Privacy policy

Who we are

SiteScope is provided by Alec Nicholson, trading as Kudu Digital, a sole trader, of 40 Dingle Road, Up Holland, WN8 0EW ("we", "us"). You can reach us at support.sitescope@kudu-digital.com.

For UK GDPR purposes we are the controller of account data — who you are and how you sign in — and of billing data. For what builders put into SiteScope about their jobs, their clients, their team and their subcontractors, the builder's business is the controller and we are its processor: we hold and handle that data on its behalf, under our data processing terms.

If you are a homeowner using SiteScope because your builder invited you, or you work on one of their jobs, your builder is the controller of what is recorded about the job. Questions about what is held on the job are best put to them; questions about the software, or your own account, are for us.

What we collect

• Account data. Your name, email address, phone number if you give one, job title, avatar, the password hash produced when you set a password, and your choice of which notifications are emailed to you. We never see your password itself.
• Company data. For builders: company name, address, contact details, logo, brand colour, registration and VAT numbers, and the insurance and qualification entries you add.
• Project content. Everything put into a job — the programme, tasks, site diary entries, photographs, snags, messages, documents, certificates, inspection and safety records — including anything that happens to be in those. Site diary voice notes are sent to be written out as text; the recording itself isn't kept.
• Enquiries, quotes and invoices. The details of people who enquire about work — name, contact details, the address and what they want doing — whether typed in by the builder or read by FlowAI from an email or document the builder adds; and the quotes, contracts, payment records and invoices between a builder and their clients.
• Subcontractors and CIS. For builders who use the Construction Industry Scheme features: their subcontractors' names and contact details, Unique Taxpayer References, National Insurance or company numbers, VAT numbers, HMRC verification numbers, and what they were paid and had deducted.
• Technical data. IP address and browser or device type in server and security logs; the description of each device you turn notifications on for, so you can tell your phone from your tablet; and, in the iPhone app, the device token Apple issues so the phone can receive notifications.
• Billing data. For a company on a paid plan: the Stripe customer and subscription references, the plan, whether it is billed monthly or yearly, and the payment status Stripe reports. The card itself goes to Stripe, not to us.
• Usage data. When AI features are used, we record the number of tokens used and what each request cost, against the company, so the monthly allowance can be kept to.

What we do not collect

We do not use advertising trackers, we do not sell data to anyone, and we do not build a profile of you for marketing. There are no third-party analytics or advertising tools in the website or the apps.

We do not send marketing emails. Every email SiteScope sends is about your account or your work in it.

We never see or store payment card details. Paying for a plan happens on Stripe's own payment page, and the card details go to Stripe.

The apps ask for no device permissions beyond notifications, and the camera and photo library when you choose to add a photograph.

Why we hold it, and on what basis

• To provide the service — account and company data, on the basis of performing our contract with you or your builder.
• To keep accounts secure — authentication and security logs, on the basis of our legitimate interest in preventing unauthorised access.
• To send the emails an account needs — sign-up codes, password resets, security notices and invitations, on the basis of performing our contract with you or your builder.
• To send you notifications — in the app; by email, for anything you haven't seen in the app a few minutes after it happened; and, where you have switched it on, push. Email notifications are part of the service and can be limited or turned off on the Notifications page. Push is on the basis of your consent, given per device.
• To answer questions with FlowAI — project data is sent to our AI provider only when somebody asks a question or uses an AI feature, and only what is needed to answer it. See below.
• To bill and support — company and contact details and the billing data above, on the basis of contract and our legitimate interest in running the business.
• To keep the records the law requires — billing and payment records, on the basis of our legal obligation to keep business records for tax.

What we hold for a builder as their processor — their project content, enquiries, clients, subcontractors and CIS records — we handle only to provide SiteScope to them, on their instructions. The lawful basis for holding it is theirs.

Who can see your data

Access inside SiteScope is enforced by the database, not by hiding parts of the interface. Company staff see the projects they are put on; clients see only their own project, and never the site diary, costs, or internal notes.

Outside SiteScope, data is shared only with the suppliers that run it:

• Supabase — database, sign-in and file storage, in Ireland.
• Vercel — hosting and serving the website and app, from Dublin.
• Resend — sending email: the recipient's address and the content of each email we send, such as a sign-up code, an invitation or a notification.
• Stripe — card payments for SiteScope plans: the name, email address, billing address, VAT number if given, and card details entered on its payment page. Stripe also uses these for its own fraud prevention and legal obligations, under its own privacy policy.
• OpenRouter, and the company running the AI model it passes a request to (currently Google) — only when an AI feature is used, and only the content needed for that request.
• Push notification services — for notifications in a browser or the Android app, the browser's push service (run by Google, Apple, Mozilla or Microsoft) carries each notification encrypted; for the iPhone app, Apple's push service receives each notification's title and text, and the phone's device token, in order to deliver it.

