Privacy Policy

This notice explains personal information handled through sitesyncwebsite.co.uk and the SiteSync business service. It covers visitors, people who contact us, company contacts and authorised users. The service is intended for business use, not use by children.

SiteSync is the controller for its own website enquiries, customer relationships, service administration, billing records and security purposes. For operational information supplied by a customer organisation, that organisation normally decides why and how it is used and SiteSync acts on its instructions as processor.

Your employer, client or contracting organisation should provide its own privacy information for its use of the service. Contact your organisation’s administrator about employment decisions, work assignments and permissions; contact SiteSync about our own handling of your information.

You may provide your name, business email, telephone number, company details and message when contacting us. Website demo, pricing, feature-request and support controls prepare an email in your email app. Nothing is submitted to SiteSync until you send it. Your email provider handles the draft under its own terms.

Company administrators or authorised collaborators may provide your name, work contact details, organisation, role, invitation and access permissions. We also process account identifiers, authentication information, service activity, support correspondence and relevant subscription or invoice records.

Within a customer workspace, authorised users can add job and task records, addresses, coordinates, timestamps, photographs, evidence, permits, Safe Digs documents, audit records, qualifications, asset assignments and commercial records. These may identify workers, customers, site contacts or other people.

Hosting and security services receive technical request information such as IP address, browser information, requested page and error or access logs. We do not ask website visitors to submit payment-card details or provider passwords through enquiry emails.

When evidence is prepared, the app can request the device’s current location through the browser permission prompt. Where available, coordinates and timestamps can be placed on an evidence image. If device location is unavailable, the task or job location may be used instead. A location stamp is not proof of a person’s precise position.

You can manage camera and location permissions in your device or browser settings. Withholding a permission can limit that function. A browser permission is separate from the customer organisation’s responsibility to identify a lawful basis for its use of worker information.

Unfinished evidence, photo bytes and text drafts can remain in local browser storage to support upload recovery. They are scoped to the account and task, depend on the device and do not automatically transfer between devices. Clearing browser storage can permanently remove unsent work. Confirm uploads before clearing storage or handing a device to someone else.

Deleting an individual login does not automatically erase all work records, exported files or local device copies. Contact support and your company administrator if you need a coordinated deletion or return request.

We use enquiry and business-contact information to respond to requests, arrange demonstrations, discuss services and manage customer relationships. Our legitimate interests are communicating with business contacts and operating the service. Where you personally enter a contract, necessary processing may instead be based on taking requested steps towards or performing that contract.

We use account, access and technical information to administer the service, investigate faults, prevent misuse and protect users and records. Our legitimate interests are a reliable service, access security and fraud prevention.

We process necessary accounting information to issue and reconcile invoices and meet applicable tax, accounting and other legal obligations. We retain relevant records where needed to establish or defend legal claims.

For customer-controlled operational information, we follow the customer’s documented instructions. The customer must identify its lawful basis and explain it to affected people; signing in does not mean an employee has consented to every use of their information.

If we ask for consent for an optional activity, you may withdraw it at any time without affecting earlier lawful processing. An enquiry does not automatically subscribe you to promotional messages. You can ask us to stop direct marketing at any time.

Business contact and account information is needed to answer an enquiry or provide access. If it is not supplied, we may be unable to respond or supply the requested service. Optional website fields are identified in the form.

Authorised people in your company can see information according to their roles and assignments. Clients and subcontractor organisations may receive work and evidence that your company authorises for collaboration. They are responsible for their own use of information received. An unrelated company is not entitled to access your records.

We use specialist service providers for website and application hosting, sign-in and identity management, operational database and file storage, transactional email, technical support and security. They receive the information required for their functions. Provider identity and processing details can be requested from support.

Where a map or address lookup is used, the mapping service can receive requested coordinates and technical connection information. The app uses OpenStreetMap-based mapping and address lookup services. Do not treat a mapping result as an authoritative utility survey.

Professional advisers, accountants and competent authorities may receive necessary information for advice, legal claims or binding legal requirements. We do not sell personal information.

Street Manager and Openreach connections are planned. Listing them on the website does not itself send customer data to them. Any future connection will have its own setup information, account authorisation and provider terms before it is enabled.

