Privacy Policy

This policy explains what information SiteSui LLC collects when you use Sitesui (the “Service”) or our website, how we use it, and the choices you have.

Information we collect

• Account information — name, email, workspace details, and role, provided when you create an account or join an organization.
• Customer content — property details, inspections, condition ratings, notes, photos, videos, voice recordings and their transcripts, reports, signatures, quotes, vendor details, documents, and work orders your team creates. A transcript, whether the browser produced it or our transcription provider did, is stored with the voice note it belongs to and is shown on the inspection and in the report like any other note. Signing records include a timestamp and technical information such as IP address and browser details.
• Where and when an inspection happened — if the inspector allows it, the position of their device when they tap Start (the start position), and for each photo or video taken during the walk, the time it was captured and the device's position and accuracy at that moment. We record these so a report can show that a walk began at the property and that a given photo was taken there and then — the question a regional manager or a client asks of a photo. The browser asks for permission first; a refused prompt records nothing and the inspection works without it. Positions are shown to members of the workspace on the inspection and, as a distance from the property, on the report. We never track a device between inspections or build a location history. These stamps live with the inspection and are deleted with it.
• Notification endpoints — when a staff member turns on browser notifications, we store the push subscription their browser issues (an endpoint URL and its keys) so we can tell that device about an assignment. It carries no message content, is visible only to that member, and is removed when they turn notifications off, delete their login, or the browser revokes it.
• Phone numbers for texts — a staff member may add a mobile number to be texted about assignments; a customer may add a vendor's number; a pro provides one on their profile. Each is used only after the person replies YES to a consent text, and each is stored with the time of that consent. See “Text messages” below.
• Fresh-link requests — when an expired report, quote or work-order link is opened, the page offers one field: an email or phone we can reach you at. We keep what you enter, the object you asked about and the time, so the sender can re-send the link, and we send it directly only when what you entered already matches a contact on file for that object.
• Resident reports — issues submitted through a workspace's Pinpoint report page, including the location, description, urgency, up to five optional photos, and the reporter's name and email if they chose to provide them. Reports are visible only to that workspace.
• Contact requests — details you send through our demo or contact forms.
• Calls and voicemails — when you call (833) 722-4540 and leave a message, the number you called from, the time, the length and the recording. We use it to call you back; the recording is held by our telephone provider.
• Email sign-ups before an account — the email (and first name, if given) you leave to get a sample report, a plan summary or the newsletter, where you left it, and whether you agreed to follow-up mail. Follow-ups go only with that agreement, carry an unsubscribe link, and stop if you create an account.
• Usage & technical data — basic logs and analytics needed to run and secure the Service.

How we use information

• to provide, maintain, and improve the Service;
• to generate reports, route work orders, and triage resident reports;
• to respond to your requests and provide support;
• to send account and service messages, and optional product tips you can unsubscribe from;
• to keep the Service secure and prevent abuse; and
• to comply with legal obligations.

We do not sell your personal information, and we do not use your Customer Content to advertise to you.

How data is stored and secured

Data is stored in a managed Postgres database with row-level security, and photos are kept in private storage served through signed, expiring links. Traffic is encrypted in transit, and data is encrypted at rest by our infrastructure provider. Access within your organization is controlled by role.

Cookies and device storage

We use strictly necessary cookies to keep you signed in and to keep the Service secure. One small cookie, tz, holds your browser's time zone name so that dates on pages we render for you read in your local time; it identifies nothing about you and is not used for tracking. We keep analytics minimal and privacy-preserving: on our public pages we keep our own count of visits, which records the page, the site that linked to it, the country and city Vercel's network reports, and the device type, tied to a random visit id in a cookie (sui_sid, 30 days) and a first-visit note (sui_src, 90 days). The same visit id records a short list of named steps only a browser can see (for example, opening the sign-up form or starting a sample inspection), and picks which version of a page you see when we are comparing two. For each public page you open we also record how long it was in front of you, how far down you scrolled, which buttons and links you clicked (by their visible names, never anything you type; an email or phone link is noted as that kind of link, not the address or number), which marked sections of the page came into view, and how fast the page loaded on your device. That is tied to the same visit id, is not collected if your browser sends Global Privacy Control or Do Not Track, and is deleted after 180 days. If you open a customer's referral link, a third cookie (sui_ref, 90 days) holds that link's code so the referral can be credited. When you sign up, the visit id and the first-visit note are attached to your new workspace, so we can see which page brought you and what you looked at first; once you are signed in, those steps are recorded against your account. No IP address is stored and nothing is shared with an advertising network. For offline inspections, your browser may store unsynced ratings, notes, photos, and voice recordings on your device until they can be uploaded. Keep shared devices secure and check that your work has synced before clearing browser data.

Sharing and sub-processors

We share data only with service providers who help us run the Service, under confidentiality obligations, and when required by law. Today those providers are Vercel, Supabase, Stripe, Resend, Twilio, Cloudflare, GitHub, X.AI LLC (xAI), Anthropic, OpenAI, Mapbox and Komoot GmbH (Photon). Our sub-processor page says what each one does, what personal data it can see and where it processes; we give 30 days' notice before adding one, and you can ask to be told.

AI triage is on for a workspace until an owner or admin turns it off under Settings → Workspace. While it is on, the reported issue, location description, and selected urgency are sent to xAI (Grok) — or to Anthropic, only if xAI is not configured — to suggest a trade and summary for a person to review; with it off, they are not sent, and a keyword check inside Sitesui still flags hazards such as gas, fire or flooding. The short summary at the top of our own end-of-day business brief is written by the same provider from that day's counts and each new workspace's name, trade, signup source, city and plan — never a person's name, an email address, a report or a photo. Voice-note audio may be sent to OpenAI for transcription when a transcript is unavailable. Browser speech recognition, where supported, may also use your browser provider's speech service. These features process the content needed for the request; they do not automatically resolve resident issues or replace a person's review.

Reports, property histories, signing requests, quotes, and vendor work orders you choose to share by link can be opened by anyone holding that link while it remains valid. Keep these links private and revoke or replace them when access is no longer needed.

The pro network

Tradespeople may create a separate pro account to be found by Sitesui customers near their properties. For pros we collect name, company, email, phone, trades, a service zip code and radius, an optional bio, an optional license number, and whether they say they carry insurance. We resolve the zip code to an approximate point (via Mapbox or a public zip lookup) to answer distance searches.

While a pro is listed, customers searching their trade within the pro's service radius see the pro's name, company, trades, bio, approximate distance, whether a license number and insurance were entered (shown only as “Licensed” and “Insured”), and a track record derived from work orders sent through the Service: jobs completed, on-time rate, and ratings. A customer who adds a pro to their vendor list or sends them a job also receives the pro's email and phone. License numbers and precise location are never shown. Pros can unlist or delete their account from their profile at any time; work orders, quotes, notes and ratings remain in the customer workspaces that created them.

Ratings of pros are submitted only by customers, only for work orders they sent through the Service and marked completed, and are visible to the pro and to customers searching the network.

A listed pro can also switch on a public profile page that anyone with its link can open, not only signed-in customers: it shows the pro's name, company, trades, photo, bio, service area (as a zip code and radius, never a precise location), whether a license number and insurance were entered, the track record above, and verified ratings with the customer's comment — never the license number, phone, email, or which customer said what about which address. It is off by default; switching it off or unlisting takes the page down.

Text messages

Paused today. Texts are paused while our text-message number finishes carrier verification; until they are back, the job goes by email with a link the vendor answers from. What follows describes the program as it runs once texts are back.

When a customer adds a mobile number for a vendor, Sitesui sends that number one text inviting them to receive work orders by SMS. Nothing else is sent unless the vendor replies YES. After that, Sitesui may deliver work orders the customer sends them, the customer's replies on those jobs, and a confirmation of the vendor's own reply, by SMS through Twilio, our messaging provider. Messages are transactional: they concern a specific job the customer sent and are never marketing. The full program description is at sitesui.com/sms. Message frequency depends on how many jobs a customer sends. Message and data rates may apply. A vendor can reply STOP at any time to stop receiving texts and START to resume; HELP returns support information. We keep the text of each message, the number it went to or came from, and the carrier's delivery status as part of the work order's record.

Staff members and pros can opt in to texts the same way. A staff member who adds a mobile number on their own profile receives one text asking them to reply YES; after that, Sitesui texts them when they are assigned an inspection or a work order, and nothing else. A pro who adds a number receives a consent text before any job is sent to them by SMS. STOP works for everyone, immediately, and removes the consent; the number stays on the profile until its owner removes it. Phone numbers are masked in our operational logs.

Location

When someone reports an issue through a workspace’s resident report link, they can optionally tap “Pin my location” to attach the coordinates of the problem. This is never collected automatically — the browser asks first, the report works without it, and the pin can be removed before sending. We store the coordinates and their accuracy so the property manager can find the issue and match it to the right property. We do not track location in the background or build location histories.

Your rights

You can access, correct, export, and delete your data yourself. Workspace owners can export inspections and the audit log as CSV, download any report as PDF or ZIP, and permanently delete the whole workspace from Settings → Danger zone. This removes workspace records and files from the live service, cancels its subscription, and removes member logins other than platform administrator accounts or logins still used by another workspace. If cleanup cannot finish, the app reports the problem so you can contact support. Team members can delete their own login from the same page; records they created remain with the workspace. To delete your data, go to Settings → Danger zone: a workspace owner can delete the whole workspace there, and any member can delete their own login. Closing a workspace: access ends at once for everyone; the owner can restore it for seven days; on the eighth day every live record is deleted; backup copies (encrypted at rest by the backup provider) expire after 35 days, so a closed workspace is gone from every copy within six weeks. Deleting your own login removes it the same day; records you made stay with the workspace. Because organizations control their own workspaces, some requests may be directed to your administrator. Contact us and we'll help.

Retention

We keep Customer Content while your workspace is active, including when a paid subscription is cancelled and the workspace returns to Free. Deleting a workspace is a separate action. Backup copies are separate from the live service and expire after 35 days; nothing is restored from them except to recover the whole service. Contact us for help with a deletion request.

Contact

Questions or requests? Email hello@sitesui.app or call (833) 722-4540.