Our data processing terms list these suppliers and what each one does. We will disclose data if we are legally required to, and will tell the account owner unless we are prohibited from doing so.

FlowAI and your project data

When somebody asks FlowAI a question, a bounded summary of that project plus any records the assistant looks up are sent to the model provider to answer it. When FlowAI reads an enquiry email, a document or a voice note, that content is sent the same way. Nothing is sent when the features are not used, and on plans without FlowAI nothing is sent at all.

The assistant runs on the asking person's own permissions, so it cannot see anything that person could not already see. It never makes changes without an explicit confirmation.

Project data is not used to train AI models: requests go only to model providers that do not train on them. We do not keep the requests or answers ourselves, beyond the token counts used to keep FlowAI within its monthly allowance.

Cookies and storage on your device

SiteScope uses a few cookies and some browser storage, all of it either needed for SiteScope to work or remembering a setting you chose. There are no advertising or analytics cookies, so there is no cookie banner.

• Sign-in cookies, whose names begin sb-, keep you signed in. Without them you can't use SiteScope at all.
• ss_app, set only when SiteScope is opened from the Android app, so the app shows what the Play Store allows.
• Settings kept in your browser: light or dark mode, how far you got through the tour, the last project FlowAI was open on, and whether notifications are on for this device.
• Offline copies: the app keeps a few pages so it can show a "No connection" page, and keeps changes you make without signal on the device until they can be sent.

The Privacy and Electronic Communications Regulations don't require consent for storage that is strictly necessary for a service you have asked for, or that only remembers how you have chosen to set it up. You can clear all of it in your browser's settings at any time; you will be signed out and your settings forgotten.

Where data is held

Your data is stored by Supabase in Ireland, in the EU. SiteScope's server code runs in Vercel's Dublin region, beside it, and pages reach you through Vercel's global network. UK law recognises the EU as protecting personal data adequately, so holding it there needs no further safeguard.

Several of our suppliers are US companies, and some requests — to the AI model, or to send an email — are handled in the US. Where personal data goes outside the UK and the EU, it is protected by the UK–US data bridge, for suppliers certified under it, or by the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses in their contracts.

If you have a specific data residency requirement, tell us before you sign up rather than after.

How long we keep it

Project content is kept for as long as the account exists. Dropping to a smaller plan never deletes anything; it only stops you adding more.

Completed and archived projects are kept, deliberately — the record of a job is the thing you want years later when a question comes up about it.

Audit logs are append-only and are kept for the life of the company's account. They cannot be edited by your team or by us; that is what makes them worth having.

You can delete your account yourself, from your profile in the app or on the website — sitescope.kudu-digital.com/delete-account explains how. It happens straight away. If you are the only owner of a company, the company is deleted with it: its projects, files, records and audit log. What you added to somebody else's project stays on their record, shown as from a former user rather than by your name, because it is part of their job's history.

Billing and payment records are kept for six years after the tax year they belong to, as tax law requires — by Stripe, and in our own accounts — including after an account is deleted.

A device's notification subscription is removed when you turn notifications off on it, or when its push service tells us the device has gone. Our suppliers keep short-lived logs, such as emails sent and requests served, for delivery and security.

Your rights

Under UK GDPR you can ask for a copy of your data, correct it, have it deleted, restrict or object to how it is used, and ask for it in a portable form. Most of this is available in the product: profile data is editable, documents and photographs download as the files you uploaded, the handover pack gathers a project into a single PDF, and you can delete your account from your profile.

For anything the product does not cover, email support.sitescope@kudu-digital.com and we will respond within one month. If the data is held for your builder — about a job they ran for you, say — we will pass your request to them and help them answer it.

Where we rely on your consent — notifications on a device — you can withdraw it at any time, on the Notifications page or in your phone's settings.

We do not make decisions about you by automated means alone that have legal or similarly significant effects.

Complaints. If you are unhappy with how we have handled your data, please tell us first, at support.sitescope@kudu-digital.com. We will acknowledge your complaint within 30 days, look into it, and tell you what we found and what we have done without undue delay. If you are still unhappy, you can complain to the Information Commissioner's Office at ico.org.uk.

Security

Row Level Security on every table, so access is decided by the database rather than the application. Files in private storage with short-lived signed links and no public URLs. Server-side session verification on every request. An append-only audit trail of who changed what on the core record of every job. The security page has more.

We are not certified to ISO 27001 or SOC 2, and we would rather say so than imply otherwise with a badge.

If you believe you have found a security issue, email support.sitescope@kudu-digital.com with enough detail to reproduce it. We will not take issue with anyone reporting one in good faith.

Children

SiteScope is a tool for businesses and their customers. It is not directed at children and we do not knowingly collect data from anyone under 16.

Changes

If we change this policy in a way that materially affects you, we will tell account owners by email or in the app before it takes effect. The date at the top always reflects the current version.