Privacy policy
This privacy policy explains how BuildCrew processes personal data when someone uses the website, requests a demo or gets in touch about the digital assistant solution.
Last updated: June 2026
Last updated: June 2026 Before public use, it should be updated with correct company details and reviewed by a lawyer or GDPR advisor.
Who is the data controller?
BuildCrew is the data controller for personal data related to website visits and enquiries about our services. BuildCrew is a trading name of POTASS. Organisation number: 937 737 378.
For questions about the processing of personal data, you can contact BuildCrew via the contact form on the website. Do not send sensitive information, passwords, API keys or patient data in the contact form.
When BuildCrew provides digital assistant services to customers, BuildCrew may also act as a data processor under a data processing agreement and the applicable service agreement.
What personal data may we process?
A. Demo and contact forms
Name, optionally company name, email address, phone number and other information you choose to submit.
B. Direct communication
Email correspondence, the content of phone calls or messages sent via social media.
C. Website usage
IP address, device information, browser type and usage patterns collected via cookies.
D. Data in the digital assistant
Customer names, booking details, times and other information necessary to run the workflow of the reception solution.
Note: BuildCrew normally does not request or process special categories of personal data, such as health data or political opinions, unless there is a specific legal basis.
Why do we process personal data?
- To respond to enquiries and requests for information.
- To prepare demos and present AI solutions.
- To deliver services, fulfil agreements and handle administration and invoicing.
- To maintain system security, prevent misuse and fix technical errors.
- To improve user experience and further develop the technology.
Legal basis for processing
Consent
For example when you consent to updates or the use of cookies.
Contract performance
Data may be necessary to prepare a demo or deliver an agreed service.
Legitimate interest
Our interest in improving the service, running the business and protecting networks and systems.
Legal obligation
Obligations related to accounting retention or disclosure to public authorities when required by law.
How are AI systems used?
BuildCrew uses AI models to automate communication, understand requests in natural language and structure booking flows.
Who may receive the data?
The data may be shared with trusted service providers:
The solution may use OpenAI models to understand messages and formulate responses, combined with a practical workflow. Data is only processed to the extent necessary for booking, customer communication and service delivery. When using third-party AI or API services, BuildCrew assesses the terms and relevant security measures.
How long is the data stored?
- Demo data: Stored for a limited period after the demo request if no further collaboration starts.
- Contract data: Stored in line with statutory deadlines and accounting requirements.
- Logs from AI systems: Stored for a limited period for quality assurance and then deleted or anonymised.
Cookies
We use technical cookies to operate the website and may use privacy-friendly analytics to understand how the content is used. The overview is updated when analytics tools change.
How do we protect data?
We use appropriate technical and organisational measures:
- Encryption in transit and at rest.
- Strict access control for employees and data processors.
- Data minimisation – only data that is genuinely necessary is collected.
Your rights
To exercise your rights, you can contact BuildCrew via the contact form on the website.
Children's personal data
Our services are not directed at children under 13. We do not knowingly collect personal data from children.
Changes to this policy
We may update this policy as needed. The current version will be available on the website.
Privacy contact
Brand: BuildCrew (POTASS)
Organisation number: 937 737 378
Address: Ørsta, Norway
Contact: Via the contact form on the website
Want to understand how an digital assistant handles customer data?
Book a demo and BuildCrew will explain how booking flow, calendar access and human handover can be organised in a practical and secure way.
AI assistant and retention of personal data
When a customer or end user communicates with BuildCrew’s digital assistant, it must be clear that they are communicating with an AI-based digital assistant.
Personal data is kept only for as long as necessary to provide the service, handle the request and follow up with the customer.
After the service or follow-up has ended, personal data is normally deleted or anonymised within 7 days, unless there is a justified and lawful reason to keep it for longer.
Accounting data, invoice information and other information that must be retained by law may be kept for as long as the law requires.
Subprocessors and transfers
BuildCrew may use trusted subprocessors to provide the service, such as providers of hosting, AI models, telephony, email, calendar, messaging, payment or accounting systems and technical operations.
Such providers only receive access to personal data when it is necessary to provide the service, and must process the data under an agreement with BuildCrew.
Some providers may be established outside Norway/the EEA. Where this happens, BuildCrew will use appropriate safeguards, such as data processing agreements, standard contractual clauses or other lawful transfer mechanisms where required.
Sensitive and regulated data
The standard service is not intended for processing patient information, diagnoses, treatment history or other special categories of personal data without a separate written agreement, risk assessment and necessary legal/GDPR review.
For businesses that process sensitive or regulated information, roles, lawful basis, security measures and a data processing agreement must be clarified before the service is used in production.