Terms of Use

These terms cover sitesyncwebsite.co.uk and the business use of SiteSync. SiteSync is supplied for trade, business and professional purposes. A person accepting an order for a company must be authorised to bind it.

Browsing the website, requesting a demonstration or sending an enquiry does not create a paid subscription. Service access, the subscription start date, charges and any special conditions must be confirmed in an accepted written order or service agreement.

The accepted order takes priority over these terms for commercial matters. Agreed data-processing terms take priority for customer personal data. Mandatory legal rights are not restricted by these terms.

Core beta pricing is £5 per named user per month. Business beta pricing is £15 per named user per month, with unlimited subcontractor companies and no separate company fee. Enterprise is £250 per month including one Company Admin, plus £10 per month for each additional named user. Enterprise API integration access is included without a separate SiteSync API add-on. There is no limit on user count under this beta offer.

Beta plans and pricing apply until 4 January 2027 (04/01/2027), when plans and pricing will change. Replacement prices are not yet agreed. We will give existing customers at least 30 days’ written notice before a changed recurring price takes effect, and an opportunity to cancel before it applies. We will not impose a retrospective increase.

Prices exclude applicable VAT, taxes and third-party provider charges. Tax treatment depends on the customer’s location, business status and applicable rules. Customers must provide accurate billing and tax details.

The order records the chargeable user quantities, billing period, payment method, payment due date and any agreed adjustments. There is no automatic entitlement to a different plan because a website feature is described. Any quantity or plan change and its charge must be confirmed before billing.

Unless the order states otherwise, paid subscriptions renew monthly. SiteSync Owner manages subscription billing. Company Admins can request changes through support; that does not give them access to SiteSync Owner billing tools. Website enquiry forms do not collect payments or start subscriptions.

A trial exists only where SiteSync issues or accepts a valid trial invitation or code. We confirm its duration, expiry and enabled features. A full-feature trial means the SiteSync features enabled for that company; it does not include unlaunched integrations, third-party licences or unrestricted access to another company’s information.

Trial codes are subject to their stated eligibility and must not be sold, misused or shared outside the authorised company. Trial access may end at expiry. A paid plan requires an expressly agreed order and payment arrangements; a trial code alone is not permission to charge.

Trial users should arrange any required export before expiry. Contact support if assistance is needed. Expiry does not itself mean that every record is immediately erased.

Unless a different term is expressly agreed in the order, an authorised customer representative may cancel monthly renewal by emailing support@sitesyncapp.co.uk before the next renewal date. Cancellation takes effect at the end of the current paid period. Keep a copy of the request; contact support if acknowledgement is not received.

No cancellation fee applies to this default monthly arrangement. Fees for a period already started are not normally refunded for a change of mind or unused accounts. Any fixed-term or Enterprise commitment must be stated separately in the accepted order.

We will correct duplicate charges and billing errors. If we end a prepaid service for reasons other than the customer’s breach, or cannot remedy our material breach within 30 days after written notice, the customer may end the affected service and receive a proportionate refund of prepaid fees for the unused period. These terms do not exclude refunds or other remedies required by law.

Cancellation is separate from an individual account deletion request. Customers should request export and return or deletion of company data as part of offboarding. We will agree the practical arrangements in writing; exports are subject to authority checks and the rights of other organisations.

Each person must use their own authorised account. Keep credentials secure, maintain accurate user and company information and notify support promptly of suspected unauthorised access.

Company Admins are responsible for inviting appropriate users, assigning permissions, removing access when people leave and reviewing information shared with clients and subcontractors. Collaboration does not make all records available to all participating companies.

Customers must have the necessary rights and lawful basis to supply information about workers, clients and other people. Provide appropriate privacy information and restrict uploads to information needed for the work. Do not upload unnecessary medical records, criminal-offence information or other sensitive personal data.

Do not misuse the service, upload malicious content, breach applicable law, infringe another person’s rights, share credentials, attempt unauthorised access or interfere with other customers’ use.

Do not attempt to bypass company separation, permission controls, licence restrictions or agreed payment obligations. Security testing requires prior written authorisation. Report suspected vulnerabilities privately to support.

SiteSync helps organise work and records. Customers remain responsible for competent supervision, risk assessments, safe systems of work, lawful permits, utility checks, current drawings and required statutory submissions.

A record, map, uploaded plan or status shown in SiteSync does not by itself authorise excavation or prove that a site is safe. Confirm current requirements with the relevant authority or asset owner. Permit Granted and permission to start are separate; final registration follows permit stop.

Check submitted information, coordinate accuracy and evidence before relying on it. Device-location stamps can be unavailable or inaccurate. Local drafts depend on the device and browser and are not a substitute for a confirmed upload.

Street Manager and Openreach CP Portal / PIA integrations are planned and are not currently offered as live self-service connections. Roadmap entries and build-history summaries are not delivery commitments, endorsements or promises of provider access.

Where an integration becomes available, it will require the customer’s own authorised account, appropriate licences and supported provider access. Provider terms, availability, data coverage and charges apply separately. Automated actions require the customer’s authorised configuration and any stated approvals.

Do not provide provider passwords in website forms or email enquiries. An integration’s supported connection method will be explained during setup. SiteSync does not guarantee complete utility coverage or grant rights to redistribute third-party maps.

