Privacy Policy

1. What Information Do We Collect?

Personal Information You Disclose to Us

In Short: We collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you register on the Services (including when you start a free trial), express an interest in obtaining information about us or our products and Services, participate in activities on the Services, or otherwise contact us.

The personal information we collect may include:

• Names
• Email addresses
• Phone numbers
• Job titles and company name
• Usernames and passwords
• Billing addresses and mailing addresses
• Contact preferences
• Contact or authentication data

Sensitive Information. We do not process sensitive personal information.

Payment Data. We may collect data necessary to process your payment when your free trial converts to a paid subscription or when you otherwise choose to make purchases, such as your payment instrument number and the security code associated with your payment instrument. All payment data is handled and stored by our payment processor, Stripe, Inc. We do not store your full credit card number or security code on our servers. You may find Stripe’s privacy policy at https://stripe.com/privacy.

Free Trial Data. When you sign up for a free trial, we collect your name, email address, and company information. We do not collect a payment method at trial signup. Payment information is collected only when you choose to convert to a paid subscription at the end of your trial period. New

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

Information Automatically Collected

In Short: Some information — such as your IP address and browser and device characteristics — is collected automatically when you visit our Services.

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

Like many businesses, we also collect information through cookies and similar technologies.

The information we collect includes:

• Log and Usage Data. Service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services and which we record in log files. This may include your IP address, device information, browser type, settings, and information about your activity in the Services (such as date/time stamps, pages and files viewed, searches, and other actions you take).
• Device Data. Information about your computer, phone, tablet, or other device you use to access the Services, including your IP address (or proxy server), device and application identification numbers, location, browser type, hardware model, Internet service provider and/or mobile carrier, operating system, and system configuration information.
• Location Data. Information about your device’s location, which can be either precise or imprecise. We may use GPS and other technologies to collect geolocation data that tells us your current location (based on your IP address). You can opt out of allowing us to collect this information by refusing access or disabling your Location setting on your device.

Analytics Providers New

We use the following third-party analytics services that automatically collect information about your use of our Services:

• PostHog — product analytics and session recording. Privacy policy: https://posthog.com/privacy

Google API

Our use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. This means we will only use data obtained through Google APIs to provide and improve user-facing features, and we will not transfer such data to third parties except as necessary to provide the service, as required by law, or with explicit user consent.

2. How Do We Process Your Information?

In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law.

We process your personal information for the following purposes:

• Account creation and authentication. To facilitate account creation, manage user accounts, and authenticate your identity, including during free trial signup and conversion to a paid subscription.
• Service delivery. To provide the core functionality of our platform, process your inputs through our AI-powered features, and deliver outputs to you.
• Billing and payments. To process subscription payments, manage free trial conversions, issue invoices, and handle refunds or disputes through our payment processor. New
• Feedback. To request feedback and contact you about your use of our Services.
• Marketing and promotional communications. To send you marketing communications in accordance with your marketing preferences. You can opt out at any time.
• Usage trends. To identify how our Services are being used so we can improve them.
• Security and fraud prevention. To detect, prevent, and respond to security incidents, fraud, and abuse.
• Legal compliance. To comply with applicable laws, regulations, and legal processes.
• Vital interests. To save or protect an individual’s vital interest, such as to prevent harm.

3. What Legal Bases Do We Rely On to Process Your Personal Information?

In Short: We only process your personal information when we believe it is necessary and we have a valid legal reason to do so under applicable law.

If you are located in the EU or UK

The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases we rely on to process your personal information. We may rely on the following legal bases:

• Consent. We may process your information if you have given us permission to use your personal information for a specific purpose. You can withdraw your consent at any time.
• Performance of a Contract. We may process your information where it is necessary to perform our contractual obligations to you, including providing the Services under our Terms of Service and managing your subscription or free trial. New
• Legitimate Interests. We may process your information when reasonably necessary to achieve our legitimate business interests, provided those interests do not outweigh your rights and freedoms. For example: analyzing usage to improve the Services, sending relevant product communications, and ensuring platform security.
• Legal Obligations. We may process your information where necessary for compliance with our legal obligations.
• Vital Interests. We may process your information where necessary to protect your vital interests or those of a third party.

