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Privacy Policy

Last updated: August 2025

Important — please read before submitting an enquiry. Do not submit project names, client names, property addresses, contractor names, or confidential project information through this website. The initial enquiry form collects only your name, company, email address, document type, and a general description. A suitable method for providing your sample material will be agreed directly with you after your initial enquiry.

1. Who we are

SiteScribe AI is a document preparation service for the UK construction industry. For the purposes of this policy, SiteScribe AI is the data controller for the personal information you provide when making an enquiry or requesting a document.

You can contact us at: sitescribeai@gmail.com

We are currently operating as a sole trader in the United Kingdom. Our trading name is SiteScribe AI.

2. What information we collect

When you submit a sample request through this website, we collect:

  • Contact details: your name, company name, and email address — used to respond to your enquiry and return your completed document.
  • Document type: the category of document you have requested (for example, meeting minutes or snagging report).
  • Brief description: a general description of the document you need. We ask that this does not include confidential project information, client names, or commercially sensitive details. See our Confidentiality guidance for more information.

We do not collect payment information at the free-sample stage. We do not require you to create an account.

Any material you provide after the initial enquiry — to enable us to prepare your sample document — will be agreed with you directly, and handled as set out in section 4 below.

3. How we use your information

We use your information solely to:

  • Respond to your enquiry and agree how to proceed with your sample request.
  • Prepare and return the document you have requested.
  • Correspond with you about your request and any amendments.

We do not use your information for automated profiling, behavioural advertising, or to build audience segments for third parties.

4. AI processing and your data

SiteScribe AI uses AI-assisted tools to help draft documents from the information you provide. We want to be transparent about how this works:

  • Your information may be processed by AI drafting tools as part of document preparation.
  • Any information inferred or added by AI during drafting will be clearly flagged and presented to you for your confirmation before the document is finalised. It will not be included as agreed fact without your review.
  • You remain responsible for reviewing, approving, and issuing the final document.

SiteScribe is designed to identify missing or unclear information and present it for your confirmation. During the free-sample stage, this process includes personal review by the founder.

5. Lawful basis for processing

We process your personal data on the following legal bases under UK GDPR:

  • Contract performance: processing is necessary to take steps at your request prior to entering into a contract, and to provide the document service you have requested.
  • Legitimate interests: to maintain records of enquiries, respond to requests, and improve our service — where this does not override your rights and interests.
  • Legal obligation: where we are required to retain records by applicable law.

6. Who we share your data with

We do not sell your personal data. We do not share your data with third parties for marketing purposes.

In order to operate this service, we may use the following categories of third-party provider:

  • AI drafting tools used to assist in preparing documents from the information you provide.
  • Email service providers used to communicate with you and return your completed document.
  • Legal and regulatory authorities where required by applicable law.

Where we use third-party providers, we take reasonable steps to ensure they handle your data appropriately. We will update this section as our provider arrangements are formalised.

7. International transfers

Some of the AI tools and services we use may process data outside the United Kingdom. Where this is the case, we rely on appropriate safeguards, such as the UK Government's adequacy regulations or standard contractual clauses, to protect your information. We will provide further detail on specific transfers as our service arrangements are confirmed.

8. Data retention

We retain personal data for as long as necessary to fulfil the purpose for which it was collected and to comply with our legal obligations. Our current approach during the free-sample stage is as follows:

  • Enquiry details (name, email, company, document type, description) are retained for correspondence purposes while your request is being processed, and for a reasonable period afterwards in case of follow-up queries.
  • Document material provided after the initial enquiry is retained only for the period necessary to prepare and return your document, and for a short period afterwards in case of amendments.

You may request deletion of your personal data at any time by emailing sitescribeai@gmail.com. We will respond within a reasonable period and delete your data subject to any legal retention obligations.

As our service develops, we will publish more specific retention periods in this policy.

9. Your rights under UK GDPR

You have the following rights in relation to your personal data:

  • Access: to request a copy of the personal data we hold about you.
  • Rectification: to ask us to correct inaccurate or incomplete personal data.
  • Erasure: to ask us to delete your personal data, subject to our legal retention obligations.
  • Restriction: to ask us to restrict processing of your personal data in certain circumstances.
  • Objection: to object to processing based on legitimate interests.
  • Portability: to receive your personal data in a structured, commonly used, machine-readable format, where technically feasible.

To exercise any of these rights, please contact us at sitescribeai@gmail.com. We will respond within one calendar month of receiving your request.

10. Right to complain

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

ICO website: ico.org.uk
ICO helpline: 0303 123 1113

We would, however, appreciate the opportunity to address your concerns directly before you contact the ICO. Please email us first at sitescribeai@gmail.com.

11. Cookies

This website does not use tracking cookies or third-party advertising cookies. A functional session cookie may be set if you interact with our enquiry form; this cookie does not track you across other websites and is not used for any purpose other than basic form functionality.

12. Changes to this policy

We may update this policy from time to time, particularly as our service develops. The date at the top of this page indicates when it was last revised. We will take reasonable steps to notify you of significant changes where we hold your contact details.

13. Contact

For any questions about this policy or how we handle your data, please contact us at sitescribeai@gmail.com.