Data Processing

Core App Data

SiteTrack may process account information, profile details, project records, site addresses, rooms, contacts, notes, tasks, reminders, calendar entries, documents, photos, Site Access information, milestone records, activity logs, weather context, Scout AI prompts, local Scout check summaries, budget entries, expenses, funds, transactions, reports, subscription status, and support messages.

SiteTrack may also process device-permission choices, app preferences, measurement units, role selections, support attachments, screenshots, QR scan results, file metadata, timestamps, account identifiers, technical logs, and other information needed to operate the app. Users control the project content they enter and should not add information that they are not authorised to process.

Controller, Processor, and Team Responsibilities

For individual users, SiteTrack Technologies (Pty) Ltd generally determines how SiteTrack account and app data is processed to provide the service. Where a business, employer, contractor, project owner, school, or other organisation manages a project or invites users, that organisation may have its own privacy, employment, safety, retention, and data-controller responsibilities for the information it asks people to enter.

Users and organisations are responsible for giving notices, obtaining permissions, setting access, removing users who no longer need access, and deciding whether SiteTrack is suitable for the information they plan to store. SiteTrack Technologies (Pty) Ltd does not decide the legal basis for a user's project, employment, contractor, client, site, safety, or financial records.

Backend and Storage

Supabase may be used for authentication, database records, storage, backend services, Edge Functions, account deletion, and server-side Scout AI routing. Uploaded files, photos, documents, and project metadata may be stored through backend storage services.

Users are responsible for making sure they have permission to upload or process project, client, contractor, site, financial, safety, or personal information in SiteTrack.

Uploaded files and project data may be copied to backups, logs, caches, indexes, or provider infrastructure as part of ordinary hosting, storage, security, troubleshooting, recovery, and service-operation processes. Deleted data may take time to disappear from backups or logs where retention is needed for security, legal obligations, abuse prevention, billing records, or operational integrity.

Subscriptions and Entitlements

RevenueCat may be used for subscription status and entitlement management. Apple handles App Store billing, payment, renewal, cancellation, receipt, and refund processes for iOS subscriptions.

SiteTrack subscriptions are handled through Apple App Store billing via RevenueCat. SiteTrack does not use external checkout for digital subscriptions.

AI, Weather, Address, and External Services

• OpenAI may process prompts and related app context when Scout cloud AI is used.
• Open-Meteo may provide weather and geocoding information.
• Google Places may be used if address autocomplete is enabled.
• Expo/EAS may be used for app build, release, and update infrastructure.
• Device operating systems, app stores, email tools, and support tools may be used to operate app features and respond to users.

Third-party processing may depend on the feature used, the user account, device permissions, provider availability, and platform rules.

Scout can provide local app assistance from loaded SiteTrack information and may prepare daily local checks from app context, including weather and high-importance project signals, without automatically sending that daily check to OpenAI. Only a compact daily check summary is intended to be cached locally.

When cloud AI is used, Scout may send prompts, messages, and relevant app context through a server-side Supabase Edge Function to OpenAI. Weather and geocoding features may send site address or coordinate-related information to Open-Meteo. If Google Places address autocomplete is enabled, address search terms and related address-selection data may be processed according to Google Maps Platform terms and policies.

Third-party service providers may process data in different countries. Their terms, privacy notices, availability, security practices, and retention practices may change. SiteTrack Technologies (Pty) Ltd will update this page or the Privacy Policy when material provider changes affect public user-facing processing descriptions.

Security Basics

SiteTrack Technologies (Pty) Ltd uses reasonable security measures such as hosted backend infrastructure, authentication controls, access controls, permission prompts, and operational safeguards. No online service can promise absolute security.

Users should protect their devices and account credentials, avoid sharing sensitive access, and contact support if they suspect account misuse or accidental disclosure.

Security also depends on user behaviour, device security, operating-system settings, email-account security, network security, project-member access decisions, and third-party provider reliability. Users should use strong device locks, keep operating systems updated, avoid sharing login details, review collaborators, and maintain separate records where business or legal duties require them.

User Requests

Users may contact support@sitetracktechnologies.com for deletion, access, export, correction, or privacy questions. Data exports may be provided in a reasonable electronic format depending on the type of information requested.

SiteTrack Technologies (Pty) Ltd may need to verify the account before completing a request. Some information may be retained where needed to provide the service, comply with legal obligations, resolve disputes, maintain security, preserve billing records, prevent misuse, or protect service integrity.

Requests may be limited or delayed where SiteTrack Technologies (Pty) Ltd cannot verify the requester, where the request affects another user's rights, where data belongs to an organisation-managed project, where Apple or another provider controls the record, or where law allows or requires retention. Subscription cancellation and refund requests for iOS subscriptions must be handled through Apple subscription and refund systems.

Global Use and Local Requirements

SiteTrack may be used in different countries and regions. Users are responsible for understanding and meeting any local privacy, labour, safety, tax, accounting, building, contractor, data-retention, and professional-record obligations that apply to their projects or business.

SiteTrack Technologies (Pty) Ltd does not claim any specific legal certification or regulatory certification unless expressly published by SiteTrack Technologies (Pty) Ltd.

Depending on location, users may have rights to access, correct, delete, export, restrict, object to, or complain about processing of personal information. Those rights vary by country, state, province, user type, account type, and project context. SiteTrack Technologies (Pty) Ltd will review requests sent to support and respond as reasonably required by applicable law.

Information Users Should Not Add

Users should not add passwords, private keys, payment card numbers, bank login details, identity documents, medical records, tax filings, payroll files, protected workplace records, criminal-history information, children's data, or other highly sensitive information unless the user has a lawful reason, authority, and appropriate safeguards for doing so.

SiteTrack is a coordination and record-keeping app, not a regulated legal archive, certified safety file, medical system, payroll system, accounting system, identity-verification system, emergency-response system, or long-term compliance vault.

Provider Changes

Service providers and processing practices may change as SiteTrack develops. Material changes should be reflected in this page or the Privacy Policy.

Important Notice

SiteTrack helps organise project information and site coordination workflows. SiteTrack is not legal, tax, accounting, engineering, construction, safety, compliance, financial, insurance, or professional advice. Users remain responsible for project decisions, site safety, statutory duties, professional review, and compliance with applicable laws and standards.