Privacy Policy

Sitefile (“we”, “us”) provides a progress evidence and reporting service for construction contractors at www.sitefile.app. We are the data controller for account information, and we process the project data our customers upload on their behalf. Contact for anything in this policy: support@sitefile.app.

Account data: your name, email address and authentication details (managed by our sign-in provider, Clerk).

Project data you upload: project details, programme tasks, annotations, and site photos or videos. Photos include the metadata your device records — capture time, camera details and GPS position — because preserving that metadata is the point of the service: it is what makes your evidence verifiable.

Daily site diary records: where your team keeps the site diary, we store the entries it contains — crew and plant counts, hold-up notes, safety figures and free-text notes — together with who entered them and when, because the diary's value depends on that record being kept intact.

Activity records: an audit trail of actions taken in your projects (who did what, when), which appears in your reports and protects the integrity of your evidence.

Solely to provide the service: storing your evidence, linking it to your programme, generating your reports, and keeping your account secure. We do not sell your data, share it with advertisers, or use your project data to train AI models.

If you import a programme as a PDF, that document is processed by an AI service (Anthropic) to extract the task list; it is not used for training and is not retained by us beyond the import.

Project data is stored in the European Union (Frankfurt, Germany) with our database provider, Supabase. Photos, videos and generated reports are stored in Cloudflare's secure object storage. The application is hosted on Vercel. Authentication is provided by Clerk and, when billing is active, payments are handled by Stripe — we never see or store your card details. Some providers may process data outside the UK/EU under appropriate safeguards (standard contractual clauses).

Only members of your organisation can access your projects — data is isolated per company at the database level. Reports leave the system only when you send them, as password-protected PDFs if you choose.

Site records exist to be relied on later, so we keep them for longer than your subscription. Photos, diary entries, programme data and issued reports are kept for the life of your subscription and for six years after a project closes — the limitation period for most UK construction contracts. Longer is available by arrangement for contracts executed as a deed.

If your subscription ends, closed projects are not deleted. They move to read-only storage and remain retrievable: a full export of photos, diaries and PDFs is always free on request, and read-only access can be reinstated (an archive fee may apply). We never delete project records without offering an export first.

User accounts and profile details are removed within 30 days of an account closing. Personal data inside site records — who entered a diary day, who approved a report — stays with the record for its retention period, because that attribution is what makes the record usable as evidence. You can request earlier deletion of your data at any time, except where a legal obligation requires us to keep it.

We use essential cookies only — the ones required to keep you signed in. No advertising or cross-site tracking cookies, which is why you don't see a cookie banner.

Under UK GDPR you can request access to, correction of, export of, or deletion of your personal data — email support@sitefile.app and we'll act on it. You also have the right to complain to the Information Commissioner's Office (ico.org.uk).

If this policy changes materially, we'll notify account holders by email and update the date at the top of this page.