Privacy Policy

1. Who we are

SiteTimePro is an all-in-one management platform that helps teams and solo users organise, track and share work — including construction job listings, quotes, invoices, materials, scheduling and attendance. For any privacy enquiries, please use the Contact page. This policy has been prepared in accordance with the UK GDPR and the Data Protection Act 2018, while also being suitable for our international users.

2. Personal information we collect

We collect the personal information reasonably necessary to provide the service:

• Account data: your name, email address, and an authentication credential (stored hashed).
• Profile data: display name, role, currency and region preferences, and your unique Worker / team ID.
• Contact data: phone numbers and email addresses you choose to add for yourself, your team or your clients.
• Job and business data: the jobs, materials, quotes, invoices, photos, receipts and notes you create.
• Usage data: limited, anonymised analytics about how the app is used, collected via cookies and local storage (see our Cookie Policy).

3. Account registration and authentication

You register with an email address and password. Passwords are hashed before storage; we never see or store them in plain text. We may also offer sign-in via third-party providers (such as Google). When you use a provider, we receive only the details needed to create and sign you into your account (such as your name and verified email). You can reset your password at any time, and we verify new accounts before they become active.

4. Customer, supplier and employee information

You may enter contact details for your customers, preferred suppliers and team members (including names, companies, phone numbers, email addresses and site addresses). This information is used only to help you manage those relationships — for example, to send invoices, raise purchase orders or record supplier pricing. Where you enter personal information about other people, you are responsible for ensuring you have the right to do so and that those individuals are aware their data is being processed, as required by applicable data protection law.

5. Job information

Jobs hold the details you add — name, address, status, dates, scope of work, tasks, materials, plans, photos, receipts, documents, notes and daily reports. Job data is visible to the job creator and to the workers and supervisors they add to that job. Workers added to a job can see operational details but do not see the job's financial information. You can control who is on a job and remove people at any time.

6. Quotes, invoices and financial records

We store the quotes, invoices, payments, deposits, worker rates and other cost records you create so you can produce, send and track them. Financial details (costs, payments, profit) are visible only to the job creator and supervisors — not to workers. When you email an invoice to a client, the client's email address is used to deliver that document. See our Terms for your responsibilities regarding client data.

7. Calendar events

You can schedule deliveries, inspections, meetings, site visits and reminders as calendar events. Events store a title, date, time, type, priority, linked jobs and any notes you add. Events are visible to you and, where relevant, to admins and supervisors. They help you plan upcoming activity and can trigger reminders.

8. Team management

You can build a team by inviting members, pre-assigning people by their Worker ID, or having them join a job with a code. Team records may include a member's name, role, trade, contact details, availability and hourly rate. Team information is used to assign people to jobs and calculate labour costs. Members see only the jobs they have been added to.

9. Sign On / attendance records

When a worker signs on or off a job, we record their user ID, the sign-on time and the sign-off time against that job. This creates an attendance log used for time tracking and reporting. Attendance is tied to the worker's account; a worker must be added to a job (by the creator, via a join code, or by Worker ID) before they can sign on.

10. AI Quote Estimator

The AI Quote Estimator uses artificial intelligence to suggest labour hours, material lists, pricing ranges and quote totals based on the job details you enter. To do this, we send your job description, trade, region and related inputs to our AI provider so it can generate an estimate. The AI provider processes these inputs to return a result; we do not use your estimate data to train third-party models. Estimates are automatically generated and may be inaccurate — always review them before relying on them. See our AI Policy.

11. AI Assistant

The in-app AI Assistant can answer questions and help with tasks using information from your jobs, customers, quotes, invoices and team. To respond, it may read the relevant records for the job or context you have selected. The Assistant generates responses automatically; outputs may be incomplete or incorrect, and you remain responsible for checking them before acting. See our AI Policy.

12. Receipt OCR and AI receipt extraction

When you upload a supplier receipt or invoice, SiteTimePro can use optical character recognition (OCR) and AI to extract the supplier, date, line items, totals and other details. The uploaded image/file and the extracted data are stored against the job so you can match it to purchase orders and track costs. Extraction is automatic and may contain errors — always confirm extracted figures against the source document.

13. Uploaded documents and images

You can upload plans, photos, receipts, certificates, safety documents and other files to a job. These files are stored securely in cloud storage and linked to the relevant job. They are visible to the job creator and to workers/supervisors on that job according to their role. You can delete uploaded files at any time, which removes them from the job.

14. Material Price Checker

The Material Price Checker compares the price saved on a material against current supplier prices to help you spot changes and potential savings. To do this, it may look up product and pricing information from suppliers and public sources. Price results are generated automatically and can become outdated — confirm current prices with the supplier before purchasing.

15. Supplier lookups

To support price checking and material autofill, SiteTimePro can look up product details, SKUs, units, images and pricing from supplier websites and other sources. We store the results you save (for example, as price list entries) so you can reuse them. Supplier data is used only to help you plan and purchase materials.

16. Dashboard analytics

Your dashboard summarises your own data — active jobs, profit snapshots, upcoming activity, job progress, business health and follow-ups. These analytics are derived from the records in your account and are shown only to you (and, for admins, across the workspace). We may also collect anonymised, aggregated usage analytics to improve the platform, which do not identify you personally.

