Privacy Policy

1. Introduction

This Privacy Policy explains how Propbite (“we”, “us”, “our”) collects, uses, discloses, and protects your information when you use our construction project tracking service (the “Service”).

Propbite operates as a commercial digital enterprise tracking service globally. For the purposes of applicable data protection laws—including the UK General Data Protection Regulation (UK GDPR), the Singapore Personal Data Protection Act (PDPA), the Thailand Personal Data Protection Act (PDPA), and the Vietnam Decree on Personal Data Protection (Decree 13)—we act as the Data Controller for your personal data.

2. Information We Collect

We collect information that you actively provide to us, as well as information generated automatically during your use of the Service:

• Account Data: Name, email address, and organization details provided during registration.
• Project Data: Construction project metrics, timelines, notes, files, and workflow data you upload.
• Visual & Media Data: Photos and videos uploaded to the platform for project tracking.
• Financial Data: Payment details, billing address, and transaction history. Note: We do not directly store your credit card numbers; these are handled securely by our external payment processing partners.
• Technical & Usage Data: IP addresses, browser type, device information, operating system, log data, and metrics on how you interact with our platform.

3. How and Why We Use Your Information (Legal Bases)

Under global data privacy laws, we must have a valid legal basis to handle your data. We use your data for the following purposes:

• To Perform Our Contract With You: Providing the core tracking service, creating your account, processing payments via our banking partners, and delivering customer support.
• Based on Our Legitimate Interests: Operating and improving the Service, including generating automated AI tags and providing semantic search capabilities over your uploaded photos, and maintaining platform security.
• To Comply With Legal Obligations: Retaining tax invoices, financial records, and responding to valid legal requests from relevant regulatory authorities.

4. Sharing & Disclosure

We do not sell, rent, or trade your personal information. To deliver our Service, we share data with trusted third-party service providers who act as data processors:

• Cloud Infrastructure & Hosting: We utilize premium, globally recognized cloud hosting providers to securely store your data, encrypted project metrics, and uploaded site images.
• AI & Processing Tools: We pass uploaded project media through secure third-party machine learning APIs to generate automated tags and power our semantic search engine.
• Payment Processing: Financial transactions are handled directly by PCI-DSS compliant international payment processing gateways to securely manage subscriptions.
• Legal Requirements: We may disclose data if required by law, regulation, or court order in our operating jurisdictions.

5. International Data Transfers & Localization

Propbite is built and managed globally, with operations spanning Thailand, Vietnam, the UK, and Singapore. All production databases, core application systems, and user media assets are physically hosted and processed in cloud infrastructure located in Singapore (Asia-Southeast Region).

• Cross-Border Transfers: When we transfer data outside of your home country (such as transferring UK, Thai, or Vietnamese user data to our primary database), we ensure it receives an equivalent level of protection through standard contractual clauses, adequacy decisions, or compliance with regional frameworks (including Singapore, Thailand, and Vietnam transfer requirements).
• Vietnam Localization Note: In compliance with Vietnamese cybersecurity and data protection regulations, if you are a user located in Vietnam, your data is transferred securely outside Vietnam to our Singapore servers under explicit contractual and encryption protections.

6. Data Retention

We retain your personal data and project records for as long as your account remains active.

If you cancel your subscription or delete your account, we safely retain your data for a limited period of 30 days to allow for seamless account reactivation. After this window expires, your data is permanently and securely deleted from our live production databases. Financial records are kept longer where legally mandated for international tax and accounting purposes.

7. Your Rights

Depending on your physical location (including the UK, Singapore, Thailand, or Vietnam), you hold specific statutory rights regarding your personal information:

• Access, Portability & Rectification: The right to request copies of your data, object to processing, or correct inaccurate profile or company data.
• Erasure (“Right to be Forgotten”): The right to request that we delete your data under certain conditions.
• Withdraw Consent: The right to withdraw any processing consent you have previously granted.
• Lodge a Complaint: The right to contact a regional data authority if you believe we have mishandled your data (e.g., the UK ICO, Singapore PDPC, Thailand PDPC, or the Vietnam Ministry of Public Security).

You can exercise these rights directly through your account dashboard settings or by contacting our team.

8. Cookies and Tracking

We use necessary cookies and localized session tokens to keep you securely signed into your dashboard, remember your interface language settings, and analyze anonymous site usage trends. You can control cookie behaviors directly via your web browser settings.

9. Security

We implement reasonable, industry-standard technical and organizational security measures to protect your construction data and media assets. Please note that no data transmission over the internet or cloud infrastructure can be guaranteed as completely secure.

10. Children’s Privacy

Our construction project tracking service is strictly designed for commercial, professional enterprise use. We do not knowingly collect information from individuals under the age of 18 (or under 16 for users in Vietnam).

11. Changes to this Policy

We will update this Privacy Policy as our features evolve or when regional laws change. If we issue any material changes to how we handle your data, we will alert you via an in-app notification or an explicit email prior to the changes taking effect.

12. Contact & Data Protection Officer (DPO)

Questions regarding this Privacy Policy, data access requests, or formal compliance inquiries should be sent to:

• Email: privacy@propbite.com