Privacy policy

Only what the app needs to roster crew, record time, and bill work:

• Your details: name, mobile number, email, role, and any licences or tickets your employer records against you (type, number, expiry).
• Work records: jobs, bookings, the shifts you're rostered on, timesheets, pour records, site diary entries, the forms you fill in (including any signature you draw on one), and expense receipts you snap (the photo, amount and note).
• Location, when you choose to capture it. SiteWise takes a single GPS reading when you clock on or off, or tap Add current location or Update location in a form. SiteWise does not continuously track location or collect it in the background. Clocking on and off still works if you decline location permission.
• Photos you take or upload for site records and forms, and the caption and job you attach them to.
• Push notification token, if you turn notifications on, so job pings can reach your phone. Turning notifications off removes it.
• Client and money records your office enters: client contacts, quotes, invoices and payments.
• Assistant chats, if you are an admin who uses the built-in assistant: what you ask it, its replies and the notes saved for it. See The built-in assistant.

We do not collect advertising identifiers, we do not build advertising profiles, and we do not sell personal information to anyone.

To run the service your employer signed up for: putting the right crew on the right job, recording hours for payroll, keeping the compliance records a construction business is required to keep, and issuing quotes and invoices. We also use it to keep the service secure and working, and to support your employer when something goes wrong.

Inside your business, office staff (admin and foreman) can see crew records and work records; crew see their own hours, their rostered jobs and the site records they create. Nothing is shared with another business. Every record is scoped to your employer's account at the database level.

We use these providers to run the service, and only for that purpose:

• Supabase: database, login and file storage (Sydney, Australia).
• Vercel: application hosting (Sydney, Australia).
• Resend: transactional email (invites, confirmations, sign-in links).
• Twilio: text messages about your work (a booking to confirm, a reminder to confirm or to clock on or off, a message from the office), sent to the mobile number on your record when a push notification can’t reach you. Only the number and the message go to Twilio.
• Apple Push Notification service: delivers notifications to the iPhone app (the notification’s words and the phone’s push token).
• Stripe: payment links on invoices, and SiteWise’s own subscription billing for a business that signs up (the business’s name and ABN, the admin’s email, and the card and billing details entered at checkout). Card details go straight to Stripe; SiteWise never sees or stores them.
• Xero: read-only access to invoices, bills, profit and loss and bank balances, where the business has connected its own Xero. Figures are shown, not stored, and never sent to an AI provider.
• OpenStreetMap Nominatim: turns a job’s site address into a map pin. Only the address is sent, never a name or phone number.
• Anthropic: runs the built-in assistant (Claude), only for a business SiteWise has switched it on for. See The built-in assistant below.

AI assistants an admin connects: Claude (Anthropic) and ChatGPT (OpenAI). This is separate from the built-in assistant. An admin of a business can choose to connect their own Claude or ChatGPT account under Settings → Connections; crew and supervisors can’t. Nothing is shared this way unless an admin connects one. Once connected, that admin’s assistant can read:

• jobs and the schedule, including who is booked on each pour and who has confirmed;
• client names, email addresses and phone numbers;
• crew names, phone numbers and employment type;
• the timesheet approval queue and who is clocked on;
• invoice and quote totals, and the list of documents (titles and expiry dates, not the files).

It can also create clients, jobs and draft quotes, and file documents. It can’t book crew, approve anything, record a payment, email a client or delete anything. What the assistant reads is sent to Anthropic or OpenAI and processed in the United States under that provider’s terms and the admin’s own account. Xero data is never sent to an AI provider. An admin can disconnect at any time in Settings → Connections, which stops any further access straight away.

We'll also disclose information if the law requires it, such as a court order or a regulator acting within its powers.

SiteWise has a built-in assistant, Ask SiteWise, that answers questions about the business and helps with its work. It is Claude, made by Anthropic. Only a business’s admins can use it, and only once SiteWise has switched it on for that business.

When an admin uses it, SiteWise sends Anthropic the business records it needs to answer, which can include:

• jobs and bookings, including site addresses;
• crew names, phone numbers, employment type, ticket status and hours worked;
• clients and their contact details;
• money totals for quotes, invoices and payments;
• the admin’s chats with it and the notes saved for it.

Anthropic processes this in the United States. Routines an admin sets up (work it runs on a schedule), and checks an admin adds in their own words, send the same kinds of records when they run. Xero figures are never sent to Anthropic or any other AI provider.

Where the assistant is switched on, a few buttons use it too: Draft line items on a new quote and Write the daily report on site records, for admins and supervisors, and Draft from site records on an invoice, for admins. Each sends only what that button needs: the words typed in, or that job’s name, address, pour and diary records and quoted lines. Crew have none of these.

Talking instead of typing. The microphone button in the assistant’s message box uses your phone’s own speech recognition (or your web browser’s) to type what you say into the box. SiteWise never receives or stores the audio, only the words you choose to send. Apple, or the company that makes your browser, may process the sound to turn it into words, under their own privacy terms.

Data is stored in Supabase’s Sydney region, and the app runs in Vercel’s Sydney region. Some providers above process data overseas, in the United States: Resend (email), Twilio (text messages), Apple (iPhone notifications), Stripe (payment links and subscription billing), Anthropic when the built-in assistant is used, and Anthropic or OpenAI when an admin connects their own assistant. OpenStreetMap, which turns a site address into a map pin, runs in Europe. Where that happens we rely on their standard contractual protections.

Records are kept while your employer's account is active. Employment and safety records often have to be kept for years under Australian law (for example, time and wages records for seven years under the Fair Work Act), so your employer may be required to retain them even after you leave. When a business closes its account, its data is kept for 30 days (so it can ask for an export), then deleted, unless a law requires it to be kept longer.

You can ask to see the personal information we hold about you, ask for it to be corrected, or ask for it to be deleted. Because your employer controls the account, start with them. They can correct most records directly in the app. If they can't help, contact us and we'll act on a verified request within 30 days.

Deleting your login. Everyone can delete their own login inside the app, whatever their role. Crew: Today → Your account → Delete my login. Supervisors and admins: Settings → Your account. Deletion removes your login, your password and the devices registered for notifications, and removes your email and mobile from the crew record. It happens straight away; there is nothing to email.

If you are a business’s last admin and others still use it, the app asks you to make one of them admin first, so the business isn’t left without anyone in charge. If you are its only member, your login is deleted and the business is marked for closure: its records are kept for 30 days, then removed.

What it does not delete is your work history: timesheets, dockets, site records, forms and invoices. Those belong to your employer, who is required to keep them (time and wages records for seven years under the Fair Work Act), and they are the evidence if there is ever a question about your pay or a safety incident. Your name stays on those records so they still say whose they are. If you believe a record about you is wrong, ask your employer to correct it. That right is real and they can do it in the app.

If you think we've mishandled your information you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

Access is controlled per business at the database level, so one business's records cannot be read by another. Files, including site photos, are held in private storage and served through short-lived links, never public URLs. Traffic is encrypted in transit. Sign-in uses your email and password or a one-time link.

If personal information is lost or accessed by someone who shouldn't have it, and it's likely to cause serious harm, we will contain it, assess it promptly, and notify the affected people and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme. Account holders will be told what happened, what was involved, and what to do about it.

SiteWise is a workplace tool and isn't intended for anyone under 16.

If this policy changes we'll update the date at the top, and tell account holders about anything significant.

Questions about this policy, or a request about your information: privacy@site-wise.app.