If you are located in Canada

We may process your information if you have given us specific permission (express consent) to use your personal information for a specific purpose, or in situations where your permission can be inferred (implied consent). You can withdraw your consent at any time.

In some exceptional cases, we may be legally permitted under applicable law to process your information without your consent, including for investigations and fraud detection, for business transactions provided certain conditions are met, if it is contained in a witness statement necessary to assess or settle an insurance claim, for identifying injured, ill, or deceased persons, if we have reasonable grounds to believe financial abuse has occurred, if required to comply with a subpoena, warrant, or court order, or if the information is publicly available as specified by the regulations.

4. When and With Whom Do We Share Your Personal Information?

In Short: We may share information in specific situations described in this section and with the following categories of third parties.

We may share your data with third-party vendors, service providers, contractors, or agents (“third parties”) who perform services for us or on our behalf and require access to such information to do that work. We have contracts in place with our third parties designed to help safeguard your personal information. They cannot use your personal information beyond the purposes we have instructed, and they commit to protect and retain the data only for the period we instruct.

The categories of third parties we may share personal information with are as follows:

• Cloud Computing Services (e.g., Railway, AWS)
• AI Service Providers (e.g., OpenAI, Amazon Web Services) Updated
• Payment Processors (e.g., Stripe)
• Analytics Services (e.g., PostHog) Updated
• Communication & Collaboration Tools
• Data Storage Service Providers
• Sales & Marketing Tools
• Website Hosting Service Providers

We also may need to share your personal information in the following situations:

• Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
• Google Maps Platform APIs. We may share your information with certain Google Maps Platform APIs (e.g., Google Maps API, Places API). Google Maps uses GPS, Wi-Fi, and cell towers to estimate your location.

5. Do We Use Cookies and Other Tracking Technologies?

In Short: We may use cookies and other tracking technologies to collect and store your information.

We may use cookies and similar tracking technologies (like web beacons and pixels) to gather information when you interact with our Services. Some online tracking technologies help us maintain the security of our Services and your account, prevent crashes, fix bugs, save your preferences, and assist with basic site functions.

We also permit third parties and service providers to use online tracking technologies on our Services for analytics and advertising, including to help manage and display advertisements and to tailor advertisements to your interests.

Cookie Categories New

• Strictly Necessary Cookies. Required for the operation of our Services. They include cookies that enable you to log in, use your account, and access secure areas.
• Analytics and Performance Cookies. Allow us to count visits and traffic sources so we can measure and improve the performance of our Services. These may be set by third-party analytics providers.
• Marketing Cookies. Used to track visitors across websites to display relevant ads. We will only set these cookies with your consent where required by law.

You can set your browser to refuse all or some cookies, or to alert you when cookies are being sent. If you disable or refuse cookies, some parts of our Services may become inaccessible or not function properly.

To the extent these online tracking technologies are deemed to be a “sale” or “sharing” (which includes targeted advertising, as defined under the applicable laws) under applicable US state laws, you can opt out by submitting a request as described in Section 13 below.

6. Do We Offer Artificial Intelligence-Based Products?

In Short: We offer products, features, or tools powered by artificial intelligence, machine learning, or similar technologies.

As part of our Services, we offer products, features, or tools powered by artificial intelligence, machine learning, or similar technologies (collectively, “AI Products”). These tools are designed to enhance your experience and provide you with innovative solutions. The terms in this Privacy Notice govern your use of the AI Products within our Services.

Use of AI Technologies

We provide the AI Products through third-party service providers (“AI Service Providers”), including:

• OpenAI — for natural language processing and document analysis. Privacy policy: https://openai.com/policies/privacy-policy
• Amazon Web Services (AWS) — for document processing and machine learning inference (e.g., Amazon Textract). Privacy policy: https://aws.amazon.com/privacy/

What Data Is Shared With AI Service Providers New

When you use our AI Products, the following categories of data may be transmitted to our AI Service Providers:

• Document content you upload (e.g., construction plans, specifications, PDF files)
• Text inputs you provide within the platform (e.g., search queries, takeoff parameters)
• System-generated prompts necessary to process your request

We do not send your name, email address, payment information, or other account-level personal data to AI Service Providers as part of AI processing.

AI Provider Data Retention New

We use API-based access to our AI Service Providers. Under our data processing agreements:

• OpenAI: When accessed via their API, OpenAI does not use your inputs or outputs to train their models. Data is retained for abuse monitoring for a maximum of 30 days and then deleted.
• AWS: Data processed by AWS services (e.g., Textract) is encrypted in transit and at rest. AWS does not use your content to train their AI/ML models when accessed through standard API endpoints.

You must not use the AI Products in any way that violates the terms or policies of any AI Service Provider.

No Automated Decision-Making

Our AI Products assist with estimation and takeoff tasks but do not make automated decisions that produce legal or similarly significant effects on you. All outputs are presented as recommendations and require human review.

8. How Long Do We Keep Your Information?

In Short: We keep your information for as long as necessary to fulfill the purposes outlined in this Privacy Notice unless otherwise required by law.

We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements).

Specific retention periods: New

• Active accounts. For as long as your account remains active.
• Free trial accounts (not converted). Account data is retained for 90 days after trial expiration, then deleted or anonymized.
• Cancelled paid subscriptions. Account data is retained for 90 days after cancellation to allow for reactivation, then deleted or anonymized. We may retain billing records for up to 7 years as required for tax and accounting compliance.
• Backup archives. If your personal information has been stored in backup archives, we will securely store it and isolate it from any further processing until deletion is possible (typically within 90 days of the primary deletion).
• Log and usage data. Retained for up to 12 months for security and analytics purposes, then deleted or aggregated into non-identifiable form.

9. How Do We Keep Your Information Safe?

In Short: We aim to protect your personal information through a system of organizational and technical security measures.

We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. These include encryption of data in transit (TLS 1.2+) and at rest, access controls limiting employee access to personal data on a need-to-know basis, and regular review of our security practices. Updated

However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure. We cannot promise or guarantee that unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

10. Do We Collect Information From Minors?

In Short: We do not knowingly collect data from or market to children under 18 years of age.

We do not knowingly collect, solicit data from, or market to children under 18 years of age, nor do we knowingly sell such personal information. By using the Services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent’s use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at austen@canaveral.ai.

11. What Are Your Privacy Rights?

In Short: Depending on your location, you have rights that allow you greater access to and control over your personal information.

In some regions (like the EEA, UK, Switzerland, and Canada), you have certain rights under applicable data protection laws. These may include the right to request access and obtain a copy of your personal information, to request rectification or erasure, to restrict the processing of your personal information, if applicable to data portability, and not to be subject to automated decision-making. In certain circumstances, you may also have the right to object to the processing of your personal information.

We will consider and act upon any request in accordance with applicable data protection laws.

If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your Member State data protection authority or UK data protection authority.

If you are located in Switzerland, you may contact the Federal Data Protection and Information Commissioner.

Withdrawing your consent: If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time. You can withdraw your consent by contacting us using the contact details provided in Section 18 or updating your preferences. This will not affect the lawfulness of the processing before withdrawal, nor will it affect processing conducted in reliance on lawful processing grounds other than consent.

Opting out of marketing and promotional communications: You can unsubscribe from our marketing and promotional communications at any time by clicking on the unsubscribe link in the emails that we send, or by contacting us using the details provided in Section 18. You will then be removed from the marketing lists. We may still communicate with you for service-related messages necessary for the administration and use of your account.

Account Information: If you would at any time like to review or change the information in your account or terminate your account, you can log in to your account settings and update your user account. Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases in accordance with the retention periods described in Section 8. We may retain some information to prevent fraud, troubleshoot problems, assist with investigations, enforce our legal terms, and/or comply with applicable legal requirements.

12. Controls for Do-Not-Track Features

Most web browsers and some mobile operating systems include a Do-Not-Track (“DNT”) feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Notice.

13. Do United States Residents Have Specific Privacy Rights?

In Short: If you are a resident of certain US states, you may have additional rights regarding your personal information.

If you are a resident of California, Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah, or Virginia, you may have the right to request access to and receive details about the personal information we maintain about you and how we have processed it, correct inaccuracies, get a copy of or delete your personal information, and withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law.

