1. Who we are

TakeoffAI Pty Ltd (ABN 97 395 522 316) ("TakeoffAI", "we", "us", "our") operates the TakeoffAI platform, a cloud-based electrical takeoff and estimating tool available at takeoffai.com.au and related applications.

We are the data controller for the personal information we collect through our platform, website, and communications.

2. Information we collect

Information you provide directly

• Account information: name, email address, company name, phone number, and billing details when you sign up or subscribe.
• Construction plans and documents: PDF drawings, specifications, and other project files you upload for takeoff processing.
• Communications: messages you send through our support channels, emails, or feedback forms.
• Payment information: credit card or payment method details processed by our third-party payment provider (we do not store full card numbers).

Information collected automatically

• Usage data: features used, takeoffs generated, pages visited, session duration, and interaction patterns.
• Device information: browser type, operating system, device identifiers, and screen resolution.
• Log data: IP address, access times, referring URLs, and error logs.
• Cookies and similar technologies: as described in Section 8 below.

3. How we use your information

We use the information we collect to:

• Provide, maintain, and improve the TakeoffAI platform and services.
• Process your construction plans and generate takeoff outputs.
• Process payments and manage your subscription.
• Communicate with you about your account, updates, and support requests.
• Send product updates and marketing communications (with your consent, and you can opt out at any time).
• Analyse usage patterns to improve our AI models, features, and user experience.
• Detect, prevent, and address fraud, abuse, and technical issues.
• Comply with legal obligations and enforce our terms.

4. Your construction plans and project data

Uploaded plans and generated takeoff data are encrypted in transit (TLS 1.2+) and at rest (AES-256). Access to plan data is restricted to authorised personnel on a need-to-know basis for support and technical purposes only.

We may use anonymised, aggregated data derived from platform usage (not identifiable project data) to improve our AI models and service quality. This data cannot be traced back to any individual, company, or project.

When you delete your account, your plans and project data are permanently deleted from our active systems within 30 days. Backup copies are purged within 90 days.

5. How we share your information

We do not sell your personal information. We may share information with the following categories of third parties, solely for the purposes described:

• Service providers: cloud hosting (e.g., AWS, Google Cloud), payment processing (e.g., Stripe), email delivery, analytics, and customer support tools — each bound by data processing agreements.
• Professional advisors: lawyers, accountants, and auditors where necessary for our business operations.
• Legal requirements: where required by law, regulation, legal process, or enforceable governmental request.
• Business transfers: in connection with a merger, acquisition, or sale of assets, where your data may be transferred as a business asset (with notice to you).

6. Data retention

We retain your personal information for as long as your account is active or as needed to provide services. Specific retention periods:

• Account data: retained while your account is active and for 12 months after closure.
• Construction plans: retained while your account is active. Deleted within 30 days of account closure (90 days from backups).
• Usage and log data: retained for up to 24 months for analytics and security purposes.
• Billing records: retained for 7 years as required by Australian tax law.

7. Data security

We implement industry-standard security measures to protect your information, including:

• Encryption in transit (TLS 1.2+) and at rest (AES-256).
• Access controls and role-based permissions for internal systems.
• Regular security assessments and vulnerability testing.
• Secure cloud infrastructure hosted in reputable data centres.
• Employee security awareness training.

While we take reasonable steps to protect your data, no method of electronic transmission or storage is 100% secure. We encourage you to use strong passwords and take appropriate precautions.

8. Cookies and tracking

We use cookies and similar technologies for the following purposes:

• Essential cookies: required for the platform to function (authentication, session management). These cannot be disabled.
• Analytics cookies: help us understand how users interact with our platform (e.g., Google Analytics). You can opt out via your browser settings or our cookie preferences.
• Marketing cookies: used to deliver relevant advertising and measure campaign effectiveness. Only used with your consent.

You can manage cookie preferences through your browser settings. Disabling non-essential cookies will not affect core platform functionality.

9. Your rights

Under the Australian Privacy Act and applicable privacy laws, you have the right to:

• Access: request a copy of the personal information we hold about you.
• Correction: request correction of inaccurate or incomplete information.
• Deletion: request deletion of your personal information (subject to legal obligations).
• Data portability: request your data in a structured, commonly used format.
• Opt out: unsubscribe from marketing communications at any time.
• Complaint: lodge a complaint with the Office of the Australian Information Commissioner (OAIC) if you believe we have breached the APPs.

To exercise any of these rights, contact us at info@takeoffai.com.au. We will respond within 30 days.

10. International data transfers

Our services may involve processing data in countries outside Australia (e.g., where our cloud providers operate data centres). Where this occurs, we ensure appropriate safeguards are in place, including data processing agreements and compliance with the APPs regarding cross-border disclosure (APP 8).

11. Children's privacy

TakeoffAI is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete it promptly.

12. Changes to this policy

We may update this privacy policy from time to time. We will notify you of material changes by posting the updated policy on our website and, where appropriate, by email. The "Last updated" date at the top indicates when this policy was last revised.

13. Contact us

If you have questions about this privacy policy or our data practices, contact us at:

TakeoffAI Pty Ltd
Email: info@takeoffai.com.au

1. Agreement to terms

These Terms and Conditions ("Terms") constitute a legally binding agreement between you ("Customer", "you", "your") and TakeoffAI Pty Ltd (ABN 97 395 522 316) ("TakeoffAI", "we", "us", "our") governing your access to and use of the TakeoffAI platform, website at takeoffai.com.au, and related services (collectively, the "Service").

By creating an account, subscribing to a plan, or otherwise accessing the Service, you agree to be bound by these Terms. If you are entering into these Terms on behalf of a company or other legal entity, you represent that you have the authority to bind that entity.

If you do not agree with these Terms, do not use the Service.

2. Definitions

• "Platform" means the TakeoffAI web application, APIs, and any associated tools or features.
• "Customer Data" means all data, files, construction plans, documents, and information uploaded, submitted, or generated by you through the Service.
• "Subscription" means the paid plan you have selected, as described on our pricing page or in an order form.
• "User" means any individual authorised by the Customer to access and use the Service under the Customer's account.
• "Takeoff Output" means the bills of quantities, reports, proposals, spreadsheets, and other deliverables generated by the Service from Customer Data.

3. Account registration

To use the Service, you must create an account and provide accurate, complete, and current information. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.

You must notify us immediately at info@takeoffai.com.au if you become aware of any unauthorised use of your account.

You must be at least 18 years of age to create an account. Each account is for a single organisation and may not be shared with unrelated third parties.

4. Service description

TakeoffAI provides an AI-powered platform for electrical takeoff and estimating. The Service includes:

• Automated detection and counting of electrical symbols from uploaded PDF construction plans.
• Measurement of conduit runs, wire pulls, and related quantities.
• Generation of exportable bills of quantities (BOQ) in Excel and PDF formats.
• One-click bid proposal generation with customisable scope, exclusions, and terms.
• Addendum variance detection and revision tracking.
• Access to proposal generation tools, training materials, and exclusion libraries (where included in your plan).

The Service is provided as a tool to assist qualified electrical estimators and contractors. Takeoff Outputs are generated by AI and should always be reviewed by a qualified professional before being used for bidding, procurement, or construction purposes.

5. Subscription and payment

5.1 Plans and pricing

The Service is offered on a subscription basis. Current pricing, plan features, and billing cycles are described on our website or in a separate order form. All prices are in Australian Dollars (AUD) unless otherwise stated, and are exclusive of GST.

5.2 Billing

Subscriptions are billed in advance on a monthly or annual basis, depending on the plan selected. Payment is processed through our third-party payment provider (currently Stripe). You authorise us to charge your chosen payment method for all applicable fees.

5.3 Founding member pricing

Customers who subscribe during the Founding 100 promotion period receive a locked-in subscription rate for the lifetime of their continuous subscription. If a Founding 100 subscription is cancelled and later reactivated, the founding rate is forfeited and current pricing applies.

5.4 Price changes

We may change our pricing from time to time. For existing subscribers (excluding Founding 100 members on continuous subscriptions), we will provide at least 30 days' notice of any price increase. Continued use after the effective date constitutes acceptance of the new pricing.

5.5 Taxes

You are responsible for all applicable taxes (including GST) associated with your subscription, except for taxes based on TakeoffAI's income.

6. Refund and guarantee policy

6.1 30-day unconditional guarantee

New subscribers may request a full refund within 30 days of their initial subscription date for any reason. Refund requests should be sent to info@takeoffai.com.au. Refunds will be processed within 10 business days.

6.2 90-day outcome guarantee

If, within 90 days of completing the onboarding sprint, you have not at least doubled the number of bids you submit compared to your pre-TakeoffAI baseline, you may request a full refund of your annual subscription fee. To qualify:

1. You must have completed the onboarding sprint within 14 days of subscribing.
2. You must have actively used the platform, completing a minimum of 10 takeoffs during the 90-day period.
3. You must provide reasonable documentation of your bid submission volume before and after using TakeoffAI.

Refund requests under this guarantee should be submitted to info@takeoffai.com.au within 100 days of your onboarding sprint completion. We will review and respond within 14 business days.

6.3 General refund policy

Outside of the guarantees described above, subscription fees are non-refundable. Partial-month or partial-year refunds are not provided for cancellations made after the applicable guarantee period.

7. Intellectual property

7.1 Your content

You retain all ownership rights to your Customer Data. By uploading Customer Data to the Service, you grant TakeoffAI a limited, non-exclusive licence to process, store, and display your Customer Data solely for the purpose of providing and improving the Service.

Takeoff Outputs generated from your Customer Data are owned by you.

7.2 Our platform

TakeoffAI and its licensors retain all rights, title, and interest in the Service, including all software, algorithms, AI models, user interfaces, designs, documentation, and trademarks. These Terms do not grant you any rights to our intellectual property except the limited licence to use the Service as described herein.

7.3 Feedback

If you provide suggestions, feature requests, or other feedback about the Service, we may use that feedback without restriction or obligation to you.

