Privacy Policy

1. Who We Are

Sitemark (sitemark.ai) is a field documentation SaaS platform for precision contractors. We provide grade verification, as-built reporting, calibration tracking, and AI-assisted field documentation tools. Sitemark is operated by Hughes Construction Products Group Inc. ("420 Industrial Blvd, Nash, TX 75569").

For privacy-related questions or requests, contact: privacy@sitemark.ai

For general legal matters: legal@sitemark.ai

2. Data We Collect

Account Information

• Identity: Full name, job title
• Contact: Email address, phone number
• Organization: Company name, organization account details, team member relationships
• Authentication: Hashed passwords, session tokens

Subscription & Billing

• Payment information: Billing details processed securely by Stripe (we do not store raw card numbers)
• Subscription history: Plan tier, billing dates, renewal history, invoices

Field Data & Uploads

• Field reports: Grade verification data, as-built documentation, site measurements
• Photos and files: Job site images, PDFs, survey files, and other documents you upload
• Job information: Project names, site locations, equipment information
• Calibration records: Equipment calibration logs and tracking data

AI Conversations

• Chat messages: Your questions and messages to our AI Field Assistant
• AI responses: Content generated in response to your queries
• Context data: Information shared during AI sessions to provide relevant answers

Usage Data

• Analytics: Pages visited, features used, session duration (via Google Analytics 4)
• Device information: IP address, browser type, operating system, device identifiers
• Performance data: Error logs, crash reports, load times

3. How We Use Your Data

• Service delivery: Storing and organizing your field documentation, providing access to your team, generating reports
• AI features: Processing your questions through our AI Field Assistant to provide relevant field guidance
• Subscription management: Processing payments, managing billing cycles, sending invoices
• Customer support: Responding to help requests, troubleshooting issues
• Communications: Sending product updates, feature announcements, and service notifications via Klaviyo
• Analytics: Understanding platform usage to improve features and user experience
• Security: Detecting fraud, unauthorized access, and abuse
• Legal compliance: Meeting regulatory obligations and responding to lawful requests

4. AI Chat Data & Anthropic Claude

5. File Uploads & Field Data

Files and documents you upload to Sitemark — including field reports, job site photos, grade data, and calibration records — are:

• Encrypted at rest and in transit using industry-standard encryption
• Accessible only to your organization — other organizations cannot access your data
• Stored in the United States on AWS infrastructure (us-east-2)
• Backed up regularly to protect against data loss
• Deleted within 30 days of account closure upon your request

Sitemark staff may access file content only when necessary for technical support, at your request, or as required by law.

6. Organization Data Sharing

Sitemark is a team-based platform. When you use Sitemark as part of an organization account:

• Your profile information (name, email, role) is visible to other members of your organization
• Files and reports you upload are shared with your organization account unless marked private
• Organization administrators can view member activity, uploaded files, and AI conversation summaries for compliance purposes
• When you leave an organization, your contributed data remains accessible to the organization

7. Third Parties We Share Data With

We do not sell your personal information. We share data with the following service providers:

8. Data Portability & Export

You own your data. Sitemark provides tools to export your data at any time:

• Export field reports and as-built documentation in standard formats (PDF, CSV)
• Download uploaded files at any time from your account dashboard
• Request a full data export by contacting privacy@sitemark.ai

Data export requests are fulfilled within 30 days.

9. Account Deletion & Data Retention

10. Cookies

We use strictly necessary cookies for authentication and session management, functional cookies for preferences, and analytics cookies via Google Analytics 4. EU/EEA visitors will be asked for consent for non-essential cookies.

You can manage cookie preferences in your browser settings or contact us to opt out of analytics tracking.

11. Your Rights (GDPR — EU/EEA Residents)

If you are located in the EU or EEA, you have the following rights under GDPR:

• Right of Access: Request a copy of your personal data
• Right to Rectification: Request correction of inaccurate data
• Right to Erasure: Request deletion of your personal data
• Right to Data Portability: Receive your data in a machine-readable format
• Right to Object: Object to processing based on legitimate interests or for direct marketing
• Right to Restrict Processing: Limit how we process your data
• Right to Withdraw Consent: Withdraw consent at any time

Submit requests to privacy@sitemark.ai. We respond within 30 days. You have the right to lodge a complaint with your supervisory authority.

12. Your Rights (CCPA — California Residents)

California residents have the right to know, delete, and opt out of the sale or sharing of personal information. We do not sell your personal data.

To submit a CCPA request, email privacy@sitemark.ai with your name, email address, and the nature of your request.

13. Children's Privacy

Sitemark is a professional platform intended for adults. We do not knowingly collect personal information from users under 18 years of age. If we become aware that we have collected data from a minor, we will delete it promptly. Contact privacy@sitemark.ai if you believe we have inadvertently collected data from a minor.

14. International Data Transfers

Sitemark is operated from the United States. Your data is stored in the US (AWS us-east-2 region). If you are located outside the United States, please be aware that your data will be transferred to and processed in the US, where data protection laws may differ from those in your country.

For EU/EEA users, where we transfer data internationally, we rely on appropriate safeguards such as Standard Contractual Clauses (SCCs) with our service providers.

15. Security

We protect your data using TLS encryption in transit, AES-256 encryption at rest, role-based access controls, and regular security reviews. Supabase Row-Level Security ensures organizational data isolation. While we take reasonable precautions, no system is completely secure. Report suspected security vulnerabilities to legal@sitemark.ai.

16. Changes to This Policy

We may update this Privacy Policy from time to time. We will update the date at the top and notify you of material changes via email or in-app notification. Continued use of Sitemark after changes take effect constitutes acceptance of the updated policy.

17. Contact Us