SiteSync is UK-based but uses international technology suppliers. Information can be processed outside the UK, including in the United States and, where relevant to a supplier, Israel or the European Economic Area. This is not a promise of UK-only hosting.

Supplier processing terms provide for applicable transfer mechanisms. Depending on the destination and recipient, these can include a UK adequacy regulation, an eligible recipient’s UK Extension to the EU–US Data Privacy Framework, or approved contractual safeguards such as the UK International Data Transfer Agreement or UK Addendum, with any required assessment and additional measures.

The mechanism must match the actual transfer; a supplier’s location or certification alone is not a guarantee for every transfer. Contact support@sitesyncapp.co.uk for the relevant supplier, destination and safeguard information or to request a copy, subject to necessary redactions.

We use purpose-based retention criteria rather than promising that every record is automatically deleted after one fixed period. Enquiries are kept while we respond and while related follow-up, a complaint or a dispute reasonably requires the record.

Customer contact and contractual records are retained for the relationship and for applicable accounting, tax and claims requirements afterward. Security and diagnostic records are kept according to the need to investigate incidents, maintain security and meet any legal preservation requirement.

Customer operational records are retained under the customer’s documented instructions and agreed offboarding arrangements, taking account of relevant work, evidence and legal obligations. The company controls its own downloaded or exported copies.

Removal from an active account may not immediately remove a record from a protected backup. Retained backup data remains restricted until overwritten or deleted under the supplier’s applicable cycle. Ask support for retention and deletion arrangements relating to a particular account or record.

Local drafts may remain until uploaded, discarded or cleared from that browser. Account cancellation, trial expiry and personal-data erasure are different actions; contact us if you need a deletion request assessed.

The service uses authentication, company and role permissions and authorised support access to restrict records. We require people handling information for the service to respect confidentiality and apply measures appropriate to the risk.

No internet service or device can be guaranteed completely secure. Use individual accounts, protect devices and report suspected access or disclosure promptly. Do not email passwords, payment-card details or unnecessary confidential evidence.

We will handle security incidents and any required notifications under applicable law and the relevant customer agreement.

The marketing website does not include advertising pixels or optional page-view analytics in its current application build. Its forms, calculator and filters work without a marketing-tracking preference. The hosting service still processes requests and security information needed to deliver the site.

The separate SiteSync app uses browser storage for sign-in, necessary preferences and evidence recovery. Device permissions and local draft storage are described above. You can manage storage through your browser, but blocking or clearing it can affect sign-in and erase unsent evidence.

If optional tracking is introduced, this notice will be updated and any choice required by applicable law will be provided before that tracking starts. Following an external link places you under that service’s privacy and storage arrangements.

Depending on the circumstances and applicable law, you may request access, correction, erasure, restriction or portability of your information. Where we rely on consent, you may withdraw it. These rights have conditions and exceptions; we will explain the outcome of a request.

Email support@sitesyncapp.co.uk with your request and the company or account it concerns. We may need proportionate information to verify identity and authority. We will respond within the applicable legal time limit and explain any permitted extension.

Where a customer is the controller, we will help route the request to that organisation and assist it as required. We will not disclose another company’s confidential records to an unauthorised requester.

The website does not make decisions about individuals with legal or similarly significant effects solely through automated processing. Operational decisions such as work assignment or evidence approval remain subject to the customer’s use of the service and its own privacy responsibilities.

You may object to processing based on legitimate interests on grounds relating to your circumstances. We will assess whether there are overriding grounds to continue. You can object to direct marketing at any time, and we will stop using your information for that purpose. Send the request to support@sitesyncapp.co.uk.

Please contact support@sitesyncapp.co.uk if you are concerned about how information has been handled. We will consider the complaint and explain our response.

You can also complain to the UK Information Commissioner’s Office. You do not have to obtain our permission first. If applicable, you may complain to the data-protection authority where you live or work.

Contact the ICO or make a complaint ↗

We will update this notice when our processing changes and identify the version by its update date. We will bring significant changes to affected people’s attention by a suitable method. Publishing a revised notice does not itself obtain consent or authorise a new incompatible use of information.