1. Who we are
SiteGlance is operated in the United Kingdom. We provide a cloud-based service that keeps clients up to date on their projects, for project teams and the businesses that run them. References to “we”, “us”, and “our” mean SiteGlance. Contact: support@siteglance.co.uk
2. What data we collect
- Account data: Name, email address, and company name provided on signup.
- Project data: Project and client names, plans (phases, milestones, dates and progress), updates and their notes, voice-note transcripts, requests to your clients and their answers, client questions, client contacts, and costs if you record them.
- Photos and files: Photos, voice notes and documents you upload. Photo metadata (including GPS location) is removed on upload, and files are stored encrypted.
- Access logs: When your client pages are viewed — including viewer email (if email-gated), IP address, and timestamp.
- Session data: Authentication session tokens, login timestamps, and IP addresses for security purposes.
- Usage data: SiteGlance records which features are used (for example that an update was published and how many photos it had, never what you wrote) to improve the product. These records stay in our own database: no tracking cookies and no third parties. They are kept for 18 months, and no individual behaviour is profiled or sold.
- Payment data: Handled directly by Stripe. We do not store card numbers or payment credentials.
3. How we use your data
- To provide and operate the SiteGlance service.
- To send service emails — account verification and password reset, updates and requests to your clients, reminders, and notifications — through our email provider (IONOS).
- To process subscription payments via Stripe.
- To draft updates, type up voice notes and caption photos with AI when you use those features (see Section 4).
- To improve the product, from our own records of which features are used.
- We do not sell your data. We do not use your project content to train AI models.
4. AI processing
The AI features send the following to OpenRouter (operated by OpenRouter, Inc.), which passes each request to the model provider we choose. Each is available on every plan within its monthly allowance; over it nothing is sent.
- AI drafts and rewrites of a weekly update: the project and client name, the update’s notes, voice-note transcripts and photo captions, the plan’s phases and milestones with their dates and progress, open issues and requests, and amounts only when your client page shows money.
- Voice note transcripts: the voice recording, so it can be typed up.
- Photo captions, only if your company switches them on in Company settings (off by default): a smaller copy of the photo and the names of the plan’s phases, so a caption and phase can be suggested. With it off, photos are never sent to the AI.
- Name suggestions when you import a plan: the project name and the names and dates of the phases and milestones read from the file.
Requests go only to model providers that do not use them for training and do not keep them, with one exception: some model providers may keep a request for a limited time solely to detect abuse, never for training. When the chosen model has no such provider, the request is not sent and the feature carries on without AI. You can review OpenRouter’s data handling at openrouter.ai/privacy.
5. Data storage and security
- All data is stored on encrypted servers hosted in the United Kingdom.
- Data is encrypted in transit (TLS 1.3) and at rest (AES-256).
- Access is controlled by role-based permissions. Your organisation’s data is never accessible to any other organisation on the platform.
- Photos are stored server-side and served via authenticated or token-scoped URLs only.
6. Data retention
We retain your data for as long as your account is active. If you delete your account, all your data — including projects, stages, photos, and updates — is permanently deleted within 30 days. You can initiate account deletion at any time from the Profile settings page. A GDPR data export is also available from your profile before deletion. Records of which features were used are then no longer linked to you or your company.
7. Your rights (UK GDPR)
Under UK GDPR you have the right to: access your personal data, correct inaccuracies, request erasure, restrict or object to processing, and data portability. To exercise these rights, use the tools in your Profile settings page (data export and account deletion are self-service) or contact us at support@siteglance.co.uk. We will respond within 30 days.
8. Cookies
We use only essential cookies: a session token for authentication, and short-lived tokens for PIN and email verification on shared project links. We do not use tracking, analytics, or advertising cookies of any kind.
9. Sub-processors
We use the following third-party services to deliver SiteGlance. All are bound by appropriate data processing agreements.
- OpenRouter, Inc. (routes each request to the AI model provider we choose) — AI drafts, voice transcription, photo captions and import name suggestions. US-based. Providers may not train on requests or keep them, except that some may keep a request for a limited time solely to detect abuse.
- Stripe — Payment processing. US/EU. PCI DSS Level 1 certified.
- OpenStreetMap Foundation — The map of a project's site, which only the project's team sees. A site address is sent from our server to its address search (Nominatim) once, to place it on the map; the map pictures load from its servers in the team member's browser. UK-based.
- IONOS SE — Hosting of our server and sending our email. Our server and its data are in the United Kingdom.
10. Changes to this policy
We may update this policy from time to time. We will notify you by email if we make material changes. The “Last updated” date at the top of this page reflects the most recent revision.