17. Notifications

SiteTimePro can show in-app notifications and, where you enable them, send push notifications to your mobile device or emails about activity such as price changes, reminders and updates. Push notifications are sent to your device through the platform's push service. You can manage or disable notifications in your device and app settings.

18. Xero integration

If you connect Xero, you authorise SiteTimePro to access your Xero organisation on your behalf. We use this connection to sync contacts and invoices to Xero and read details needed to do so (such as tax rates and account codes). The connection is authenticated via Xero's OAuth and stored against your account; you can disconnect Xero at any time, which revokes our access. Xero handles your Xero account data under its own policies.

19. Stripe subscription payments

Paid plans are billed through Stripe. When you subscribe, Stripe processes your payment details and we receive a confirmation of your subscription and its status. We do not store your full card number — Stripe handles card data securely under its own compliance program. We store your subscription status to manage access to paid features.

20. Email communications

We may send service emails to registered users — for example, account verification, password resets, invitations and important account notices. Transactional emails to your clients (such as invoices) are sent on your behalf using your linked email services where configured. We do not sell your email address or use it for unsolicited marketing you have not agreed to.

21. Cookies and analytics

We use cookies and local storage for authentication, remembering your preferences and basic analytics. You can accept or decline non-essential analytics using the consent banner shown on first visit. Full details are in our Cookie Policy.

22. Cloud storage

Your data and uploaded files are stored in cloud infrastructure provided by our platform provider and storage partners. Data is stored securely and accessed only as needed to provide the service. Files you upload are kept in cloud storage linked to your account and are removed when you delete them or your account.

23. Third-party services

SiteTimePro relies on third-party services to operate, including:

• Base44 — our application platform provider (hosting, database and infrastructure).
• AI providers — used for the AI Quote Estimator, AI Assistant and receipt/document extraction.
• Stripe — subscription billing and payments.
• Xero — accounting integration (only if you connect it).
• Email and push notification providers — to deliver messages to you.
• Analytics providers — for anonymised usage insights (subject to your consent).

Each provider processes data under its own terms and policies. We share only the information needed to provide the relevant feature and do not sell your data.

24. Data retention

We keep your data while your account is active. You can delete jobs, files and your account at any time, which permanently removes the associated information. Some records may be retained in backups for a limited period before being permanently removed. Full details, including retention periods and how to request deletion, are in our Data Retention & Deletion Policy.

25. Your rights

You have the right to access, rectify, port, restrict or object to the processing of your data, and to request erasure. To exercise these rights, use the "Download my data" option in Settings or contact us via the Contact page.

26. Exporting and deleting data

You can export a copy of your data from Settings, and you can delete individual jobs, files, notes or your entire account at any time. Deleting your account permanently removes your information from the live system. See our Data Retention & Deletion Policy for how to request full deletion and what happens to backups.

27. International users & GDPR

SiteTimePro is available to users in Australia and internationally. Because our infrastructure and providers operate globally, your data may be processed and stored outside your home country. Where this occurs, we take reasonable steps to ensure it is handled in line with this policy and applicable law, including any appropriate safeguards required under the UK GDPR.

If you access SiteTimePro from within the European Economic Area (EEA), the EU, Switzerland or the United Kingdom, the General Data Protection Regulation (GDPR) (and the UK GDPR in the UK) applies to your use of the service — regardless of the country your account was created in. In those regions we act as the data controller of your personal information and process it on the following lawful bases: performance of a contract with you (to run your account, jobs and invoicing), our legitimate interests (to keep the service secure, prevent misuse and improve it), your consent (for optional analytics and cookies), and compliance with legal obligations.

No matter which country you sign in from, we honour the GDPR rights of access, rectification, erasure, restriction, data portability, objection, and the right not to be subject to a decision based solely on automated processing. To exercise any of these rights, use the "Download my data" option in Settings or contact us via the Contact page. Where we rely on your consent, you may withdraw it at any time without affecting processing carried out before withdrawal. If we transfer your data outside the EEA/UK, we do so using appropriate safeguards such as standard contractual clauses. You also have the right to lodge a complaint with your local data protection authority.

28. Security measures

We take reasonable steps to protect your information, including:

• Hashing passwords and using secure authentication tokens.
• Role-based access so workers only see the data they are meant to, and financials are gated from workers.
• Row-level security so users only access jobs and records they own or have been added to.
• Secure cloud infrastructure and encrypted connections (HTTPS).
• Authorised integrations (such as Xero) that use OAuth and can be revoked by you at any time.

No system is completely secure. If a security incident affects your personal information, we will take reasonable steps to notify affected users as required by law.

29. Contact details

For any privacy questions, requests to access or correct your information, or complaints, please contact us via the Contact page. We will respond in a reasonable timeframe.

30. Future AI features

We continue to improve SiteTimePro and may introduce new AI-powered features over time. Where a new feature processes your personal information in a materially different way, we will update this policy and, where appropriate, seek your consent. All AI features are provided on the basis that outputs are automatically generated and you remain responsible for reviewing them before relying on them. See our AI Policy.

31. Complaints

If you believe we have mishandled your personal information, please contact us via the Contact page first so we can try to resolve it. If we cannot resolve your complaint, you may complain to the Information Commissioner's Office (ICO) at ico.org.uk.