Privacy Policy

The personal information we collect depends on how you interact with Takoffa.

Account and organisation information

When you create or use an account, we may collect information such as:

• your name and work email address;
• account identifiers;
• organisation or business name;
• organisation membership and role;
• business information you provide to us; and
• account preferences and settings.

Where business verification functionality is used, we may also process business identifiers and information obtained from business or company registries.

Customer Content

When you use the Service, you may provide drawings, plans, specifications, project documents, project information, instructions and other materials ("Customer Content").

Customer Content may contain personal information relating to you or other individuals. The nature of that information depends on the documents and data you choose to submit.

Service and usage information

We may collect technical and usage information necessary to operate, secure and improve the Service, including:

• authentication and account activity;
• feature usage;
• project and processing activity;
• AI usage and allowance information;
• timestamps;
• error and diagnostic information;
• browser and device information;
• IP address and related network information; and
• security and abuse-prevention events.

Subscription and transaction information

If you purchase a paid subscription, payment and transaction processing is handled by Paddle as Merchant of Record.

We may receive information relating to your subscription and transaction, such as:

• subscription plan and status;
• transaction identifiers;
• billing status;
• renewal and cancellation information; and
• limited customer or transaction information required to administer your subscription.

Takoffa does not need to receive or store your full payment-card details in order to provide the Service.

Paddle processes information in accordance with its own applicable privacy terms.

Communications and support

If you contact us, we may process your name, email address, the content of your communication and other information you choose to provide so that we can respond and provide support.

We use personal information where reasonably necessary to operate Takoffa, including to:

• create, authenticate and administer accounts;
• provide the Service and requested functionality;
• process Customer Content and generate requested analyses and outputs;
• administer organisations, plans, subscriptions and usage allowances;
• provide customer support;
• communicate with you about your account or the Service;
• maintain, troubleshoot and improve reliability and performance;
• protect accounts, users and the Service against fraud, abuse and security threats;
• investigate errors, incidents and suspected misuse;
• understand how the Service is used and improve its functionality;
• maintain business and transaction records;
• establish, exercise or defend legal claims; and
• comply with applicable legal and regulatory obligations.

We do not sell personal information.

Business customers determine what information they submit to Takoffa.

Where Customer Content contains personal information that a customer controls — for example, information concerning its employees, workers, subcontractors, clients or other individuals — the customer may act as the data controller and Takoffa may process that information on the customer's behalf.

In those circumstances, the customer is responsible for ensuring that it has an appropriate lawful basis and authority to provide the personal information to Takoffa.

Where required by applicable data-protection law, additional data-processing terms may apply between Takoffa and the customer.

If your personal information has been provided to Takoffa by a Takoffa business customer and your request concerns information controlled by that customer, you may need to direct your request to the relevant customer. We will provide reasonable assistance where required by applicable law.

Takoffa uses third-party artificial intelligence services, including Google's Gemini API, to provide AI-assisted functionality such as analysing project documents and generating takeoffs, scope information, materials information, programmes and other requested outputs.

Customer Content and related instructions may be transmitted to these services where necessary to provide functionality requested by the user.

Takoffa does not use Customer Content to train general-purpose AI models. We use paid commercial AI services under terms that do not use Customer Content submitted through the paid service to improve or train the provider's general-purpose models by default. Takoffa does not intentionally opt Customer Content into voluntary model-training, dataset-sharing or similar programmes.

AI service providers may process or retain limited information where necessary to provide, secure or monitor their services in accordance with their applicable terms and data-processing arrangements.

Takoffa does not use AI-generated outputs to make solely automated decisions about individuals that produce legal or similarly significant effects.

Where UK GDPR, EU GDPR or similar data-protection laws apply, our legal basis depends on the purpose for which personal information is processed.

Performance of a contract

We process information where necessary to provide the Service you or your organisation has requested, including account administration, authentication, requested project processing and subscription administration.

Legitimate interests

We may process information where necessary for our legitimate interests or those of another party, provided those interests are not overridden by applicable data-protection rights.

Our legitimate interests include:

• operating and improving a reliable business software service;
• maintaining the security and integrity of Takoffa;
• preventing fraud, misuse and unauthorised access;
• diagnosing technical problems;
• understanding Service performance and usage;
• providing and improving customer support; and
• protecting our legal and commercial interests.

