Privacy Policy

Updated: September 16, 2026

SiteNote AI ("we," "our," or "us") is a product of TruePlex Studios. We operate the SiteNote AI mobile application (iOS and Android) and web platform (collectively, the "Service"). SiteNote AI is a site inspection management tool that enables tradespeople and property managers to capture photos, log issues, pin defects to floor plans and satellite views, and generate PDF inspection reports. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the Service.

1. Information We Collect

1.1 Account Information

When you create an account, we collect your email address, full name, and a hashed password. We use Supabase Auth for authentication. We do not support third-party sign-in (e.g., Sign in with Apple or Google) — all accounts are created with an email address and password.

1.2 Inspection and Project Data

Your inspection content can include project names, addresses, coordinates, contacts, notes, photographs, annotations, report focus, floor plans and sign-off details. Saved cloud records are available to authorised members of your workspace. Our hosting and storage providers process this information to operate the Service. Reports you export or share contain the information and photographs you include in them.

1.3 Photos and Camera Access

The mobile app requests camera access to capture inspection photos and photo library access to attach existing images to inspection issues. Photos you capture or select are uploaded to encrypted cloud storage linked to your account. We do not access your photo library beyond the specific images you explicitly select within the app.

1.4 Location Data

The app requests your device location (when in use) solely to populate the GPS coordinates field on a project record. Location is only accessed when you explicitly tap the location button. We do not track your location in the background or store a history of locations.

1.5 AI Processing

AI drafting is optional. When you choose Generate, selected photographs and the context supplied with them—including report focus, photo focus, existing notes, area, project name and site type—are sent through our server to Google Gemini. The draft and any edits you accept can be saved with your inspection. Google handles this information under its Gemini API terms; provider retention and data-use rules depend on the service and applicable region. Do not submit confidential or personal information that you are not authorised to send. Review every AI suggestion before accepting it.

1.6 Device and Usage Data

Our hosting and authentication providers process operational information such as request times, IP addresses and technical error details to deliver and secure the Service. We have not enabled a separate feature-usage analytics or advertising SDK in this app release. We do not use advertising identifiers or cross-app advertising tracking.

1.7 Payment Information

Where available, mobile subscriptions are processed by Apple or Google Play, and web payments by Stripe. These providers handle payment details. We use account-linked customer, transaction and subscription identifiers and status to manage access; we do not store payment card numbers. Paid upgrades are currently unavailable in the Android release while purchase verification is completed. Existing store subscriptions must be managed or cancelled through the relevant store.

2. How We Use Your Information

• To provide the core inspection management features of the Service
• To authenticate your identity and manage your account
• To generate AI-powered issue draft descriptions from inspection photos
• To generate and render PDF inspection reports
• To sync your projects, issues, and photos across devices
• To enable offline access to your inspection data on mobile
• To process subscription payments and manage Pro plan entitlements
• To send transactional emails (e.g., password resets, billing receipts)
• To detect and prevent fraud, abuse, or security incidents

3. Data Storage and Security

Supabase provides authentication, the database and file storage; Vercel hosts the website. Network requests use HTTPS. Database and private-file access is controlled by authentication and workspace membership. Inspection photos, plans and cloud reports are in private buckets. Branding logos are served from a public bucket and should not contain sensitive information. No service can guarantee absolute security.

4. Offline Data

The mobile app stores inspection records and files locally for offline work. Signing out hides the account’s records but retains an account-specific archive so unsynchronised work is not lost; signing back into the same account restores it. Account deletion removes that account’s active records and saved archive on the device completing deletion. Downloaded files, exported reports and copies on other devices may remain. Clear app data or uninstall the app on those devices to remove local copies.

5. Data Sharing

We do not sell your personal information. We share data only in these limited circumstances:

• AI Processing: Selected inspection photos and supplied context are sent to Google (Gemini API) solely to power the AI Issue Draft feature. See Section 1.5.
• Payment Providers: Transaction identifiers are shared with Apple, Google or Stripe to validate and manage your subscription.
• Legal Requirements: We may disclose data if required by law, court order, or governmental regulation.
• Reports You Share: When you generate and share a PDF inspection report, its contents are accessible to anyone with the link or file.

6. Data Retention and Deletion

Use Settings → Delete Account in the mobile app to delete a personal workspace. This removes the account, linked inspection records and files held in our cloud storage. Deletion cannot be undone. Large deletions or connection failures can require a retry; the app confirms when deletion has completed. Shared-workspace requests need support review so another member’s records are not erased accidentally. You can also request account and data deletion without the app by emailing support@trueplexstudios.com from your account address. We process verified email requests within 30 days. Copies already exported or shared with other people are not recalled. Store billing records and subscriptions are managed by their providers; deleting the app account does not cancel a subscription. Limited provider security logs and backups follow the providers’ retention cycles and any applicable legal obligations.

7. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your account and data (available in-app or by email)
• Export your inspection data in a portable format
• Withdraw consent for optional processing
• Lodge a complaint with a data protection authority

To exercise any of these rights, contact us at support@trueplexstudios.com.

8. Children's Privacy

SiteNote AI is designed for professional use by tradespeople, contractors, and property managers. The Service is not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If you believe a child has provided us data, contact us and we will delete it promptly.

9. Third-Party Services

10. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date. Continued use of the Service after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions about this Privacy Policy, contact us at:
support@trueplexstudios.com