Sitebench Privacy Policy

This Privacy Policy explains how Sitebench ("Sitebench", "we", or "us") handles personal information in connection with the Sitebench construction management software platform. Sitebench is a New Zealand-based software service. We aim to handle personal information in accordance with applicable New Zealand privacy requirements.

This policy applies to the public Sitebench website and the Sitebench application. It does not form a separate contract; it should be read alongside the Terms of Service.

Information We Collect

Information about Sitebench customers

When you create or use a Sitebench account, we may collect:

• your name and email address;
• your contact details, such as phone number;
• your company or business information, such as company name, address, GST number, and NZBN;
• your role and job title within your organisation;
• your Sitebench usage and account activity, including login times; and
• support communications, including messages you send to Sitebench support.

Information entered by Sitebench customers about others

Building companies using Sitebench may enter information relating to their own clients, employees, staff, subcontractors, suppliers, and projects. This may include names, contact details, addresses, financial information, documents, photos, and other business records. Sitebench processes this information to provide the service to the Sitebench customer. The Sitebench customer is responsible for having appropriate authority to enter and use that information.

This includes information such as:

• client names, contact details, and project addresses;
• staff names, contact details, roles, and employment information;
• subcontractor and supplier business details;
• project information, including budgets, costs, and financial records;
• uploaded documents, files, and images; and
• timesheet, site attendance, and location information captured through the service.

Technical and security information

We may collect certain technical information to operate and secure the service, including:

• authentication and session information;
• IP addresses, where available, for security and audit purposes;
• browser and device information, where relevant to support or security; and
• activity logs for security, troubleshooting, and audit purposes.

Billing and subscription information

When paid subscriptions are available, we may collect billing information such as your subscription plan and payment status. Payment-card details are handled by our payment processor — Sitebench does not store full payment-card details itself.

How We Use Information

We use personal information for legitimate operational purposes, including:

• providing Sitebench and delivering the functionality you request;
• authenticating users and operating accounts;
• providing customer support and responding to enquiries;
• maintaining security and preventing misuse;
• troubleshooting and resolving technical issues;
• processing payments and managing subscriptions;
• sending service communications, such as account and billing notices;
• improving Sitebench and developing new features; and
• complying with legal obligations.

Sitebench does not use personal information for advertising profiling or sell personal information to third parties.

Customer-Controlled Data

Much of the information in Sitebench is entered and controlled by the Sitebench customer (the building company using the service). This includes information about their clients, employees, staff, subcontractors, suppliers, and projects. Sitebench processes this information on behalf of the customer to provide the service. The Sitebench customer is responsible for ensuring they have appropriate authority to enter and use that information, and for complying with any privacy obligations that apply to their handling of that information.

AI Processing

Sitebench contains AI-assisted functionality, such as Site Coach and AI-assisted content or estimating tools. Information you submit to an AI-assisted feature may be processed to generate the requested response or functionality.

• AI output is assistance only and may be incomplete or incorrect.
• Conversations with AI features may be included in support tickets if a support case is escalated.
• Sitebench does not claim that customer information is used to train public AI models unless this is actually confirmed.
• The exact future AI-provider privacy architecture is still evolving. This section should be verified before Sitebench's broad commercial launch to confirm the data handling practices of the AI providers used.

Service Providers

Sitebench may use trusted service providers for areas such as:

• hosting and infrastructure;
• authentication;
• email;
• payment processing;
• analytics and security; and
• AI functionality.

These providers process information on our behalf to help operate and improve the service. They are permitted to handle personal information only as necessary to provide their services to Sitebench.

International Processing

Because cloud and SaaS providers may operate infrastructure outside New Zealand, information may be processed or stored outside New Zealand where service providers operate. Sitebench does not control the specific countries in which its service providers process information. We take reasonable steps to ensure service providers handle information appropriately.

Security

Sitebench uses reasonable technical and organisational safeguards to protect personal information. However, no system can be guaranteed to be completely secure. We cannot guarantee that information will never be accessed, disclosed, or altered in a manner inconsistent with this policy. We will take reasonable steps to investigate and respond to any security incident.

Data Retention

We retain personal information for as long as reasonably required to:

• provide Sitebench;
• maintain accounts;
• meet legal obligations;
• resolve disputes;
• maintain security; and
• support legitimate business requirements.

Following cancellation of a subscription, Sitebench may retain account and customer data for an intended reactivation and export window of approximately 90 days. Sitebench does not promise automatic irreversible deletion exactly at that point. Some information may be retained longer where reasonably necessary or legally required.

Account Deletion

You can request deletion of your Sitebench account from within the application's Account Settings. When you delete your account:

• your account access is immediately disabled and you are signed out;
• removable personal profile information associated with your login is removed or anonymised;
• your access to all companies and Client Portal projects is revoked; and
• your linked staff record is deactivated.

Account deletion does not delete company-owned business records. Projects, invoices, bills, timesheets, estimates, variations, documents, photos, financial records, audit history, approval signatures, and other records belonging to companies you worked with may remain. Historical business records may continue to show attribution needed for company, financial, security, or legal records.

Account deletion is intended to be permanent. It is distinct from subscription cancellation — if you need to stop your subscription without deleting your account, use the subscription cancellation process instead. Your email address may be retained as the login identifier and for audit, security, and legitimate business purposes, but the account is non-functional once deleted.

Access, Correction, and Privacy Requests

If you would like to access, correct, or request deletion of your personal information, or if you have a privacy-related enquiry, you can contact Sitebench using the contact details below.

A public privacy contact email will be published here once confirmed. Until then, existing Sitebench customers can contact Sitebench through the in-app support channels.

Cookies, Local Storage, and Analytics

Sitebench uses browser local storage and session storage for essential functionality, such as maintaining your login session, remembering user interface preferences, and providing a stable experience. Sitebench does not use third-party advertising cookies or third-party tracking pixels.

Sitebench uses first-party platform analytics to help us understand how the service is used and to improve it. This does not involve third-party advertising networks.

Because Sitebench does not use third-party advertising or tracking cookies, a cookie consent banner is not currently required. If this changes in the future, Sitebench will update this policy and provide an appropriate consent mechanism.

Children

Sitebench is a business and construction management product and is not intended for use by children. Sitebench does not knowingly collect personal information from children.

Privacy Policy Changes

Sitebench may update this Privacy Policy from time to time. The updated date at the top of this page indicates when the policy was last revised. Continued use of Sitebench after changes take effect constitutes acceptance of the updated policy.

Contact

If you have any questions about this Privacy Policy or how Sitebench handles personal information, you can contact Sitebench using the following:

A public privacy contact email will be published here once confirmed. Until then, existing Sitebench customers can contact Sitebench through the in-app support channels.