Groundbook AI Privacy Policy

Last updated: 2026-10-29

This Privacy Policy explains how Matter0, Inc. ("Matter0," "we," or "us"), makers of Groundbook AI, collects, uses, shares, and protects information when you use Groundbook AI, groundbook.ai, and our related services (collectively, the "Service").

You own your documents and project data. Uploading files does not transfer ownership or intellectual property rights to us. You or the original rights holders retain those rights. As between you and us, you own your project-specific findings and reports. We own the application, software, and improvements to them.

1. Information we collect

We collect the following categories of information:

• Account information: your name, email address, company, login identifiers, and account settings.
• Business contact information: company names, professional names, roles, and business contact details appearing in project documents, including title blocks, or on business websites.
• Customer Project Data: construction drawings, specifications, calculations, page images, extracted facts, graph data, AI-generated findings and reports, audit trails, corrections, issue accept/reject decisions, comments, and other project-specific information submitted to or created through the Service.
• Communications: messages and information you provide when you contact us for support, request deletion, request an NDA, or otherwise communicate with us.
• Usage and technical information: features used, interactions with the Service, diagnostics, browser and device information, IP address, and information needed to secure and operate the Service.
• Connected-assistant activity: the assistant you connect, connection and disconnection times, when it loads our tools, the tools or ready-made prompts used, their inputs and our responses, project identifiers, success or failure, and request duration. We receive only requests sent to our Service, not your full conversation with ChatGPT or another assistant.
• Payment information: purchase and transaction records. Payment card details are processed by our payment provider and are not stored by us.

2. How we use information

We use information to:

• provide, operate, secure, and support the Service;
• process purchases and maintain transaction records;
• review construction documents and generate project-specific findings and outputs;
• respond to questions, investigate errors, and resolve processing failures;
• evaluate accuracy and improve the prompts, tools, and workflows used to provide and maintain a reliable Service;
• understand how the Service is used and develop new features;
• contact businesses about our services using business contact information as described below, where permitted by law; and
• comply with law and protect the rights, safety, and security of our customers, our company, and others.

We use connected-assistant activity to deliver requested actions, diagnose failures, support you, and understand which tools work. Tool inputs and responses stay in our database; they are not sent to our product analytics provider. Product analytics receive tool names, outcomes, timing, connected-client and project identifiers, and your account identifier.

We do not sell personal information or Customer Project Data. We do not use personal information for third-party advertising.

3. How we use project data

Your project data is not used for model training. We do not use Customer Project Data or de-identified evaluation data to train models, and we do not permit our service providers to do so.

We process project data for the purposes described in this policy, including:

• Service operation, support, quality assurance, and debugging: We process and, when necessary, review project data to deliver the Service, respond to support requests, investigate and fix errors or processing failures, and verify the quality of findings.
• Internal evaluation: We may use project data to evaluate accuracy and improve the prompts, tools, and workflows used to provide and maintain a reliable Service. This may include modified internal test copies with intentionally introduced errors to measure detection quality. Test copies are held to the same confidentiality as the originals. Results are disclosed only in aggregate, never in a form identifying you or your projects. This evaluation does not include model training. Your organization can opt out of internal evaluation by emailing support@groundbook.ai; we then stop using its project data for internal evaluation.

Access for these purposes is limited to authorized personnel who need it. Your project data remains confidential.

We may use company names and professional contact details from project documents, including title blocks, or business websites to contact businesses about our services, where permitted by law. You and the contacts we reach may opt out at any time using the unsubscribe option in our emails or by emailing support@groundbook.ai. We do not disclose project files, drawing content, or other personal information in these communications, or share contact lists with third-party marketers. Our email providers process contact details only to send these communications on our behalf. Existing notice and consent requirements and any separate NDA still apply.

4. De-identified evaluation data

We may create labels, failure types, evaluation results, and performance metrics that have been aggregated or de-identified so they do not identify you or your projects and do not reproduce Customer Project Data. We may also retain general technical or jurisdictional knowledge after removing customer, project, address, and drawing details.

Creating de-identified evaluation data does not transfer ownership of your documents, corrections, comments, excerpts, or other Customer Project Data to us.

5. How we share information

We do not sell your Customer Project Data or make it available to other customers. Another customer cannot see your projects or anything identifiable as yours.

We share information with service providers that help us host and secure the Service, process documents with AI, manage sign-in and payments, communicate with you, provide support, and understand usage and errors. Internal project notifications may include the project name and owner.

These providers may process information only to deliver services on our behalf and must protect it under their applicable contractual obligations. No AI model provider we use may train models on Customer Project Data, either under its commercial terms or under account settings we control. We may also disclose information where required by law or necessary to protect legal rights, safety, or security.

We use an analytics provider for product usage analytics, error diagnostics, and website session recordings. Website recordings can include page content and interactions; password inputs are masked. A connected assistant receives the data needed for the tools you use, within your account's permissions. Files or issues are sent to connected services only when you request the corresponding action through a connection you authorize.

6. Data location and security

Customer data is securely hosted in the United States. We apply the safeguards described in this Privacy Policy regardless of where you are located.

We use reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, or alteration. No method of storage or transmission is completely secure.

An NDA is available on request. You can email your NDA to support@groundbook.ai for review, or tell us your requirements and we can provide ours. Your project data remains confidential whether or not a separate NDA is signed.

7. Retention and deletion

We keep your account and project data while your account is active, until you delete it or request deletion. Connected-assistant activity has no automatic expiry: it remains until you delete your account or request its deletion. Disconnecting an assistant stops its future access but does not delete past activity.

Deleting a project in the app deletes its records and the files that are not saved or used by another project. Deleting your account does the same for everything it owns and removes its connected-assistant activity from our application database. We can restore deleted data for 90 days in case it was deleted by mistake. After 90 days it is removed from our file storage and from our encrypted backups. Payment providers may retain transaction records as required by law.

To request permanent deletion of Customer Project Data right away, email support@groundbook.ai. We remove it from our systems and confirm in writing when permanent deletion is complete, except where law requires retention. Copies inside our encrypted database backups expire within 90 days.

We may retain de-identified evaluation data and general technical or jurisdictional knowledge after permanent deletion only if they do not identify you or your projects and do not reproduce Customer Project Data.

8. Your choices and privacy rights

You may email support@groundbook.ai to:

• request access to personal information we maintain about you;
• request correction of inaccurate personal information;
• request deletion of personal information or Customer Project Data; or
• opt out of marketing emails or contact collection from your organization's documents for outreach. No account required.

Available rights may depend on where you live. We may need to verify your identity and authority before completing a request. We will respond in accordance with applicable law.

You can review and disconnect authorized assistants in Connectors, choose which projects to share and with whom, and delete your account from your profile. You can request deletion of connected-assistant activity and associated analytics by emailing support@groundbook.ai. Do not send payment-card details, health records, government identifiers, or passwords through assistant tool inputs; use the normal sign-in and payment screens for authentication and payment.

9. Changes to this Privacy Policy

We may update this Privacy Policy as the Service changes. We will provide notice of material changes by email or through the Service before the changes take effect.

10. Contact us

For privacy questions, NDA requests, or permanent-deletion requests, contact support@groundbook.ai.