1. Who we are

Site Pal is a construction site-diary application that allows users to create written site records from photographs and other inputs.

For the purposes of UK data protection law (UK GDPR and the Data Protection Act 2018), the data controller is:

SITE PAL LTD
Company number 17393741
Registered office: 124-128 City Road, London EC1V 2NX
Registered in England and Wales

Contact: sitepalapp@outlook.com

2. What information we collect

We collect the following types of information:

Account information — when you sign up, we collect basic details such as your name and email address. If you sign in using a third-party provider (Google, Apple, or Microsoft), we receive basic profile information from that provider in line with their permissions.

Content you create — this includes the photographs you upload, the site diary entries and reports generated from them, project information, programme documents you upload, and any notes, voice inputs, or other content you add to the Service.

Location and weather information — where your device provides it and you have granted permission, we record the location at which a photograph was captured, and retrieve weather information for that location and time, so that it can form part of your site record. You can decline location permission; the Service will still work, without that information.

Report recipient details — where you choose to save report recipients or email a report, we store the recipient names and email addresses you enter against that project, so that you can reuse them.

Usage information — we collect basic information about how the Service is used, such as features accessed, entries created, and reports exported, so that we can understand usage and improve the product.

Payment information — if you subscribe, payment is processed by Stripe. We do not receive or store your full card details. We hold a customer and subscription reference so that we can manage your subscription.

Technical information — standard technical data such as device type and general log information that is necessary for the Service to function.

3. How we use your information

We use your information to:

• Provide and operate the Service, including generating site diary entries and reports from your photographs and inputs;
• Create and manage your account;
• Process your content using artificial intelligence to produce written records (see Section 4);
• Deliver reports to recipients you choose (see Section 5);
• Take payment and manage your subscription;
• Understand how the Service is used so we can maintain and improve it;
• Communicate with you about the Service, including responding to feedback or support requests;
• Comply with our legal obligations.

We do not sell your personal data to third parties, and we do not use your content for advertising.

4. Artificial intelligence processing

A core feature of the Service is the use of artificial intelligence to analyse photographs and other inputs you provide and to generate written site records from them. When you submit a photo or other content, it is processed by AI systems for the purpose of producing your diary entry or report. We process this content only to provide the Service to you.

The outputs are drafts for you to review and confirm. We do not use your content to train AI models for any purpose other than providing the Service to you.

5. Sending reports to recipients you choose

The Service allows you to email a report to recipients whose email addresses you enter.

When you do this:

• We store the recipient's name (if you provide one) and email address against your project, so you can send to them again. You can remove a saved recipient at any time.
• The report is sent from our systems on your behalf, using our email delivery provider. Your own email address is set as the reply-to address, so replies go to you.
• The report file is stored temporarily and privately for the few moments needed to attach and deliver it, using a link that expires shortly after sending.

You choose the recipients. We act on your instruction. If you are a recipient of a Site Pal report and have questions about why you received it, please contact the person who sent it in the first instance — their address is the reply-to on the email. You may also contact us at sitepalapp@outlook.com.

We do not add report recipients to any marketing list and do not contact them for any purpose other than delivering the report you asked us to send.

6. How your data is stored and processed

The Service is built and hosted using third-party platform and infrastructure providers, and your data is stored on their systems on our behalf. We rely on these providers to maintain appropriate security measures. We take reasonable steps to protect your information, but no method of transmission or storage over the internet is completely secure, and we cannot guarantee absolute security.

Some of our service providers may process data outside the UK. Where that happens, we take steps to ensure your data continues to be protected in line with UK data protection law.

7. Sharing your information

We only share your information:

• With the third-party service providers who help us run the Service (for example, hosting, storage, AI processing, authentication, email delivery, and payment providers), and only so far as necessary for them to provide those services to us;
• With recipients you choose, when you ask us to send them a report (see Section 5);
• Where we are required to do so by law, or to protect our legal rights;
• With your consent.

8. How long we keep your data

We keep your information for as long as your account is active or as needed to provide the Service. If you close your account or ask us to delete your data, we will delete it within a reasonable period, unless we are required to keep it for legal reasons.

Report files uploaded for email delivery are stored only for as long as needed to deliver them.

9. Your rights

Under UK data protection law you have the right to:

• Access the personal data we hold about you;
• Ask us to correct inaccurate data;
• Ask us to delete your data;
• Object to or restrict certain processing;
• Request a copy of your data in a portable format;
• Withdraw consent where we rely on it.

To exercise any of these rights, contact us at sitepalapp@outlook.com. You also have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk.