Privacy Policy

Who we are

SiteBalance is operated by SiteBalance Ltd. Our website is https://sitebalance.co.uk. Our business address is available on request.

For privacy or data protection questions, contact privacy@sitebalance.co.uk. For general product support, contact support@sitebalance.co.uk.

What SiteBalance does

SiteBalance provides workplace and site reporting software for UK companies. The service helps companies create and manage daily diaries, site and project records, vehicle checks, plant checks, HAVS and HSEQ records, uploaded photos and signatures, audit trails, users and roles, company records, site records, and account or invoice records where applicable.

Our role and your company's role

SiteBalance Ltd is the controller for customer account, account administration, support, security, and platform administration data.

For workplace and site records entered by a customer's users, the customer or company is generally the controller and SiteBalance Ltd acts as processor or service provider. We process those workplace records on the customer's instructions, subject to any legal obligations that apply to us.

Personal data we collect

Depending on how a company uses SiteBalance, we may process the following types of personal data:

• Account information, such as name, email address, role, company, and workspace.
• Login and security data, such as login/session information and audit or security logs where applicable.
• Workplace/site records, including diary entries, site or project information, labour and resource information, notes, issues, delays, weather text if entered, and related operational records.
• Vehicle, plant, HAVS, and HSEQ records.
• Photos, signatures, and uploaded files added to workplace records.
• Audit trail data, including who changed what, when, and the reason provided.
• Account, invoice, and support data, including support messages and payment-related correspondence where applicable.
• Technical data, such as IP address, browser or device information, and server logs if collected by hosting, security, or operational systems.

How we use personal data

We use personal data to provide and operate SiteBalance, authenticate users, apply permissions, store and display workplace records, maintain audit trails and compliance records, provide customer support, diagnose errors, protect the service, manage backups, administer customer accounts and invoice records where applicable, comply with legal obligations, and handle disputes or security incidents.

Lawful bases

Where UK GDPR applies, our lawful bases may include contract, legitimate interests, legal obligation, and consent where specifically requested. Consent would normally apply only to optional activities such as marketing or non-essential cookies if introduced in future.

Customer responsibility

The customer or company controls who is added to its workspace, what records are submitted, what sites and projects are created, and how long workplace records should be retained unless the law or a contract says otherwise. Workplace users may need to contact their employer or company administrator first for access, correction, deletion, or retention requests relating to company records.

Retention

Active customer records are generally kept while the account is active. Workplace and safety records are normally retained for up to 6 years by default unless the customer requests a different retention period or law requires a different period. Audit trail data is retained with the related record. Backups are retained for operational recovery, normally for up to 90 days unless technically or legally necessary for longer. Support, accounting, invoice, and payment records are retained as needed for accounting, legal, security, and customer service purposes where applicable. See our Data Retention Policy for more detail.

Users may request correction or deletion through their employer or company, or through SiteBalance where applicable. Some workplace, safety, audit, accounting, invoice, payment, or legal records may need to be retained even where a deletion request is made.

Sharing personal data

SiteBalance may share personal data with service providers and third parties where needed to run the service, including hosting providers such as Render, email providers if email is enabled, a third-party payment provider if payments are introduced, professional advisers, and authorities where legally required.

SiteBalance does not sell personal data. Email notifications and in-app notifications may be added later where appropriate.

Payments

Payments are not currently processed directly inside SiteBalance. If payments are introduced, they may be handled by a third-party payment provider. SiteBalance should not store card details directly.

International transfers

Some providers may process data outside the UK or EEA. Where this happens, SiteBalance relies on appropriate safeguards where required, such as adequacy regulations, standard contractual clauses, or equivalent protections provided by the supplier.

Security

We use practical safeguards designed to protect SiteBalance data, including access controls, role permissions, password hashing, backups, audit trails, HTTPS and hosting security safeguards. No system can be guaranteed completely secure, but we work to reduce risk and respond to issues appropriately.

Cookies and similar technologies

SiteBalance currently uses only essential cookies or session storage needed for login, security, and operation of the service. Non-essential analytics or marketing cookies are not currently used. If these are added later, users will be told and consent will be requested where required.

Your rights

Depending on the circumstances, you may have rights to access, rectify, erase, restrict, object to processing, or receive a portable copy of your personal data. You also have the right to complain to the UK Information Commissioner's Office (ICO).

If you use SiteBalance through your employer or company, please contact that company first for requests about workplace or site records because those records belong to the customer workspace. You can also contact us at privacy@sitebalance.co.uk.

Changes to this policy

We may update this Privacy Policy from time to time. The latest version will be posted on this page.