8. Acceptable use

You agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable law or regulation.
• Upload content that infringes on third-party intellectual property rights.
• Attempt to reverse-engineer, decompile, or extract source code from any part of the Service.
• Interfere with or disrupt the integrity or performance of the Service.
• Access the Service through automated means (bots, scrapers) except through our authorised APIs.
• Resell, sublicence, or provide access to the Service to third parties without our written consent.
• Use the Service to develop a competing product or service.

9. Data handling

Our handling of personal information and Customer Data is described in our Privacy Policy, which forms part of these Terms.

We implement appropriate technical and organisational measures to protect Customer Data. However, no method of electronic storage is completely secure, and we cannot guarantee absolute security.

10. Service availability and support

We aim to maintain high availability of the Service but do not guarantee uninterrupted access. We may perform scheduled maintenance with reasonable advance notice where possible.

Support is provided according to the level included in your subscription plan. Priority support subscribers receive same-business-day response via their dedicated support channel.

We reserve the right to modify, suspend, or discontinue any feature of the Service at any time. For material changes that reduce functionality, we will provide at least 30 days' notice.

11. AI-generated outputs disclaimer

The Service uses artificial intelligence and machine learning to process construction plans and generate Takeoff Outputs. While we strive for high accuracy, AI-generated outputs may contain errors, omissions, or inaccuracies.

You acknowledge and agree that:

• Takeoff Outputs are provided as estimating aids and must be reviewed by qualified professionals.
• You are solely responsible for verifying the accuracy of all outputs before use in bidding, pricing, or construction.
• TakeoffAI does not warrant that outputs will be error-free, complete, or suitable for any particular purpose.
• Reliance on Takeoff Outputs without independent verification is at your own risk.

12. Limitation of liability

To the maximum extent permitted by law, including the Australian Consumer Law:

• No consequential damages: TakeoffAI will not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, revenue, data, business opportunities, or goodwill, regardless of the cause of action or theory of liability.
• Liability cap: TakeoffAI's total aggregate liability arising out of or in connection with these Terms or the Service will not exceed the total fees paid by you to TakeoffAI in the 12 months immediately preceding the event giving rise to the claim.
• Exclusions: Nothing in these Terms excludes, restricts, or modifies any consumer guarantee or right under the Australian Consumer Law (Schedule 2 of the Competition and Consumer Act 2010 (Cth)) that cannot be excluded, restricted, or modified by agreement.

13. Indemnification

You agree to indemnify, defend, and hold harmless TakeoffAI, its directors, officers, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or in connection with:

• Your use of the Service.
• Your breach of these Terms.
• Your violation of any applicable law or third-party rights.
• Customer Data you upload or submit through the Service.
• Any reliance on Takeoff Outputs without appropriate verification.

14. Term and termination

14.1 Term

These Terms commence when you create an account and continue until terminated by either party.

14.2 Termination by you

You may cancel your subscription at any time through your account settings or by contacting info@takeoffai.com.au. Cancellation takes effect at the end of your current billing period. You will retain access until then.

14.3 Termination by us

We may suspend or terminate your access to the Service if you breach these Terms, fail to pay fees when due, or if we reasonably believe your use poses a security risk. Where practicable, we will provide notice and an opportunity to cure before termination.

14.4 Effect of termination

Upon termination, your right to access the Service ceases immediately. You may export your Customer Data for up to 30 days following termination by contacting support. After 30 days, Customer Data will be deleted in accordance with our Privacy Policy.

Sections that by their nature should survive termination will survive, including Sections 7, 11, 12, 13, and 16.

15. Changes to terms

We may modify these Terms from time to time. We will notify you of material changes at least 30 days before they take effect, by email or through the Service. Your continued use of the Service after the effective date constitutes acceptance of the modified Terms.

If you do not agree with modified Terms, you may cancel your subscription before the changes take effect.

16. Governing law and disputes

These Terms are governed by and construed in accordance with the laws of the State of Victoria, Australia. Any disputes arising out of or in connection with these Terms will be subject to the exclusive jurisdiction of the courts of Victoria, Australia.

Before commencing legal proceedings, the parties agree to attempt to resolve disputes through good faith negotiation for a period of at least 30 days.

17. General provisions

• Entire agreement: These Terms, together with the Privacy Policy and any order forms, constitute the entire agreement between you and TakeoffAI regarding the Service.
• Severability: If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full force and effect.
• Waiver: Failure to enforce any provision does not constitute a waiver of that provision.
• Assignment: You may not assign your rights under these Terms without our written consent. We may assign our rights and obligations in connection with a merger, acquisition, or sale of assets.
• Force majeure: Neither party will be liable for delays or failures in performance caused by events beyond their reasonable control, including natural disasters, pandemics, government actions, or internet disruptions.
• Notices: Notices to TakeoffAI should be sent to info@takeoffai.com.au. Notices to you will be sent to the email address associated with your account.

18. Contact us

For questions about these Terms, contact us at:

TakeoffAI Pty Ltd
Email: info@takeoffai.com.au