BuilderPay
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Last updated: 8 October 2026
This policy explains what personal information BuilderPay collects, why, and what rights you have over it.
1. Who we are
BuilderPay is a job tracking and invoicing app for UK contractors and tradespeople, available at builderpay.app.
BuilderPay is operated by Charalampos Louzi, trading as BuilderPay ("we", "us", "our"). We are registered with the Information Commissioner's Office (ICO) under registration number ZC268720.
For any question about this policy or your personal information, email us at hello@builderpay.app.
2. Our two roles
We handle personal information in two different ways, and this affects who is responsible for it.
Information about you, our customer. When you sign up and use BuilderPay, we decide how your account information is used. For this information we are the data controller, and this policy explains how we handle it.
Information about your clients. When you add your own clients' details (for example their names, addresses and email addresses on jobs, quotes and invoices), you decide what to add and how it is used. For this information you are the data controller and we act as your data processor: we store and send it only to provide BuilderPay to you, and never use it for our own purposes.
If you are a client of a BuilderPay user and have a question about your information, please contact the business that sent you the invoice or quote. We will help them respond where needed.
3. Information we collect
Information you give us
- Account details: your name, email address, phone number and password (stored in encrypted form).
- Business details: business name, business address, logo, UTR number and VAT number if you are VAT registered.
- Bank details: account name, sort code and account number, which we show on your invoices so your clients know how to pay you. We do not use these to take payments from you.
- Your work records: jobs, notes, photos, quotes, invoices, payment status and reminders you create.
- Your clients' details: names, addresses, email addresses and phone numbers you add (see section 2).
- Messages to us: anything you send us by email or through support.
Information collected automatically
- Technical data: IP address, browser and device type, and pages visited, used to run and secure the service.
- Notifications: if you turn on push notifications, a device token so we can send you reminders.
- Cookies: see section 8.
Information from others
- Payments: our payment provider, Stripe, tells us whether your subscription payment succeeded and the last four digits and expiry of your card. We never see or store your full card number.
- How you found us: if you arrive from an advert or link, we may record which one (for example a Facebook advert).
4. How we use your information
UK data protection law requires a lawful basis for each use. We never sell your personal information.
| What we use it for | Lawful basis |
|---|---|
| Creating and running your account, and providing BuilderPay's features | Contract |
| Generating and sending your invoices, quotes and reminders by email or WhatsApp | Contract |
| Taking subscription payments and keeping billing records | Contract; legal obligation (tax records) |
| Sending service emails, e.g. password resets, trial ending, payment problems | Contract |
| Answering support requests | Legitimate interests (helping our customers) |
| Keeping the service secure and preventing fraud, spam and misuse | Legitimate interests (protecting users and the service) |
| Understanding how the app is used so we can improve it | Legitimate interests (improving our product) |
| Sending product updates and tips by email | Legitimate interests; you can unsubscribe at any time |
| Complying with the law and responding to lawful requests | Legal obligation |
We do not make decisions about you based solely on automated processing that have legal or similarly significant effects.
5. Who we share it with
We share information only with service providers who help us run BuilderPay. They may use it only to provide their service to us, under contracts that require them to protect it.
| Provider | What they do for us |
|---|---|
| Supabase | Database, user login and file storage (logos, job photos) |
| Railway | Runs our application server |
| Vercel | Hosts our website and web app |
| Resend | Sends emails, including invoices, quotes and reminders |
| Stripe | Processes subscription payments |
| Google Workspace | Our business email, for support conversations |
We may also share information:
- with your clients, when you send them an invoice or quote (this is how the service works);
- with professional advisers such as accountants or lawyers;
- with the police, HMRC or other authorities where the law requires it;
- with a buyer or successor if BuilderPay is sold or restructured, who would have to keep protecting it under this policy.
6. International transfers
Our main database is hosted in Frankfurt, Germany (EU). Some of our providers are based in, or use systems in, other countries, including the United States.
When personal information is transferred outside the UK, we make sure it is protected by one of the safeguards allowed under UK law, such as:
- a UK adequacy decision, including the UK–US data bridge where the provider is certified;
- the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.
You can contact us for more detail about the safeguards for a particular provider.
7. How long we keep it
| Information | How long we keep it |
|---|---|
| Your account, business details, jobs, invoices and clients' details | While your account is open |
| The same, after you close your account | Deleted within 30 days, and from backups within 90 days |
| Our billing records for your subscription | 6 years, as required for UK tax purposes |
| Support emails | 2 years after the conversation ends |
| Technical and security logs | Up to 90 days |
| Accounts started but never used (trial expired, nothing created) | Deleted after 12 months of inactivity |
Keeping your own records: as a business you may have to keep invoices and records for several years for HMRC. Please export your data before closing your account, as we cannot recover it once deleted.
8. Security, cookies and children
Security. We protect your information with encryption in transit (HTTPS), encrypted password storage, access controls that keep each account's data separate from every other account, and two-factor authentication on our own administrative systems. No system is completely secure, so please use a strong, unique password. If a data breach is likely to put you at risk, we will tell you and the ICO as the law requires.
Cookies. We currently use only essential cookies, which keep you signed in and the app working. These do not need your consent. We do not use analytics or advertising cookies. If we add them in future, we will ask for your consent first and update this policy.
Children. BuilderPay is a business tool and is not intended for anyone under 18. We do not knowingly collect information from children.
9. Your rights
Under UK data protection law you have the right to:
- access the personal information we hold about you and get a copy;
- correct information that is wrong or incomplete;
- delete your information, where we no longer have a reason to keep it;
- restrict how we use it in certain circumstances;
- object to us using it based on legitimate interests, including for marketing;
- data portability: receive your data in a commonly used format, or have it sent to another provider;
- withdraw consent at any time where we rely on it, for example for marketing cookies.
To use any of these rights, email hello@builderpay.app. We may ask you to confirm your identity. We will respond within one month, and there is normally no charge. You can also update your details, export your data and delete your account directly in the app.
Complaints. If you are unhappy with how we handle your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
10. Changes and contact
We may update this policy as BuilderPay changes. We will show the date of the latest version at the top of this page, and if we make significant changes we will tell you by email or in the app before they take effect.
Contact: hello@builderpay.app
Charalampos Louzi, trading as BuilderPay. ICO registration number: ZC268720.