Privacy Policy

Information you give us

• Account details: email address, password (stored only as a secure hash by our authentication provider), an optional display name and an optional profile photo.
• Business profile (workspace owners): company name, ABN, business address, contact name, email, phone, website and logo.
• Team and contractor invitations: the name, email address, phone number and trade of people you invite. If you invite someone, you are responsible for having their permission to give us those details.
• Client records: the company name, ABN, address and contact details of clients you add to projects. These appear on report covers. You are responsible for having their permission.
• Project content: photos and videos of construction sites and defects, floor plans, defect descriptions and notes, comments and activity messages, and PDF reports generated from them.
• Support communications: anything you send us when you contact support.

Information collected automatically

• Almost none. The app contains no analytics, crash-reporting, advertising or tracking software of any kind, and we do not collect device identifiers, advertising IDs or usage profiles.
• We keep basic account metadata: when your account was created and when you last signed in.
• Our infrastructure provider (Supabase) processes IP addresses transiently as part of serving ordinary HTTPS requests, as any internet service does.

If we add crash-reporting or product-analytics tools in the future, we will ask for your consent in the app first, give you a setting to withdraw that consent at any time, and update this policy before the change takes effect.

On this website

• The website sets no cookies and runs no analytics or tracking.
• If you submit the demo request form, we collect your name, work email, company, role, and any message or phone number you include — plus your IP address and browser identifier, which we record to filter spam. We store the request with our hosting provider, receive it by email, and use it only to respond to you. Email us to have a demo request removed.

What we deliberately do not collect

• Location. The app never requests device location, and we strip metadata (including any embedded GPS coordinates) from photos you upload by re-encoding every image before upload. Defect "locations" are labels you type and pin positions on your own floor plans — not geographic coordinates. Metadata stripping currently applies to photos (JPEG/PNG); videos and PDFs are uploaded as-is.
• Audio recordings. Voice notes are transcribed on your device and are not uploaded or stored by us. (Videos you record do include their audio track, which is uploaded as part of the video.)
• Age or date of birth. SiteWarden is a professional tool for the construction industry. It is not directed at children and we do not knowingly collect information from anyone under 18.

On-device AI

SiteWarden’s AI features (voice transcription and defect field extraction) run entirely on your device — either inside SiteWarden or, on devices that need it, in the optional OnSite AI companion app; data exchanged between the two apps stays on your device. Your photos, audio and text are never sent to any server for AI processing.

The AI model itself is downloaded once from Hugging Face (a one-way download — no personal information is sent). The app keeps basic local diagnostics about AI performance (durations, device state, character counts — never your content) on your device only.

SiteWarden’s AI does not make automated decisions that produce legal effects for, or significantly affect, any individual. It suggests defect details which you review and can change before saving.

Why we collect information

• Create and secure your account and workspace.
• Provide the service: capturing, organising, assigning and reporting on construction defects, and sharing that content with the people you choose.
• Send transactional emails (invitations, assignment notifications, password resets) — these are factual service messages, not marketing.
• Respond to support requests and reports of objectionable content (when you report content we keep a record of the report, including your identity as the reporter, for moderation and app-store compliance).
• Keep the service secure, prevent fraud and abuse, and meet legal obligations.

We do not sell personal information, and we do not use your content for advertising or to train AI models.

Sharing with other users

Content in a workspace is visible to that workspace’s members according to their role.

When a defect is sent to a contractor, that contractor gains permanent read access to that defect and the minimum related information needed to act on it (including its photos and the project it belongs to). This access is deliberate and survives later changes — including account deletion — because contractors need a lasting record of work they were engaged to do. Owners see the identity (name and email) of contractors working on their defects, and vice versa.

Service providers who process data for us

• Supabase (hosted on Amazon Web Services) — database, authentication, file storage and server functions for all account data and project content. Located in Singapore.
• Resend — delivers invitation, notification and demo-request emails (email addresses and message content). Located in the United States.
• Vercel — hosts this website and our web dashboard (standard web-request logs, including IP addresses). Located in the United States.
• Apple and Google — app distribution (standard app-store data they control).
• Hugging Face — hosts the AI model file the app downloads. No user data.

These providers act on our instructions under their service agreements and may not use your information for their own purposes. We remain responsible for your information while they hold it. Generated reports include links and QR codes that open the referenced defect in our web dashboard, so report recipients who follow them interact with that hosting provider like any website visit.

Otherwise, we disclose personal information only if required by law, or to protect the rights and safety of users and the public.

Overseas storage and disclosure

Your information is stored with Supabase in Singapore; email delivery data passes through Resend, and our website and web dashboard are hosted by Vercel, both in the United States. We retain control of the data at all times (we can access, modify, retrieve and delete it), and our providers are bound by contract to store and process it only on our behalf. By using SiteWarden you acknowledge that your information is held in these countries.

Security

We take reasonable steps to protect your information, including: encryption in transit (HTTPS) for all traffic; row-level security on every database table so users can only reach data their role allows; sign-in tokens stored in the device’s secure enclave (iOS Keychain / Android Keystore); media served through signed links rather than public URLs — short-lived (minutes) inside the app, and long-lived (up to 10 years) inside exported report PDFs so reports keep working, which means anyone holding an exported report can open its photo links; invitation tokens stored only as cryptographic hashes; and metadata stripping on photo uploads.

No system is perfectly secure. If a data breach occurs that is likely to result in serious harm, we will notify affected users and the Office of the Australian Information Commissioner (OAIC) promptly.

Retention and deletion

• We keep your information while your account is active.
• You can delete your account in the app (Account → Account removal → Delete account) or request deletion at sitewarden.ai/delete-account.
• Deletion permanently removes your account, your own workspaces and their projects, defects, media and reports, and invitations addressed to you.
• Shared workspaces are not deleted. If a workspace you own still has other members, it stays — along with everyone’s work in it — and ownership passes to the longest-standing remaining owner or admin. Deleting your account never deletes other people’s projects.
• What survives deletion: defects you had already sent to contractors are retained (with your name and account references removed) so contractors keep the permanent record described above; completion evidence you uploaded as a contractor stays with the builder’s defect record, anonymised, because it is their proof that work was approved; content you authored inside other people’s workspaces remains theirs, with your account references anonymised. We retain information where the law requires it or where it is reasonably necessary for security or dispute resolution, and only for as long as needed.
• Free-text you wrote (e.g. a note that includes your own name) is not scanned or rewritten during anonymisation.
• Copies outside our control are not affected by deletion: photos or videos you chose to save to your own device’s photo library (an optional setting, off by default), and report PDFs you or others exported or shared.
• If you were invited but never accepted, we hold your invitation details until they are removed — email us to have them deleted. The same address handles removal of website demo requests.

Access, correction and complaints

You can see and edit most of your information directly in the app. For anything else — access, correction, or a copy of your personal information — email us and we will respond within 30 days.

If you believe we have mishandled your personal information, contact us first and we will investigate and reply. If you are not satisfied with our response, you can complain to the OAIC at oaic.gov.au or 1300 363 992.

Changes to this policy

We will post changes here and update the date above. For significant changes we will notify you in the app or by email before they take effect.