Workforce Privacy Notice
Version 1.1 · Effective date: November 11, 2026
This notice explains what personal information CADdy-Hub ("the Hub") holds about Brooks Building Solutions, Inc. ("Brooks") employees, where it comes from, why Brooks uses it, who receives it, and how long it is kept. It covers the Hub only. Brooks's other HR and payroll systems have their own rules.
Read it with the Acceptable Use & Monitoring Notice, which describes the monitoring in more detail. You acknowledge both on one screen.
1. What the Hub holds about you
| Category | Examples | Where it comes from |
|---|---|---|
| Identity and account | Work email, first and last name, display name, legal name (used to match your timesheets), role, department, office, permissions, team, last sign-in | Microsoft Entra ID when you sign in; Hub admins |
| Timesheets | Your name and employee code, the job, cost code, date, start time, hours, approval status, and the hourly cost BuildOps assigns to each entry | BuildOps |
| Labor hours | Every hour BuildOps records for you, by type, including PTO and other paid leave, with the customer, department and hourly cost | BuildOps |
| Estimated base wage | On the Numbers page's Labor tab, the Hub works out each person's regular rate and an estimated base wage from the hourly costs above. It is calculated when the tab opens and is not saved as its own record. | Calculated by the Hub |
| Commission data | Job milestones that decide when a salesperson's commission becomes payable (re-estimate margin and date, submittal approval date, percent finished, job complete date) | Hub workflows |
| Messages and posts | Chat messages (direct and group), job updates, mentions, likes, panel-shop messages, comments, form submissions, to-dos | You |
| Emails you link to jobs | Sender, recipients, subject and a short preview of Outlook emails you link to a job. The full message and attachments are read live from your mailbox when someone opens them. | Your Outlook mailbox, through Microsoft Graph |
| Signatures | Signatures you draw on service visits and checkout reports, with your printed name and date | You |
| Files and photos | Files and photos you upload. Photos keep their original data, which may include the GPS location, date and device they were taken with. The Hub does not remove it. | You |
| Training | Completions, quiz answers, tries, video watch time | You (your browser) |
| Activity and monitoring | Hourly activity, read receipts, "View as" audit records, "who did what" columns, IP address on AI checkout-sheet generations | Recorded automatically |
| Tools, trucks and requests | Tools and assets assigned to you, the truck you drive, your requests | Hub admins and you |
| Acknowledgments | When you acknowledged a notice, the version, your IP address and browser user agent | Recorded automatically |
| Feedback | If you send feedback through BUGgy: what you type in its form, your email and the Hub version | You |
The Hub does not hold your Social Security number, date of birth, bank details, home address, health information or location history.
2. Who can see your wage and labor data
- Estimated base wages, regular rates, hourly costs and PTO hours per person appear only on the Numbers page's Labor tab. Only Hub super admins can open that page. Super admins are a small group of Brooks managers and administrators with company-wide access. Department admins and other managers do not see it unless they are super admins.
- Job pages show labor hours and cost totals by cost code to Brooks staff who can see the job. They do not show hours or rates per person.
3. Why Brooks uses it
- To run jobs: cost, schedule, order, staff, check out and service work.
- To manage people: assign work, track training, and measure labor use.
- To pay commissions correctly.
- To keep the Hub secure, investigate problems, and keep records of who did what.
- To meet legal, tax and contract duties, and to handle claims and disputes.
Brooks does not sell your information or share it for advertising.
4. Who receives it
Brooks staff see what their role in the Hub allows. Outside Brooks, your information goes only to the service providers that run the Hub for Brooks:
- Microsoft (Azure hosting, database and file storage; Entra ID sign-in; Graph email).
- Anthropic (the AI model behind the Hub's AI features; see Section 5 below).
- BuildOps sends timesheet and labor data to the Hub. The Hub does not send your data back to BuildOps.
Some data also moves between the Hub and other Brooks systems: CADdy-Bid (approvals, change orders, commission milestones), CADdy-Lite (submittals and service reports), the Brooks LMS (training) and BUGgy (feedback). See the Subprocessors page for the full list.
Brooks may also disclose information when the law requires it, to protect people or property, or as part of a sale or reorganization of the business.
5. AI processing
Some Hub features send documents and text to Anthropic's AI model: BOM purchasing scans, re-estimate workbook imports, checkout sheet generation, sequence of operations scans, schedule reading, and inventory item descriptions. These documents can contain names (for example a PM's name on a drawing).
The AI does not make decisions about your employment, pay or discipline. A job's PM, an Ops Manager over the applicable office, or a super admin can turn off, for a job, the AI features that read that job's documents (BOM scans, re-estimate imports, checkout sheets and schedule reads for that job).
6. How long it is kept
See the Data Retention Schedule. In short: hourly activity 13 months, IP on AI generations 90 days, chat 3 years (chats linked to a job's feed stay with the job), timesheets and labor hours 7 years after the work date, training records 5 years, notifications and "View as" records 2 years. Everything else is kept while it is needed.
7. How it is protected
- Staff sign in with Microsoft Entra ID, with multi-factor authentication required by Brooks's Microsoft policies.
- Access in the Hub depends on your role, department, office and job.
- Data is encrypted in transit (HTTPS) and at rest in Azure, with automated database backups.
- Sessions sign out after 12 hours without use.
- Logs of database errors do not include the values being saved.
No system is perfectly secure. If Brooks learns of a breach that affects your information, it will notify you as the law requires.
8. Your rights
Most Brooks staff live in Florida, and some live or work in other states, including Connecticut. Florida law does not give employees a general right to access or delete the data an employer holds about them, and Florida's Digital Bill of Rights does not apply to Brooks. Some other states (for example California) do give employees rights to know, correct and delete their data. Those rights apply only where the law applies. If Brooks ever has employees in such a state, it will honor their rights under that state's law.
You can always ask to see or correct the information the Hub holds about you. Brooks will review each request and answer within 45 days.
9. Contact
Email 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 staff work outside Florida, including Connecticut
- 1.0 – first version