Privacy Policy

Last updated: 28 February 2026

1. Introduction

Site Manager AI ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data when you use the Site Manager AI application ("the App").

We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all applicable data protection laws.

2. Data Controller

The data controller responsible for your personal data is:

Site Manager AI
Email: support@sitemanagerai.com

3. Information We Collect

3.1 Information You Provide

  • Account information: Email address and name when you create an account
  • Chat content: Questions and messages you send to the AI assistant
  • Project data: Project names, descriptions, and details you input
  • Photos: Site photos you upload for analysis
  • Documents: Generated documents and any customisations you make

3.2 Information Collected Automatically

  • Device information: Device type, operating system, and version
  • Usage data: Features used, frequency of use, and interaction patterns
  • Error data: Crash reports and error logs to help improve the App
  • IP address: Collected for security and fraud prevention

3.3 Information from Third Parties

  • Payment information: Apple App Store or Google Play Store may share subscription status and transaction identifiers with us. We do not receive or store your payment card details.

4. How We Use Your Data

We use your personal data for the following purposes:

  • Service delivery: To provide AI chat, document generation, photo analysis, and project management features
  • Account management: To create and manage your account and verify your subscription status
  • Service improvement: To analyse usage patterns and improve the App's features and performance
  • Customer support: To respond to your enquiries and provide technical support
  • Security: To detect and prevent fraud, unauthorised access, and other malicious activity
  • Communications: To send important service updates and notifications (not marketing without your consent)

5. Legal Basis for Processing

We process your personal data under the following legal bases:

  • Contract performance: Processing necessary to provide the services you have subscribed to (Article 6(1)(b) UK GDPR)
  • Legitimate interests: Processing necessary for our legitimate interests in improving and securing the App, provided these do not override your fundamental rights (Article 6(1)(f) UK GDPR)
  • Consent: Where you have given specific consent for a particular processing activity (Article 6(1)(a) UK GDPR)
  • Legal obligation: Where we are required to process data to comply with legal requirements (Article 6(1)(c) UK GDPR)

6. Data Sharing

We do not sell your personal data. We may share your data with:

  • AI service providers: Your chat queries and uploaded photos are processed by AI models to generate responses and analysis. We use industry-leading providers with appropriate data processing agreements in place.
  • Cloud infrastructure providers: To securely store and process your data
  • Analytics providers: To understand App usage and improve our services (anonymised or aggregated data only)
  • Legal authorities: Where required by law or to protect our legal rights

7. Data Retention

  • Account data: Retained for the duration of your account plus 30 days after deletion request
  • Chat history: Retained for the duration of your account. You may delete individual conversations at any time within the App.
  • Generated documents: Retained for the duration of your account. You may delete documents at any time within the App.
  • Uploaded photos: Processed in real-time for analysis and not retained on our servers beyond the processing period, unless saved within a project
  • Usage analytics: Aggregated and anonymised data may be retained indefinitely

8. International Transfers

Your data may be processed on servers located outside the United Kingdom. Where this occurs, we ensure appropriate safeguards are in place, including:

  • Standard Contractual Clauses (SCCs) approved by the Information Commissioner's Office
  • Data processing agreements with all third-party processors
  • Technical and organisational security measures

9. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including:

  • 256-bit SSL/TLS encryption for all data in transit
  • Encryption at rest for stored data
  • Regular security assessments and updates
  • Access controls limiting data access to authorised personnel only
  • Secure authentication and session management

10. Your Rights

Under UK GDPR, you have the following rights:

  • Right of access: Request a copy of the personal data we hold about you
  • Right to rectification: Request correction of inaccurate personal data
  • Right to erasure: Request deletion of your personal data ("right to be forgotten")
  • Right to restrict processing: Request that we limit how we use your data
  • Right to data portability: Request your data in a structured, machine-readable format
  • Right to object: Object to our processing of your data based on legitimate interests
  • Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, please contact us at support@sitemanagerai.com. We will respond to your request within 30 days.

11. Children's Privacy

The App is not intended for use by anyone under the age of 18. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a minor, please contact us immediately.

12. Cookies and Tracking

The App itself does not use cookies. Our website (sitemanagerai.com) may use essential cookies for functionality. We do not use advertising tracking or third-party tracking cookies.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting a notice within the App or by email. The "Last updated" date at the top of this policy indicates when it was last revised.

14. Complaints

If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Website: ico.org.uk
Helpline: 0303 123 1113

15. Contact Us

For any questions or concerns about this Privacy Policy or our data practices, please contact us:

Email: support@sitemanagerai.com