Privacy Policy

1. Introduction

SiteSinc ("we," "us," "our") values your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our document hosting, RFI, and forms platform at www.sitesinc.co.uk.

2. Information We Collect

We collect the following types of information:

• Personal Information: Name, email address, payment details (processed via Stripe), and other details provided during registration.
• Content: Documents, RFIs, forms, and other data you upload, subject to the 50GB limit for "unlimited" plans.
• AI Assistant Data: Messages you send to Project Assistant, conversation history, feedback ratings, and project content retrieved to answer your queries (drawings, documents, RFIs, forms, project mailbox items, and related metadata you have permission to access).
• Personal Outlook Mailbox Data (optional): If your organisation enables this feature and you connect your Microsoft 365 work account, we collect and store OAuth tokens, mailbox metadata, and the email content you choose to index (subject, body, sender/recipient metadata, dates, and folder selection) for private AI search, follow-up suggestions, and sync. This data is scoped to your user account only and is not shared with other users in your organisation.
• OneDrive / SharePoint Data (optional): If you connect Microsoft 365 for file integrations, we receive OAuth tokens and file metadata/content you select to attach or import into SiteSinc (e.g., documents or drawings). We do not continuously index your entire OneDrive unless you initiate an import or attach files in chat.
• Usage Data: IP address, browser type, device information, and interaction data (e.g., pages visited, time spent).
• Cookies and Tracking Technologies: We use cookies and similar technologies for essential functions (session management, security), analytics (Google Analytics), and marketing/advertising (Google Ads). You can manage your cookie preferences through our cookie consent banner or your browser settings. See Section 7 for detailed information.

3. How We Use Your Information

We use your information to:

• Provide and improve the Service, including hosting your Content and processing payments via Stripe.
• Power the Project Assistant and other AI features, including indexing project content for search, generating responses to your queries, analyzing connected personal mailbox threads for suggested follow-ups (such as unanswered questions), and improving answer quality through feedback.
• Communicate with you, such as sending account updates or support responses.
• Analyze usage patterns through analytics cookies (Google Analytics) to enhance functionality and user experience.
• Deliver personalized content and advertisements through marketing cookies (Google Ads) to measure campaign effectiveness and improve our marketing efforts.
• Comply with legal obligations, such as responding to lawful requests.

4. Data Sharing

We share your information with:

• Third-Party Subprocessors: Such as Stripe for payments, Frankfurt data centers for hosting, AI providers for Project Assistant (OpenAI for search embeddings; xAI for response generation), and Microsoft when you connect optional Microsoft 365 integrations. All subprocessors are bound by GDPR/UK GDPR-compliant agreements.
• AI Providers: OpenAI (United States) processes text to create search embeddings for Project Assistant. xAI (United States) processes your chat messages and retrieved project context to generate responses and may process mailbox thread excerpts when analyzing suggested follow-ups. We use API services configured so your data is not used to train their public models. See our Data Protection page for the full subprocessor list.
• Microsoft: When you connect a personal Outlook mailbox or OneDrive / SharePoint, Microsoft processes authentication and provides access to your mailbox or files under Microsoft's privacy policy and your organisation's Microsoft 365 settings. SiteSinc stores OAuth tokens and synced content in our EU-hosted infrastructure as described in this policy.
• Analytics Providers: Google Analytics to analyze website usage and improve our services. Data is processed in accordance with Google's privacy policy and our data processing agreement.
• Advertising Partners: Google Ads for conversion tracking and ad personalization. This helps us measure campaign effectiveness and deliver relevant advertisements.
• Authorized Users: As directed by you through the Service (e.g., sharing documents).
• Legal Authorities: When required by law or to protect our rights.

5. Data Storage and Transfers

Your data is stored in Frankfurt, Germany, under EU data protection laws. AI processing for Project Assistant may transfer chat messages and relevant project content to subprocessors in the United States (OpenAI and xAI). Optional Microsoft 365 integrations may involve communication with Microsoft services in the UK, EU, or other regions where Microsoft operates. For transfers outside the UK/EU, we use Standard Contractual Clauses (SCCs) and, where applicable, the UK International Data Transfer Agreement (IDTA) or UK Addendum to ensure compliance with GDPR/UK GDPR.

Personal Outlook mailbox: If you connect your mailbox, indexed email is stored in SiteSinc and is accessible only to you for AI context and follow-up suggestions. You can disable AI context, disconnect, and delete synced mailbox data at any time from your account settings. Your organisation's administrator controls whether users may connect personal mailboxes.

6. Your Rights

You have the right to:

• Access, correct, or delete your personal data.
• Restrict or object to processing.
• Data portability (receive your data in a structured format).
• Withdraw consent where applicable (e.g., marketing emails).

To exercise these rights, contact support@sitesinc.co.uk. We will respond within 30 days.

7. Cookies and Tracking

We use cookies and similar tracking technologies to enhance your experience, analyze website usage, and deliver personalized content and advertisements. You can manage your cookie preferences at any time through our cookie consent banner or your browser settings.

Types of Cookies We Use

Managing Your Cookie Preferences

You have control over non-essential cookies:

• Cookie Consent Banner: When you first visit our website, you can choose to accept all cookies, accept only necessary cookies, or customize your preferences
• Change Preferences: You can update your cookie preferences at any time by clicking the cookie settings link in the footer or by clearing your browser's localStorage
• Browser Settings: Most browsers allow you to refuse or delete cookies. However, disabling necessary cookies may affect website functionality
• Opt-Out Tools: You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on

Note: Opting out of analytics or advertising cookies will not affect your ability to use our website, but it may limit some personalized features and prevent us from improving our services based on usage data.

8. Contact Us

For privacy concerns, contact our Data Protection Officer at dpo@sitesinc.co.uk or via www.sitesinc.co.uk.