Data Policy

1. Purpose

This policy governs how BuildHawk Pty Ltd collects, stores, uses, and protects data submitted to or generated by the Hawktress platform across all seven lifecycle stages: Estimating, Pre-Construction Planning, Contract Administration, Project Execution, Practical Completion, Intelligence Layer and Reporting.

It applies to all builders, trades and suppliers who access Hawktress under any subscription tier. BuildHawk is committed to handling all data with commercial integrity and confidentiality, in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

2. Data we collect

2.1 Estimating and pre-construction data

• Trade quotes, scope descriptions, labour and material costs, rate types and quote documents
• Feasibility cost models and preliminary budget figures
• Procurement strategy notes and trade lead time records

2.2 Contract administration and execution data

• Variation claims, variation values, approval status and supporting documents
• Purchase order values, issued dates, completion dates and final invoiced amounts
• Committed costs, forecast final costs and programme dates
• Supplier delivery performance and invoice records

2.3 Reporting data

• Project-level cost and margin data used in monthly director reports
• Company-level financial snapshot data including contracted revenue, committed costs and forecast figures
• Aged debtor and cash position data where provided by the builder

2.4 Profile data

• Builder, trade and supplier contact information and business details
• Brand kit assets including logos, colours and fonts
• Subscription tier and engagement history

3. How we use your data

3.1 Primary use

All data is used to deliver the subscribed Hawktress service across the relevant lifecycle stages. This includes generating estimates, pre-construction benchmarks, variation assessments, live cost tracking, completion reports and monthly director reports.

3.2 Anonymised benchmarking

Hawktress uses anonymised, aggregated cost data to generate regional market benchmarks. The following rules apply without exception:

• The source of any pricing data is never disclosed to any party
• Regional benchmarks show market-level pricing only, never project-specific or builder-specific figures
• No data submitted by any subscriber is attributed to that party in any output visible to another subscriber
• Supplier names are never disclosed in benchmark outputs

3.3 Variation threshold enforcement

Variation and quote data is used by Hawktress to enforce the 5% variance threshold. When a variation or quote exceeds this threshold, the relevant record is flagged automatically. This flag is visible internally to BuildHawk and the relevant builder's CA. It is not shared with any other subscriber.

4. Data storage

Hawktress data is stored in GoHighLevel. Platform hosting arrangements are subject to confirmation and will be communicated to subscribers when finalised. BuildHawk takes reasonable steps to ensure that any hosting provider meets appropriate data security standards.

5. Currency and regional separation

Australian project data is recorded and reported in AUD. New Zealand project data is recorded and reported in NZD. Data is never converted across currencies. Regional benchmarks are kept market-specific and are not combined across currency zones.

6. Data access and security

6.1 Internal access

Access to Hawktress data within BuildHawk is role-based and determined by Nathan Holloway (Director). The CA has access to project and variation data for jobs under their management. Estimators have access to quote and actual cost data. No team member accesses data beyond their assigned role.

6.2 Subscriber access

Builders and trades access only their own data and anonymised market benchmarks. No subscriber can access another subscriber's project, cost, or variation data. Supplier profiles are visible to relevant builder subscribers as part of the supplier platform product only.

7. Data retention

BuildHawk retains subscriber data for the duration of the subscription and for seven years following its end, in accordance with Australian record-keeping obligations under the Corporations Act 2001 and the Income Tax Assessment Act 1997.

8. Disclosure

BuildHawk will not disclose subscriber data to any third party except where required by law, to platform infrastructure providers for service delivery purposes, or with the express written consent of the subscriber. BuildHawk does not sell, license, or commercially transfer subscriber data under any circumstances.

9. Privacy complaints

Complaints may be lodged in writing to services@buildhawk.com.au. BuildHawk will acknowledge within 5 business days and respond substantively within 30 days. Unresolved complaints may be escalated to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

10. Policy updates

BuildHawk reserves the right to update this policy. Subscribers will be notified of material changes by email at least 14 days before changes take effect. Continued use of the platform following notification constitutes acceptance of the updated policy.