Legal obligations

We may process information where necessary to comply with legal, tax, accounting, regulatory or other obligations.

Consent

Where applicable law requires consent for a particular activity, we will request consent and you may withdraw it as permitted by law.

Withdrawal of consent does not affect processing that was lawful before consent was withdrawn.

We do not sell personal information.

We may share personal information where reasonably necessary with service providers that help us operate Takoffa, including providers of:

• cloud infrastructure and data hosting;
• authentication and database services;
• AI processing;
• payment and subscription processing;
• email and communications;
• security and monitoring;
• analytics and diagnostics; and
• business-information or company-verification services.

Where these providers process personal information on our behalf, we seek to use appropriate contractual and data-protection arrangements.

We may also disclose information where reasonably necessary:

• to comply with applicable law, regulation, court orders or lawful requests;
• to protect the rights, property or security of Takoffa, our customers or others;
• to investigate fraud, abuse or security incidents;
• to establish, exercise or defend legal claims; or
• in connection with a merger, acquisition, reorganisation, financing or sale of all or part of the business, subject to appropriate protections.

Information about our relevant subprocessors is available on request.

Takoffa is operated from Ukraine and uses service providers that may process information in different countries.

As a result, personal information may be transferred to, stored in or accessed from countries outside the country in which you or your organisation is located.

Where data-protection law requires safeguards for an international transfer, we seek to use an applicable lawful transfer mechanism or safeguard, which may include adequacy arrangements, approved standard contractual provisions or other mechanisms recognised by applicable law.

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including providing the Service, maintaining security and business records, resolving disputes and complying with legal, accounting and regulatory obligations.

Retention periods vary according to the type of information and why it is processed.

Customer Content is generally retained while required to provide the Service and may remain for a limited period following account or project deletion where necessary for backup, recovery, security or operational purposes.

Some records may be retained for longer where reasonably necessary for:

• financial, tax or accounting requirements;
• fraud and abuse prevention;
• security and audit records;
• transaction and subscription records;
• dispute resolution; or
• establishing, exercising or defending legal claims.

Where information is no longer required, we take reasonable steps to delete or anonymise it, subject to applicable technical and legal requirements.

We use technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

These measures may include encryption in transit, access controls, authentication controls, logging, monitoring and restrictions on access to systems and information.

No internet-based service can guarantee absolute security. You are also responsible for protecting your account credentials and promptly notifying us if you believe your account has been compromised.

Depending on applicable law and the circumstances of the processing, you may have rights relating to your personal information, including rights to:

• request access to personal information;
• request correction of inaccurate or incomplete information;
• request deletion of personal information;
• request restriction of processing;
• receive certain information in a portable format;
• object to certain processing, including processing based on legitimate interests; and
• withdraw consent where processing is based on consent.

These rights are not absolute and may be subject to exemptions or limitations under applicable law.

To exercise a data-protection right, contact us at support@takoffa.com.

We may need to verify your identity before responding to a request.

If Takoffa processes the relevant information solely on behalf of one of our business customers, we may direct your request to that customer or assist the customer in responding, as appropriate.

If you have concerns about how we process personal information, please contact us first at support@takoffa.com so that we can investigate.

Depending on where you are located and which data-protection law applies, you may also have the right to lodge a complaint with the competent data-protection supervisory authority.

Takoffa may use cookies, local storage and similar technologies where necessary for authentication, security, preferences and operation of the Service.

The Takoffa marketing website uses Google Analytics 4 to understand how the website is used. Google Analytics sets first-party analytics cookies and processes information such as pages viewed, approximate location derived from IP address, and browser and device information.

Google Analytics is not loaded and no analytics cookies are set unless you accept analytics cookies in our cookie banner. If you reject them, Google Analytics is not loaded at all. You can change or withdraw your choice at any time using the "Cookie settings" link in the website footer.

The Takoffa marketing website does not use advertising, remarketing or cross-site tracking cookies.

The Takoffa website or Service may contain links to third-party websites or services.

Those third parties operate under their own terms and privacy practices. This Privacy Policy does not govern personal information processed independently by those third parties.

We may update this Privacy Policy from time to time to reflect changes to Takoffa, our processing activities, service providers or applicable law.

Where changes are material, we will provide reasonable notice where appropriate.

The "Last updated" date at the top of this Privacy Policy identifies the latest version.

For privacy questions, requests or concerns, contact: