BuildFlow Terms of Service & Privacy Policy

Effective Date: August 11, 2026  ·  Last Updated: August 11, 2026

Part I — Terms of Service

Table of Contents

Part I — Terms of Service 1. About BuildFlow 2. Accounts and Eligibility 3. Subscriptions, Fees, and Payment 4. Acceptable Use 5. Your Content and Project Data 6. Intellectual Property 7. Third-Party Services and Links 8. DMCA and Copyright Complaints 9. Confidentiality 10. Warranties and Disclaimers 11. Limitation of Liability 12. Indemnification 13. Term, Termination, and Data Export 14. Changes to These Terms 15. Governing Law and Dispute Resolution 16. General Provisions

Part II — Privacy Policy 17. Information We Collect 18. How We Use Your Information 19. How We Share Your Information 20. Cookies and Similar Technologies 21. Data Retention 22. Data Security 23. Your Privacy Rights (California, EU/UK, and Other Regions) 24. Children’s Privacy 25. International Data Transfers 26. Changes to This Privacy Policy 27. How to Contact Us # PART I — TERMS OF SERVICE

1. About BuildFlow

AEC Reprographics d/b/a BuildFlow provides a construction document and project management platform, together with related reprographics, printing, scanning, graphics, and CAD services (collectively, the “Services”). The Services include software features such as Document Management, Bid Management, RFI Management, Submittal Management, CloseOut Management, CAD Management, and related tools, as well as document reproduction, wide-format printing, signage, scanning, and CAD conversion services delivered from our production facility.

“BuildFlow,” “we,” “us,” and “our” mean AEC Reprographics d/b/a BuildFlow, together with its parent, subsidiaries, and affiliates. “You” and “your” mean the individual or organization using the Services.

2. Accounts and Eligibility

To use most features of the Services, you must register for an account. You agree to (a) provide accurate, current, and complete information; (b) keep your account credentials confidential; (c) promptly notify us of any unauthorized use of your account; and (d) be responsible for all activity that occurs under your account.

You must be at least 18 years old and legally able to enter into a binding contract to use the Services. Accounts are intended for organizations engaged in the construction, architecture, engineering, real estate, and related industries. We may refuse, suspend, or terminate accounts at our reasonable discretion, including for violations of these Terms.

3. Subscriptions, Fees, and Payment

Plans. Some Services are offered on a free basis; others require a paid subscription or per-transaction fee, as described on our pricing pages or in a separate order form.

Billing. You authorize us to charge your designated payment method for all fees, taxes, and other charges incurred under your account. Subscriptions renew automatically at the end of each billing period unless canceled before renewal. You may cancel a subscription at any time from your account settings; cancellations take effect at the end of the current paid period, and fees already paid are non-refundable except as required by law.

Taxes. Fees are exclusive of applicable taxes. You are responsible for all sales, use, VAT, GST, and similar taxes, including New York State sales tax where applicable.

Reprographics and print services. For document reproduction and print services, the actual size of a drawing file is rounded to the next whole square foot. Black and white reduced-size prints are billed at the actual document size unless otherwise specified.

Disputed charges. If you believe a charge is incorrect, contact us within 60 days of the charge date. We will investigate and, where appropriate, issue a refund or credit. We are not liable for charges billed by third parties that were not authorized by you.

4. Acceptable Use

You agree not to, and not to permit any third party to:

• use the Services for any unlawful, fraudulent, or harmful purpose;
• upload or transmit any content that infringes intellectual property rights, violates privacy or publicity rights, is defamatory, obscene, harassing, or otherwise unlawful;
• attempt to gain unauthorized access to the Services, other users’ accounts, or our systems;
• reverse engineer, decompile, or disassemble any part of the Services, except as expressly permitted by law;
• use the Services to send unsolicited communications, malware, or automated queries (scraping, crawling, or similar) without our written permission;
• interfere with or disrupt the integrity or performance of the Services;
• resell, sublicense, or provide the Services to third parties except as expressly permitted;
• circumvent any usage limits, security measures, or access controls;
• use the Services to develop a competing product.

We may investigate suspected violations and take action, including suspending or terminating your access.

5. Your Content and Project Data

Ownership. You retain all ownership rights in the drawings, files, documents, project data, and other content you upload to the Services (“Your Content”). You are solely responsible for Your Content and for having all necessary rights to upload it.

License to us. You grant BuildFlow a worldwide, non-exclusive, royalty-free license to host, store, reproduce, modify (for formatting purposes), transmit, display, and distribute Your Content solely as necessary to provide the Services to you and the users you authorize. This license terminates when you delete Your Content or close your account, except as required to comply with law, retain backup copies for a reasonable period, or complete pending transactions.

Representations. By uploading Your Content, you represent that (a) you own it or have the necessary rights and permissions, including from any architect, engineer, contractor, or copyright holder; (b) it does not infringe any third-party rights; and (c) its transmission and storage in the Services complies with applicable law.

Accuracy. Documents uploaded by you or third parties to the Services may contain errors or be outdated. Neither BuildFlow nor the uploading party is obligated to provide corrected or updated documents, and BuildFlow does not verify the accuracy of Your Content.

6. Intellectual Property

Our IP. BuildFlow, the BuildFlow logo, and all software, features, designs, text, graphics, and other materials provided by us (excluding Your Content) are owned by BuildFlow or its licensors and are protected by U.S. and international intellectual property laws. Subject to your compliance with these Terms, we grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Services for your internal business purposes.

Trademarks. “BuildFlow” and our logos are our trademarks. You may not use them without our prior written consent, except to identify BuildFlow as the source of the Services.

Feedback. If you send us suggestions, ideas, or feedback, you grant us a perpetual, irrevocable, royalty-free license to use that feedback for any purpose, without obligation to you.

7. Third-Party Services and Links

The Services may link to or integrate with third-party websites, services, or content. We do not control and are not responsible for third-party services, and inclusion of a link does not imply endorsement. Your use of any third-party service is at your own risk and subject to that third party’s terms and privacy practices.

8. DMCA and Copyright Complaints

We respect intellectual property rights and will respond to notices of alleged copyright infringement under the Digital Millennium Copyright Act (DMCA). If you believe content on the Services infringes your copyright, send a written notice to our Designated Agent that includes:

1. Your physical or electronic signature;
2. Identification of the copyrighted work claimed to be infringed;
3. Identification of the material that is claimed to be infringing, with information reasonably sufficient to locate it;
4. Your contact information (address, phone, email);
5. A statement that you have a good-faith belief that the use is not authorized;
6. A statement, under penalty of perjury, that the information in the notice is accurate and that you are authorized to act on behalf of the copyright owner.

Designated Agent for DMCA Notices: AEC Reprographics d/b/a BuildFlow — DMCA Agent 44 West 39th Street, New York, NY 10018 Email: support@buildflow.com

We may terminate the accounts of repeat infringers.

9. Confidentiality

Each party may have access to non-public information of the other party (“Confidential Information”). Each party agrees to use the other’s Confidential Information only for purposes of this Agreement and to protect it with the same degree of care it uses for its own confidential information (but no less than reasonable care). This section does not apply to information that is publicly known, independently developed, or lawfully received from a third party without confidentiality obligations.

10. Warranties and Disclaimers

Our commitment. We provide the Services with commercially reasonable skill and care.

AS-IS DISCLAIMER. EXCEPT AS EXPRESSLY STATED IN THIS AGREEMENT, THE SERVICES AND ALL CONTENT ARE PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTY OF ANY KIND. TO THE MAXIMUM EXTENT PERMITTED BY LAW, BUILDFLOW DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE, THAT DEFECTS WILL BE CORRECTED, OR THAT THE SERVICES WILL MEET YOUR REQUIREMENTS.

Some jurisdictions do not allow the exclusion of certain warranties, so some of the above exclusions may not apply to you.

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

(a) Excluded damages. IN NO EVENT WILL BUILDFLOW OR ITS AFFILIATES, OFFICERS, EMPLOYEES, OR AGENTS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, LOST REVENUE, LOST DATA, OR BUSINESS INTERRUPTION, ARISING OUT OF OR RELATING TO THIS AGREEMENT OR THE SERVICES, WHETHER IN CONTRACT, TORT, OR OTHERWISE, AND WHETHER OR NOT WE WERE ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

(b) Aggregate cap. OUR TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THIS AGREEMENT WILL NOT EXCEED THE GREATER OF (i) THE AMOUNT YOU PAID US IN THE 12 MONTHS BEFORE THE CLAIM AROSE, OR (ii) ONE HUNDRED U.S. DOLLARS ($100).

(c) Exceptions. The limitations above do not apply to liability that cannot be excluded under applicable law (for example, gross negligence, fraud, or willful misconduct).

12. Indemnification

By you. You will defend, indemnify, and hold harmless BuildFlow and its officers, directors, employees, and agents from and against any third-party claims, damages, losses, and expenses (including reasonable attorneys’ fees) arising out of or relating to: (a) Your Content; (b) your use of the Services in violation of this Agreement or applicable law; or (c) your infringement of any third-party rights.

By us. We will defend you against any third-party claim alleging that the Services (excluding Your Content and third-party content) infringe such third party’s U.S. patent, copyright, or trademark, and will pay damages finally awarded against you or agreed in settlement, provided you (i) promptly notify us in writing of the claim, (ii) give us sole control of the defense and settlement, and (iii) reasonably cooperate. Our obligations under this paragraph do not apply to claims arising from modifications not made by us, use of the Services in combination with other products, or use in violation of this Agreement.

Procedure. The indemnifying party will control the defense and settlement, provided that any settlement requiring an admission of liability or payment by the indemnified party requires that party’s prior written consent.

13. Term, Termination, and Data Export

Term. This Agreement begins when you first accept it or use the Services and continues until terminated.

Termination by you. You may terminate at any time by closing your account or canceling your subscription.

Termination by us. We may suspend or terminate your access (a) for material breach of this Agreement that remains uncured 30 days after written notice, (b) immediately for violations of the Acceptable Use section or applicable law, (c) if required by law, or (d) if we discontinue the Services with at least 30 days’ prior notice.

Data export. Following termination, we will make Your Content available for export in a commercially reasonable format for 30 days. After that period, we may delete Your Content in accordance with our data retention practices, except as required by law or as reasonably needed to complete pending transactions.

Survival. Sections that by their nature should survive termination will survive, including Sections 5 (ownership of Your Content), 6 (Intellectual Property), 8 (DMCA), 9 (Confidentiality), 10 (Warranties and Disclaimers), 11 (Limitation of Liability), 12 (Indemnification), 15 (Governing Law), and 16 (General Provisions).

14. Changes to These Terms

We may update this Agreement from time to time. If we make material changes, we will notify you at least 30 days in advance by email (if you have an account) or by posting notice on our website. Changes take effect on the stated effective date. Continued use of the Services after the effective date constitutes acceptance of the updated Agreement. If you do not agree, you must stop using the Services and may terminate your account.

15. Governing Law and Dispute Resolution

Governing law. This Agreement is governed by the laws of the State of New York, without regard to its conflict-of-laws principles. The United Nations Convention on Contracts for the International Sale of Goods does not apply.

Informal resolution first. Before filing a claim, you agree to try to resolve the dispute informally by contacting us at support@buildflow.com. We will attempt to resolve the dispute within 60 days.

Venue. If informal resolution fails, any claim must be brought exclusively in the state or federal courts located in New York County, New York, and each party consents to personal jurisdiction there. Each party waives any right to a jury trial and to participate in a class or representative action to the maximum extent permitted by law.

Injunctive relief. Nothing above prevents either party from seeking injunctive or equitable relief in any court of competent jurisdiction to protect its intellectual property or confidential information.

16. General Provisions

Entire agreement. This Agreement, together with any order form or additional terms referenced here, is the entire agreement between you and BuildFlow regarding the Services and supersedes any prior agreement on the same subject.

Customer-specific proposals. If you have a signed customer-specific proposal or order form with BuildFlow, the terms and conditions set forth in that proposal also apply and are incorporated into this Agreement.

Severability. If any provision is held unenforceable, the remaining provisions will remain in effect, and the unenforceable provision will be modified to the minimum extent necessary to make it enforceable.

No waiver. Our failure to enforce a provision is not a waiver of our right to do so later.

Assignment. You may not assign this Agreement without our prior written consent. We may assign it in connection with a merger, acquisition, or sale of assets.

Force majeure. Neither party is liable for delays or failures caused by events beyond its reasonable control, including acts of God, war, terrorism, labor disputes, pandemics, government orders, utility or internet failures, and supply chain disruptions.

No third-party beneficiaries. This Agreement is only between you and BuildFlow; it does not create rights in any third party.

Publicity. With your consent (which will not be unreasonably withheld), we may identify you as a BuildFlow customer using your name and logo. You may revoke that consent at any time by written notice.

Independent contractors. The parties are independent contractors. This Agreement does not create a partnership, joint venture, agency, or employment relationship.

Notices. Legal notices to BuildFlow must be sent to support@buildflow.com or by mail to the address in Section 27. We may send notices to you at the email address on your account.

Part II — Privacy Policy

BuildFlow (“we,” “us,” “our”) respects your privacy. This Privacy Policy explains what personal information we collect, how we use and share it, and your rights and choices. It applies to buildflow.com, our software platform, and our related Services (collectively, the “Services”).

17. Information We Collect

Information you provide. – Account information — name, business email, company, phone, role, billing address. – Payment information — payment card details (processed by our payment processor; we do not store full card numbers), billing history. – Content and project data — drawings, documents, files, project details, and other information you upload. – Communications — messages you send to us, support requests, feedback.

Information collected automatically. – Usage data — pages viewed, features used, clicks, session duration, referring URLs. – Device and log data — IP address, browser type, operating system, device identifiers, timestamps. – Cookies and similar technologies — see Section 20.

Information from third parties. – Identity verification, fraud prevention, and business enrichment providers. – Single sign-on providers, if you sign in through them. – Public sources and partners.

We do not knowingly collect sensitive personal information (as defined by CCPA/CPRA or GDPR) unless you affirmatively provide it.

18. How We Use Your Information

We use personal information to:

• provide, operate, and improve the Services;
• create and manage your account, authenticate users, and process transactions;
• communicate with you about your account, features, security, and service updates;
• provide customer support and respond to your requests;
• personalize your experience and recommend features;
• send marketing communications about our products and services (you can opt out at any time);
• detect, prevent, and address fraud, abuse, security incidents, and violations of our Terms;
• comply with legal obligations and enforce our rights;
• conduct analytics and research to understand how the Services are used.

Legal bases (EU/UK residents). Where GDPR or UK GDPR applies, we process personal data on these bases: (a) performance of a contract with you; (b) our legitimate interests in operating and improving the Services, provided those interests are not overridden by your rights; (c) your consent, where required (which you can withdraw at any time); and (d) compliance with legal obligations.

19. How We Share Your Information

We do not sell your personal information in the traditional sense (money for data). We share information in these limited ways:

• With your organization. If you use BuildFlow under an organizational account, your administrator can access your account activity and content.
• With service providers. Vendors that help us operate the Services (hosting, payment processing, analytics, email, customer support, security). These providers are contractually restricted to using your information only to provide services to us.
• With your consent or at your direction. For example, when you share a project with a collaborator or invite others to your account.
• For legal reasons. To comply with law, respond to lawful requests (subpoenas, court orders), enforce our Terms, protect the rights, safety, or property of BuildFlow, our users, or others, or investigate fraud or security issues.
• In business transfers. In connection with a merger, acquisition, financing, or sale of assets, subject to standard confidentiality protections.
• Aggregated or de-identified information. We may share aggregated or de-identified data that cannot reasonably be used to identify you.

We do not sell or share your personal information for cross-context behavioral advertising as those terms are defined under the California Consumer Privacy Act (CCPA/CPRA).

20. Cookies and Similar Technologies

We and our service providers use cookies, web beacons, and similar technologies to:

• keep you signed in and remember preferences (essential);
• measure how the Services are used and improve performance (analytics);
• support customer support tools and security (functional).

You can control cookies through your browser settings and, where required by law, through the cookie preferences banner on our website. Blocking essential cookies may impair Service functionality.

We do not use third-party advertising cookies, and we do not respond to “Do Not Track” browser signals at this time because there is no industry standard. We do honor Global Privacy Control (GPC) signals as an opt-out of sale/sharing for California residents.

21. Data Retention

We retain personal information for as long as needed to provide the Services, comply with our legal obligations, resolve disputes, and enforce our agreements. Specifically:

• Account data — for the life of your account, plus a reasonable period afterward (typically up to 12 months) for records and legal purposes.
• Project content — for the life of your account. After account closure, retained for 30 days for export, then deleted or de-identified, except where retention is required by law.
• Billing and tax records — 7 years, as required by tax law.
• Marketing preferences — until you opt out, then indefinitely as a suppression record.
• Server logs and analytics — typically 12–24 months.

22. Data Security

We use administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit (TLS), encryption at rest for sensitive data, access controls, and regular security reviews. No system is 100% secure. If we learn of a security incident affecting your personal information, we will notify you and applicable authorities as required by law.

23. Your Privacy Rights

All users. You may access, update, or delete your account information from your account settings, or by contacting us at support@buildflow.com.

California residents (CCPA/CPRA). You have the right to: – know the categories and specific pieces of personal information we collect about you; – request deletion of your personal information; – request correction of inaccurate personal information; – opt out of the “sale” or “sharing” of your personal information (we do not sell or share, but you may still submit a request); – limit our use of sensitive personal information; – not receive discriminatory treatment for exercising these rights.

To submit a request, email support@buildflow.com or call (212) 624-9474. We will verify your identity before processing your request. You may authorize an agent to submit requests on your behalf.

EU, UK, and EEA residents (GDPR / UK GDPR). You have the right to: – access the personal data we hold about you; – request correction or erasure; – restrict or object to processing; – data portability (receive your data in a structured, machine-readable format); – withdraw consent (where processing is based on consent); – lodge a complaint with your local supervisory authority.

To exercise these rights, contact support@buildflow.com. We will respond within 30 days.

Other regions. Similar rights may apply under your local law (for example, Colorado, Connecticut, Virginia, Utah, Canada, Brazil). Contact us at support@buildflow.com to exercise them.

24. Children’s Privacy

The Services are not directed to children under 16, and we do not knowingly collect personal information from children under 16. If you believe we have collected such information, contact us at support@buildflow.com and we will delete it.

25. International Data Transfers

BuildFlow is based in the United States. If you access the Services from outside the U.S., your information may be transferred to, stored, and processed in the United States or other countries where we or our service providers operate. Data protection laws in those countries may differ from those in your country.

For transfers of personal data from the EU/EEA, UK, or Switzerland to the U.S., we rely on appropriate safeguards such as Standard Contractual Clauses approved by the European Commission and the UK International Data Transfer Addendum, where applicable.

26. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or by posting notice on our website at least 30 days in advance. The “Last Updated” date at the top reflects the most recent revision.

27. How to Contact Us

Privacy questions and requests:
Email: support@buildflow.com
Phone: (212) 624-9474
Mail:
AEC Reprographics d/b/a BuildFlow — Attn: Privacy
44 West 39th Street
New York, NY 10018

Legal notices:
Email: support@buildflow.com
Mail: same address as above, Attn: Legal.

For EU/UK residents, if you are unable to resolve a concern with us, you may contact your local data protection authority. By using BuildFlow, you acknowledge that you have read and agree to this Terms of Service & Privacy Policy.