Privacy Policy

1. Who we are

Fitout Audit is an independent fit-out audit service based in Dubai, United Arab Emirates, operating at www.fitoutaudit.com. In this policy, “we”, “us”, and “our” refer to Fitout Audit. “You” refers to anyone who uses our website or services.

2. What information we collect

We collect only what we need to deliver the service:

• Account details: your name, email address, company name (optional), and password (stored only as a one-way hash, never in clear text).
• Project documents: the BOQ, specification, or contractor quotation files you choose to upload for review.
• Project metadata: project type, area, budget, and other details you provide as part of an audit.
• Payment details: we never see or store your card details. Payment is handled by our payment processor (see section 4).
• Communications: messages you send via our contact form, WhatsApp, phone, or email.
• Technical data: standard server and application logs (IP address, browser type, timestamps) needed to run and secure the service.

3. How we use your information

• Deliver the audit you requested and generate your report.
• Authenticate you and keep your account secure.
• Send transactional emails (account confirmation, report ready, receipts).
• Respond to enquiries you send us.
• Improve our matching engine and pricing database with aggregated, non-identifying insights.
• Meet our legal obligations under applicable UAE law.

We do not sell your information, and we do not use it for third-party advertising.

4. Where your information is stored and who processes it

We use trusted third-party service providers to run the platform. Each is bound by their own privacy commitments and industry-standard security practices:

• Cloud database and file storage: your account, audit records, and uploaded documents are stored on a managed Postgres platform in a regional data centre located in South Asia. Data is encrypted in transit (TLS) and at rest.
• Document processing (AI): uploaded documents are transmitted to a specialist AI processing partner for structured line-item extraction. The processing partner does not use your documents to train shared or public models.
• Material embedding search: short text descriptions (not full documents) are sent to a third-party embedding provider so we can match your line items against our UAE pricing database.
• Payment processing: handled by a PCI-DSS-compliant global payment provider. We never store your card details on our servers.
• Transactional email: delivered through a third-party email service that uses standard sender authentication (SPF, DKIM, DMARC).
• Hosting and delivery: the website is delivered from a global content delivery network with regional edge points of presence.

Because these providers operate globally, your information may be transferred, stored, or processed outside the UAE. In every case, we choose providers that offer contractual and technical safeguards comparable to those expected under the UAE Personal Data Protection Law (see our Data Protection Policy).

5. How long we keep your information

We keep your account and audit history for as long as you have an active account with us. When you close your account, we delete or anonymise your personal information within a reasonable period, except where we are required to retain records for legal, tax, or audit purposes.

You can request deletion of a specific document at any time by emailing hello@fitoutaudit.com.

6. Your rights

You have the right to:

• Ask what personal information we hold about you.
• Ask us to correct information that is inaccurate or incomplete.
• Ask us to delete your personal information (subject to legal retention obligations).
• Object to specific uses of your information.
• Withdraw consent where we rely on it.
• Export your data in a portable format.

To exercise any of these rights, email hello@fitoutaudit.com. We reply within a reasonable period, and always within any timeframe required by law.

7. Cookies and analytics

We use essential cookies to keep you signed in and to secure the service. We also use privacy-respecting analytics that count page views and site performance in aggregate, without building tracking profiles about you.

8. Security

We use industry-standard technical and organisational measures to protect your information — encryption in transit and at rest, role-scoped database access, principle-of-least-privilege for internal accounts, and continuous logging. No online service can guarantee absolute security, and we will notify affected users promptly if a material data incident occurs.

9. Children

The service is not intended for anyone under 18. We do not knowingly collect personal information from children.

10. Changes to this policy

We may update this policy from time to time. The “last updated” date at the top of the page will reflect the most recent change. Material changes will be notified by email to account holders.

11. Contact us

For any privacy question, write to hello@fitoutaudit.com or call +971 55 336 2690.