← Back home

Privacy Policy

⚠️ This is a detailed draft tailored to SiteFlow's actual data flows, not a substitute for legal advice. Replace bracketed placeholders and have it reviewed by a lawyer — and, if you'll have users in the EU/UK, California, or other regulated regions, confirm it meets GDPR/CCPA or local requirements — before onboarding real customers or enabling payments.

Effective date: [insert date]  •  Operator: [Your Company Name] ("we", "us")

This Privacy Policy describes how we collect, use, and share information in connection with SiteFlow (the "Service").

1. Information we collect

  • Account information: name, email address, and password (stored as a salted hash, never in plain text) — for General Manager and Customer accounts only.
  • Project content: project names and addresses, trades and their checklist items, progress reports (percentages, comments, dates), and in-app messages.
  • Crew lead information: a crew lead has no account, but the name and contact information a General Manager enters for them, along with any report they submit through their trade's report link, is stored and associated with that trade.
  • Invite & membership data: which Role(s) and Project(s) an account is associated with, and invite code usage.
  • Payment information: if billing is enabled, payment card details are collected and processed entirely by Stripe — we never receive or store full card numbers.
  • Usage & log data: session tokens (to keep you signed in), timestamps of key actions (audit log), and standard web server logs.

2. How we use information

  • To operate the Service: authenticate you, enforce Role-based access, and display Project data to the right people.
  • To send transactional emails you've triggered, such as password reset links.
  • To send in-app notifications (e.g. a new progress report, a new message) — these can be turned off app-wide via an admin feature flag.
  • To process payments and manage subscriptions, if billing is enabled.
  • To maintain an audit trail of key actions for accountability (who created what, and when a progress report was submitted).
  • To maintain the security and integrity of the Service, including detecting misuse.

3. How information is shared within a Project

Project data is visible only according to Role: a General Manager sees full Project detail across every trade, including each trade's full report history; a Crew Lead, through their trade's report link, sees and can update only that trade's own checklist, never other trades or the rest of the Project; a Customer sees only a simplified, read-only milestone view, never a trade's internal checklist detail or comments. If a General Manager enables a public link for a Project, the same simplified milestone view becomes accessible to anyone with that link, without an account.

4. Service providers we share information with

  • Our database provider — hosts the Service's database.
  • Stripe — processes payments, if billing is enabled. See Stripe's own privacy policy.
  • [Your email provider, e.g. Resend] — delivers transactional emails such as password resets.
  • [Your hosting provider, e.g. Vercel] — hosts the application itself.

We do not sell your personal information, and we do not share Project content with third parties except as described here or as required by law.

5. Data retention

We retain account and Project data for as long as the account or Project is active, plus a reasonable period afterward for backups, legal, and audit purposes. Audit log entries are retained indefinitely by design — they exist for accountability and are never overwritten or deleted as part of normal use. You may request deletion of your account as described in Section 7.

6. Data security

We use industry-standard measures to protect information, including encrypted password storage, encrypted connections (HTTPS/TLS), and role-based access controls enforced on every request. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

7. Your rights & choices

  • You can update your name and password at any time from your account settings.
  • You can request a copy of, correction to, or deletion of your personal information by contacting us at [support email].
  • You can decline to accept an invite code, which means no account or Project association is created for you.
  • If applicable in your region (e.g. under GDPR or CCPA), you may have additional rights, including the right to object to or restrict certain processing, and the right to lodge a complaint with a supervisory authority.

8. Cookies & similar technologies

We use a session cookie to keep you signed in and a CSRF-protection cookie for security. We do not use third-party advertising trackers. [Update this section if you add analytics tools.]

9. Children's privacy

The Service is not directed to children under 18, and we do not knowingly collect personal information from children.

10. International data transfers

Depending on your location and our infrastructure providers, your information may be processed in a country other than your own. Where required, we rely on appropriate safeguards for such transfers. [Confirm and update based on where your database/storage/hosting are actually located.]

11. Changes to this policy

We may update this Privacy Policy from time to time. We will update the effective date above and, for material changes, provide reasonable notice.

12. Contact us

Questions about this Privacy Policy or your data? Contact us at [support email].