We will provide the service with reasonable skill and care. Beta features may change and can contain errors. Availability depends on networks, devices and infrastructure as well as SiteSync; continuous or error-free operation is not promised.

Support is available through support@sitesyncapp.co.uk. No guaranteed response time, uptime percentage or service credit applies unless expressly agreed in writing. We will communicate planned maintenance where practicable.

We may make improvements and necessary security changes. A material reduction in an agreed paid service will be notified in advance where practicable, with a reasonable opportunity to discuss an alternative or cancel the affected service and receive a proportionate refund for unused prepaid service.

Customers retain their rights in uploaded content. They authorise SiteSync and its service providers to host, process, transmit, display and export that content only as needed to provide and support the service, comply with lawful instructions and meet legal obligations.

SiteSync and its licensors retain rights in the software, design and documentation. The customer receives a limited right to use the agreed service for its business during the subscription. This does not transfer ownership of the software or third-party material.

Each party must protect the other’s confidential information, restrict access to those who need it and are bound by confidentiality, and use it only for the agreed purpose. This does not prevent disclosure required by law or use of information lawfully obtained independently or already public.

Feature suggestions do not create a delivery commitment, payment entitlement or transfer of customer data ownership. Do not include confidential client information in a public-facing request or unsolicited suggestion.

For personal data held on a customer’s instructions, the customer is normally the controller and SiteSync the processor. If the customer acts for another controller, it must have authority to appoint SiteSync as a further processor. SiteSync separately controls its own enquiries, account administration and business records as described in the Privacy Policy.

Before production customer-data processing begins, the accepted order and processing schedule must record the authorised instructions, processing duration, relevant individuals and data, approved providers and transfer arrangements. Processing covers account and work administration, storage, retrieval, evidence review, authorised sharing, export and deletion for the agreed field-operations service.

SiteSync will process customer personal data only on documented lawful instructions, including transfer instructions, unless law requires otherwise. Where permitted, we will inform the customer of that requirement. We will alert the customer if an instruction appears to infringe applicable data-protection law.

SiteSync will bind authorised personnel to confidentiality, apply security measures appropriate to the risk, and assist with individual rights requests, incident response, security assessments, impact assessments and regulator consultation as required by applicable law. We will notify the customer without undue delay after becoming aware of a personal-data breach affecting its data and provide available information in stages where necessary.

Further processors require the customer’s prior specific or general written authorisation. Under general authorisation, SiteSync will give advance notice of proposed additions or replacements and a reasonable opportunity to object on data-protection grounds. We will use written obligations offering the required protection and remain responsible for the further processor’s performance of those obligations.

SiteSync will provide information needed to demonstrate compliance and allow legally required audits and inspections, with practical arrangements that protect security and other customers’ data. An audit arrangement cannot remove a statutory right.

At the end of the service, SiteSync will return or delete customer personal data, at the customer’s choice, and delete remaining copies unless law requires retention. Any backup deletion schedule and export arrangements must be documented; retained copies remain protected and restricted. The Privacy Policy is a notice to individuals, not a substitute for the customer’s processing agreement.

We may restrict access where reasonably necessary to address a security threat, unlawful use, a material breach or overdue undisputed payment. We will give notice and a reasonable chance to resolve the issue where practicable, taking account of its seriousness and urgency.

Either party may terminate for a material breach that is not remedied within 30 days of written notice, or immediately where the breach cannot reasonably be remedied. A legal requirement may require faster action.

After termination, service access ends, but accrued payment obligations and provisions intended to continue remain effective. Export or data-rights requests will be handled subject to security, legal requirements and the agreed processing arrangements.

Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any liability that cannot lawfully be excluded or limited. These terms do not reduce an individual’s statutory data-protection rights.

Subject to those exceptions and any expressly agreed alternative in the order, each party’s total liability arising from the service in any 12-month period is limited to the greater of £1,000 or the fees paid or payable for the affected service in the preceding 12 months. Payment of properly due subscription charges is not limited by that cap.

Subject to the same exceptions, neither party is liable for indirect or consequential losses. Liability exclusions apply only to the extent permitted by law and do not remove the service, security or confidentiality duties expressly agreed.

The customer must take reasonable steps to reduce avoidable loss, including promptly reporting errors and retaining appropriate exports of important records. This does not excuse SiteSync from its own obligations.

These terms and related non-contractual obligations are governed by the law of England and Wales. Subject to any mandatory rule requiring otherwise, the courts of England and Wales have exclusive jurisdiction.

Please first raise a dispute with support@sitesyncapp.co.uk so that we can try to resolve it. This does not prevent either party seeking urgent court relief or exercising rights within a legal time limit.

Legal notices to SiteSync may be sent to support@sitesyncapp.co.uk or the registered office above. We may send service notices to the customer’s nominated contact, who must keep that address current.

We will identify updated terms by date and notify existing customers of material contractual changes at least 30 days before they apply, except where an earlier change is necessary for law or security. Changes do not retrospectively alter an accepted order. A customer may cancel before a materially adverse change applies; any unused prepaid affected service will be refunded proportionately.

If a provision is unenforceable, the remaining terms continue to the extent possible. A delay in enforcing a right does not waive it. No third party acquires contractual enforcement rights under these terms, without limiting rights granted independently by law.