Categories of Personal Information We Collect

We will use and retain the collected personal information as needed to provide the Services, in accordance with the retention periods described in Section 8.

Your Rights

You have rights under certain US state data protection laws, including the right to know whether we are processing your personal data, the right to access your personal data, the right to correct inaccuracies, the right to request deletion, the right to obtain a copy of data you previously shared with us, the right to non-discrimination for exercising your rights, and the right to opt out of targeted advertising, sale of personal data, or profiling that produces legal or similarly significant effects.

We have not sold or shared any personal information to third parties for a business or commercial purpose in the preceding twelve (12) months.

How to Exercise Your Rights

To exercise these rights, you can contact us by emailing austen@canaveral.ai. Upon receiving your request, we will verify your identity to determine you are the same person about whom we have information in our system. We will only use personal information provided in your request to verify your identity or authority to make the request.

Appeals

Under certain US state data protection laws, if we decline to take action regarding your request, you may appeal our decision by emailing us at austen@canaveral.ai. We will inform you in writing of any action taken or not taken in response to the appeal, including a written explanation of the reasons for the decision. If your appeal is denied, you may submit a complaint to your state attorney general.

California “Shine The Light” Law

California Civil Code Section 1798.83 permits California residents to request information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we shared personal information in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit your request in writing using the contact details in Section 18.

14. Do Other Regions Have Specific Privacy Rights?

In Short: You may have additional rights based on the country you reside in.

Australia

We collect and process your personal information under the obligations and conditions set by Australia’s Privacy Act 1988. If you do not wish to provide the personal information necessary to fulfill their applicable purpose, it may affect our ability to provide our Services. At any time, you have the right to request access to or correction of your personal information by contacting us using the details provided in Section 19. If you believe we are unlawfully processing your personal information, you have the right to submit a complaint to the Office of the Australian Information Commissioner.

15. International Data Transfers New

In Short: We may transfer your information to countries other than your own.

Our Services are hosted in the United States. If you are accessing our Services from outside the United States, please be aware that your information may be transferred to, stored, and processed by us in our facilities and by our third-party service providers in the United States and other countries.

If you are a resident of the European Economic Area (EEA), United Kingdom, or Switzerland, we rely on the following transfer mechanisms to lawfully transfer personal data outside of the EEA/UK:

• Standard Contractual Clauses (SCCs) approved by the European Commission, incorporated into our data processing agreements with third-party service providers.
• Data Privacy Framework: Where our service providers have self-certified under the EU-US Data Privacy Framework, UK Extension, or Swiss-US Data Privacy Framework.

By using our Services, you acknowledge that your information will be processed in the United States, which may have data protection laws that are different from those in your country.

16. Free Trials and Subscription Billing New

In Short: This section describes how we handle your data in connection with free trials and paid subscriptions.

When you sign up for a free trial of our Services, we collect the minimum information necessary to create your account and provide access to the trial features. This typically includes your name, email address, and company information.

Payment Collection

We do not collect payment information at the time of free trial signup. Payment data is collected only when you choose to convert to a paid subscription. At that point, your payment information is transmitted directly to our payment processor, Stripe, Inc., and is not stored on our servers. For details on how Stripe handles your payment data, see Stripe’s privacy policy.

Trial-to-Paid Conversion

At the end of your free trial, you will be prompted to enter payment information to continue using the Services. If you do not provide payment information, your access to paid features will be suspended. We will provide advance notice of the trial end date.

Data Upon Cancellation

If you cancel your subscription (whether during a free trial or a paid period), your account data will be handled in accordance with the retention periods described in Section 8. You may request deletion of your data at any time by contacting us at austen@canaveral.ai.

17. Do We Make Updates to This Notice?

In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this Privacy Notice from time to time. The updated version will be indicated by an updated “Last updated” date at the top of this Privacy Notice. If we make material changes to this Privacy Notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information.

18. How Can You Contact Us About This Notice?

19. How Can You Review, Update, or Delete the Data We Collect From You?

Based on the applicable laws of your country or state of residence in the US, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law.

To request to review, update, or delete your personal information, please email us at austen@canaveral.ai.