Acceptable Use & Monitoring Notice

Version 1.1 · Effective date: November 11, 2026

This notice is for Brooks Building Solutions, Inc. ("Brooks") employees and anyone else who signs in to CADdy-Hub ("the Hub") with a Brooks Microsoft account. It explains how you may use the Hub and what the Hub records about you while you use it.

The first time you open the Hub in a browser, you will be asked to acknowledge this notice, together with the Workforce Privacy Notice. Brooks keeps a record of your acknowledgment.

1. What the Hub is for

The Hub is a Brooks business system. Use it to do your job: run projects, order and track material, schedule work, check out and service equipment, train, and talk with coworkers about work.

You may make brief, occasional personal use of chat, as long as it does not get in the way of work or break this notice. Remember that nothing you put in the Hub is private (see Section 5 below).

2. What you must not do

Do not:

• Share your account. Do not let anyone else sign in as you, and do not use anyone else's account. Do not share an API token or put one in a place others can read.
• Take customer or company data out of Brooks systems without a business reason and your manager's approval. This includes copying job files, drawings, prices, financials, wage or labor data, or contact lists to personal email, personal cloud storage, USB drives or personal devices.
• Put Hub data into AI tools outside the Hub (for example a personal ChatGPT, Gemini or Claude account). Use the AI features built into the Hub, or an AI tool Brooks has approved and connected for you. Customer drawings and documents may be covered by confidentiality terms.
• Upload anything harmful: malware, scripts meant to attack the Hub or its users, or files you know are infected.
• Upload content you have no right to use, or content that is unlawful, harassing, discriminatory or sexually explicit.
• Try to get around security: look for or use bugs to see data you are not allowed to see, test the Hub's security without written approval, scrape the Hub, or overload it.
• Use someone else's identity when you post, sign, approve or submit anything. Signatures you draw in the Hub must be your own, and a customer signature must be drawn by that customer.
• Change records to mislead, for example timesheet data, quantities, approvals or test results.

If you find a security problem or think your account was used by someone else, report it at once to mrubio@brookssolutions.net.

3. Confidentiality

Information in the Hub belongs to Brooks or to Brooks's customers, vendors and subcontractors. Treat it as confidential. This includes job details, pricing, margins, financials, drawings, customer and vendor contacts, employee information, and anything an external company stores in the Hub. Use it only for Brooks work. This duty continues after you leave Brooks.

4. Monitoring: what the Hub records about you

Brooks monitors use of the Hub. By using it, you agree to the monitoring described here. The Hub records:

• Hourly activity. For each hour you have the Hub open in a browser, the Hub stores your email, the hour, how many times you were active, and when you were first and last seen. Users admins see this in an activity chart and an "online now" list. A department admin sees only their own department.
• Read receipts on job updates. When you open a job update, the Hub records that you saw it, how many times, and when you last saw it. People who can see the update can see who has seen it.
• Chat read status. The Hub records when you last read each conversation.
• Training. For required trainings, the Hub records how many seconds of the video your browser reported playing, your quiz answers, how many tries it took, and when you finished. For trainings linked to an LMS course (today, the QC trainings), completions are also written to the Brooks training system (LMS), and an LMS pass counts in the Hub.
• AI document generations. When you generate a checkout sheet with AI, the Hub stores your email, the job and unit, the AI model used, its usage, and your IP address.
• Who did what. Most records keep the email of the person who created, changed, approved or deleted them, with the time.
• "View as" by super admins. A super admin can preview the Hub as a role, as a specific person, or as a company. While they do, they see what that person would see. Every time they start or stop a preview, and every change they make while previewing, is logged with their own email.
• Emails linked to jobs. When you link an Outlook email to a job, its sender, recipients, subject, a short preview and the full message with attachments can be read by every signed-in Brooks Hub user, not only the people on the job. Only link emails that are fine for all Brooks staff to read.
• Chats linked to jobs. When a chat conversation is linked to a job, its messages appear in the job's feed, where everyone who can see the job can read them.
• Sign-in and acknowledgments. The Hub records your last sign-in time. When you acknowledge a notice like this one, it records the date and time, your IP address and your browser's user agent.

Brooks may also review anything you store or send in the Hub, including chat messages, updates, files and photos, when there is a business reason. Examples are an investigation, a legal request, a security incident, or a customer dispute.

The Hub does not track your location. It has no GPS tracking. Note, though, that photos you upload keep their original data, which may include where and when the photo was taken (see the Workforce Privacy Notice).

5. No expectation of privacy

The Hub, and the Brooks devices and networks you use to reach it, are Brooks property. You have no expectation of privacy in anything you create, store, send or receive in the Hub, including chat messages marked as direct messages. Do not use the Hub for anything you want to keep private.

6. If you live outside Florida

Most Hub users live in Florida, and some Brooks employees live or work in other states, including Connecticut. Some states (for example Connecticut, Delaware and New York) require employers to give written notice of electronic monitoring and to get the employee's acknowledgment. BY ACCEPTING THIS ACCEPTABLE USE & MONITORING NOTICE, YOU ACKNOWLEDGE AND ACCEPT THE NOTICE SET FORTH IN THIS SECTION 6. If you live or work in one of those states, Brooks will also post this notice where your state's law requires it.

7. Consequences

Breaking this notice can lead to loss of Hub access and discipline, up to and including termination. Brooks may also report unlawful conduct to the authorities.

8. Questions

Contact mrubio@brookssolutions.net, or write to Brooks Building Solutions, Inc., 4501 Beverly Ave, Jacksonville, FL 32210.

Change log

• 1.1 – November 11, 2026: final text after legal review; notes that some employees work outside Florida, including Connecticut
• 1.0 – first version