Data protection

Privacy Policy

Last updated: August 2026

1. Introduction

BuildScan respects the confidentiality of your personal data and is committed to protecting it in accordance with the General Data Protection Regulation (GDPR) and applicable Romanian law.

This policy explains what data we collect, how we use it, how we protect it and what your rights are. BuildScan provides private property inspection and technical documentation services: technical property assessment (in three packages), defect analysis and documentation, and property handover and condition documentation.

2. Personal Data Collected

We collect the following categories of personal data, depending on how you interact with us (contact form, WhatsApp, email, phone or virtual chat):

Identification and contact data

First and last name, email address, phone number, messages sent through the contact form, WhatsApp or email.

Property and project data

Property address, project details, photos, laser measurements, informative 2D plans, interactive 360 photographs, thermal images and, where applicable, drone images.

Virtual chat messages

Messages sent through the chat are used to respond to the user's request. Depending on the technical configuration, they may be processed through third-party technology providers (for example, AI model providers). We do not use chat messages for marketing without consent.

Billing data

Tax data (for legal entities), billing address, information required to issue accounting documents.

Technical and security data

IP address, browsing data, cookies, server logs and technical/security logs used to operate, monitor and protect the website.

Proof of online acceptance or withdrawal

When you accept a contract or submit a withdrawal through the link you received, we keep the date and time, the contract version, the options you ticked, the IP address and the browser or device identification. This data is accessible only to the administrator and is used solely as proof of concluding or withdrawing from the contract, for as long as needed to defend the rights of the parties.

3. Purpose of Data Processing

Service delivery: To schedule visits and deliver the requested technical documentation (technical assessment, defect documentation or handover documentation).

Communication: To contact you regarding scheduling, documentation and replies to your questions via phone, WhatsApp, email or chat.

Billing: To issue tax documents in accordance with the law.

Service improvement and security: To analyse site usage, prevent abuse and ensure technical security.

4. Legal Basis

We process your data based on the following legal grounds:

Performance of the contract: For providing the requested inspection and technical documentation services.

Legal obligations: For complying with tax and accounting law.

Legitimate interests: For service improvement, abuse prevention and data security.

Consent: For optional analytics cookies and for marketing communications, where applicable.

5. Third-party providers and transfers

Services use technical infrastructure for the following purposes; roles and transfers are determined by the applicable agreements:

Website hosting and cloud infrastructure.

Email services and contact forms.

Chat and AI model services used for the virtual assistant.

Storage services for technical documentation delivered to clients.

Assigned collaborators access project data only within their granted responsibilities and permissions. Photographs and reports serve the contracted purpose; promotional use requires separate authorisation, never inferred from an order. Provider identities, agreements and any transfers must be disclosed from actual records, not assumptions.

6. Data Security

We implement appropriate technical and organisational measures to protect your data:

Encryption of data in transit (HTTPS) and, where applicable, at rest.

Access restricted on a need-to-know basis.

Regular backups of data relevant to service continuity.

Periodic security updates.

7. Retention Period

We keep your data only as long as necessary:

Contractual, tax and technical data are kept only for the purposes and legal obligations applicable to each category. Exact periods and applicable providers require a confirmed documented policy; blanket periods of 5 or 10 years are not assumed.

8. Your Rights

Under GDPR, you have the following rights:

Right of access

To request a copy of your data.

Right to rectification

To request correction of inaccurate data.

Right to erasure

To request deletion of your data, within the limits allowed by law.

Right to portability

To receive your data in a structured format.

9. Changes to the Policy

We reserve the right to update this privacy policy. Any significant changes will be communicated by email or through a notice on the site.

BuildScan Check

The free self-check asks for your name, email, phone and locality. On completion, these details and the property details are automatically saved, accessible only to administrators, for at most 12 months. Answers, notes and photos are transferred only with your separate consent. An inspection request is created only when you explicitly submit one. Marketing consent is separate and optional.

10. Contact

For questions about data protection or to exercise your rights, contact us:

Email: contact@buildscan.ro

Phone: 0750 20 66 77

Location: Sibiu, Romania

You also have the right to lodge a complaint with the National Authority for the Supervision of Personal Data Processing (ANSPDCP) - www.dataprotection.ro