Within an organisation, owners and admins can invite people, change roles and remove members. An owner is responsible for who has access and at what level. If you are the owner, adding someone to your organisation gives them access to your records at the level you chose — check it.

You must be at least 16 and legally able to enter a contract. If you sign up on behalf of a business, you confirm you are authorised to bind that business to these terms.

3. Acceptable use

Use BuildMindHQ to run a legitimate business. Do not use it to:

• Store or process unlawful content, or content you have no right to hold.
• Access an organisation you were not invited to, or attempt to reach another tenant's data.
• Impersonate another person or business, including in anything the software sends or publishes.
• Send communications through the service that breach anti-spam or consumer-protection law where your customers are.
• Resell or white-label the service to third parties without a written agreement with us.
• Attempt to break, overload, reverse-engineer or gain unauthorised access to the service.

We may suspend or close an account or an organisation that does these things.

4. Your data is yours

You keep all ownership of everything you put into BuildMindHQ — your contacts, projects, price book, estimates, invoices, files and notes. You grant us only the limited permission needed to run the service for you: to store your data, process it to provide the features you use, and send the relevant parts to the providers listed in our privacy policy.

We do not use your data to train models, and we do not use it for our own marketing.

You can ask for an export at any time. See data deletion for how to get everything out and everything removed.

5. Data about your customers

Most of what you store here is information about your own customers. For that data you are the controller and we are the processor: you decide what is collected and why, and we process it on your instructions to provide the service.

You are responsible for having a lawful basis to hold it, for telling your customers how you handle it, and for responding to their requests. We will pass on to you any request we receive about a record inside your organisation rather than acting on it ourselves.

6. AI-generated output

Several features produce output using an AI model. AI output can be wrong, incomplete, or unsuitable for your jurisdiction or your trade. We do not warrant that it is accurate, current, or compliant with any code or regulation.

Specifically, and without limiting the above:

• Estimated prices are estimates. The Vision Estimator returns a range derived from your own price book. It is a starting point for a human estimator, not a quotable number.
• Permit output is a draft. It is research to check, not a filed permit and not legal advice. Verify every requirement with the authority having jurisdiction before you rely on it.
• Field logs and client drafts are drafts. Nothing is sent to a client until someone on your team reviews it and chooses to send it.

You are the editor and the professional. Check it before it leaves your desk.

7. Estimates, invoices and payments

BuildMindHQ performs arithmetic on numbers you supply. Costs, markups, margins, totals and tax treatment are your responsibility to verify. We are not your accountant and the software is not an accounting system of record.

Where you use the invoice payment feature, payments are processed by Stripe under Stripe's own terms. The contract for the work being invoiced is between you and your customer; we are not a party to it, and we do not collect, hold or disburse your customers' money on your behalf.

8. Third-party services

The service depends on providers run by other companies — currently Supabase, Anthropic and Stripe. Your use of anything they provide directly is governed by their terms. They can change their APIs, restrict access, or remove a feature at any time, and that can stop part of our service working.

We will do our best to keep those integrations working. We cannot guarantee any provider remains available or continues to permit what it permits today.

9. Subscriptions and billing

Self-serve billing is not live yet; today, terms are agreed directly. Once subscription billing is available, unless stated otherwise:

• Plans are billed in advance at the price shown when you subscribe.
• Subscriptions renew automatically until you cancel.
• You can cancel at any time; access continues to the end of the period you have paid for.
• Fees already paid are non-refundable except where the law requires otherwise.
• We will give at least 30 days' notice by email before any price increase affecting you.
• Prices exclude any sales tax or VAT that applies where you are.

Lapsed payment does not delete your data. An organisation whose subscription is inactive loses access to the application, and its records are retained. Deleting a business's job history because a card expired would be a hostile way to handle a failed payment.

10. Availability

We aim to keep the service running, but we do not promise it will be uninterrupted or error-free. We may carry out maintenance, and we may change or remove features. Where a change is significant, we will tell you.

Given the development status described in section 1, features may also change materially between releases. We will not remove a feature you actively rely on without telling you first.

11. No guarantee of results

We make no promise about leads, close rate, margin, revenue or time saved. Business results depend on your market, your pricing, your crew and your execution. Any example content on our website is illustrative and is not a representation of results you will get.

12. Limitation of liability

To the fullest extent the law allows, the service is provided “as is” without warranties of any kind. We are not liable for indirect or consequential loss, lost profits, lost business, or lost data. Our total liability in any 12-month period is limited to the amount you paid us in that period.

Nothing here excludes liability that cannot lawfully be excluded.

13. Ending the agreement

You can stop using the service and delete your organisation at any time — see the data deletion instructions. We can suspend or terminate an account that breaches these terms, or that we are legally required to close. If we terminate without cause, we will refund any unused prepaid period and give you a reasonable window to export your data first.

14. Changes to these terms

We may update these terms. The date at the top shows the current version. For material changes we will give notice by email before they take effect. Continuing to use the service after that means you accept the new terms.

15. Contact

hello@buildmindhq.com