Privacy Notice

Who we are

Site Chronicle is a brand and trading style of Hardcastle Advisory Group L.L.C-FZ (“we”, “us” or “our”). We are responsible for personal information collected through the Site Chronicle website, including enquiries, demonstration requests, Evidence Health Check enquiries and pilot applications.

Where we process project information on behalf of a customer using the Site Chronicle application, the customer will generally act as controller and we will generally act as processor, subject to the applicable customer agreement.

You can contact us about privacy at hello@site-chronicle.com.

The personal information we process

• Website enquiries and lead data: when you submit one of our forms (a demonstration request, an Evidence Health Check request, a pilot application, the ROI calculator or the contact form), we collect your name, work email address and company name, plus whatever else that form asks for: your message, your role, your type of work and main evidence problem, details of a proposed pilot project, a telephone number if you choose to give one on the pilot application, the figures you entered into the ROI calculator, and your confirmation that you are happy to be contacted. If you arrived through an introduction link, we also record its referral code, which identifies the person who introduced you so we can credit them. We email you an acknowledgement and notify our team of the enquiry.
• Account and sign-in data: for application users, name, email address, role and the organisation you belong to, plus the data needed to sign you in and administer your account. Passwords are held only in hashed form by our authentication provider; when you set or reset one, it is checked against known data-breach collections and refused if it has appeared in one. If you sign in with a single-use link, we email that link to you. If you use “Sign in with Microsoft”, Microsoft confirms who you are and returns your name, work email address and a Microsoft account identifier, which we link to the account you were invited to; we never see your Microsoft password, and Microsoft sign-in cannot be used to create a new account.
• Two-factor authentication: accounts that can invite people, change roles or export company data must also use an authenticator app. Our authentication provider holds the enrolment details for that app, and we hold only one-way hashes of any recovery codes. If an administrator’s authenticator is reset through our support process, the reset is recorded in their organisation’s audit trail.
• Project data processed for customers: records your team enters into the application, which can include the names and hours of on-site workers, plant and materials, progress, delays, quality and safety entries, and photographs of the works (which may incidentally include people), together with the location and time a photograph was taken where the device records them. If a user chooses to use their device’s location to fill in the weather for a diary, that location is used for the weather lookup.
• Client sign-off data: where a diary is sent for client acknowledgement, the reviewer’s name, email address and, for on-site sign-off, a drawn signature image.
• Security and audit information: audit-trail records (such as who submitted, reopened or acknowledged a record, who changed a role or reset two-factor authentication, and when), records of support access to an organisation, records of the pages signed-in users visit, and technical data such as IP address and browser details, used to operate and secure the service. The audit trail is tamper-evident: each entry is cryptographically linked to the one before it, so a later alteration can be detected. When a submitted diary is reopened, its earlier content is preserved as a version, so personal information in that earlier version (such as a worker’s name) is kept alongside the current record. Your organisation’s administrators can export its data, including the audit trail and preserved versions.
• Support communications: the content of emails and support requests you send us, and our replies.
• Email notifications: recipient details and message content for the transactional and notification emails the service sends (for example invitations, acknowledgement requests and weekly summaries).
• Push notifications (optional): if you turn on notifications on a device, we store that device’s push subscription so we can send alerts to it. Notifications are delivered through the push service run by your browser or device maker, encrypted so that only your device can read them.
• Error monitoring: technical error reports and diagnostics generated when something goes wrong in the application, used to identify and fix faults. These include an internal user identifier and browser details and, for a session in which an error occurs, a replay of the screen with all text masked and images blocked.
• AI-assisted features: some features send the content they work on to our AI provider to produce a result: the weekly summary email (where it is switched on for a project), answering questions about a project’s submitted diaries, reading a photographed delivery ticket, building a project scope sheet from uploaded documents, drafting the text of a claim pack, and filling in an uploaded template. That content can include personal information held in your records, such as workers’ names. We also use the same provider to produce internal management summaries for our own team, which may include the names of companies and people who have enquired with us or use the service.
• Billing information: where billing is enabled, billing contact details and subscription information, handled through our payment provider. We do not store card numbers.

Why we use it and our lawful basis

• Responding to your enquiry / providing a demo, Evidence Health Check or pilot: our legitimate interests, or steps taken at your request prior to entering a contract.
• Providing and supporting the application: performance of our contract with your organisation.
• Securing the service, keeping audit records and preventing abuse: our legitimate interests and our legal obligations.
• Billing and account administration: performance of our contract and our legal obligations.
• Meeting legal and regulatory obligations: compliance with a legal obligation.

We do not use the personal information in your site diaries for our own marketing, and we do not sell personal information.

Client acknowledgement is a record of receipt

Where a client reviews and acknowledges a diary, that acknowledgement is a record that they received and reviewed it. It does not, by itself, constitute contractual acceptance, and we make no representation about its legal effect between you and your client.

Who we share it with (subprocessors)

We use a small number of vetted service providers to run the service, for hosting, database and storage, sign-in, email delivery, error monitoring, billing (where enabled) and AI-assisted features. See the service providers list below for the current list. We may also disclose information where required by law.

International transfers

Our primary application database, authentication data and evidence-file storage are hosted in London, United Kingdom. Site Chronicle is operated from the United Arab Emirates, and our team may access personal data from there to provide, support and secure the service. For data we process on behalf of a customer, the transfer safeguards are set out in that customer’s data processing agreement. Some service providers also process limited personal data outside the United Kingdom; see the service providers list below.

How long we keep it

We keep lead and enquiry data for as long as needed to deal with your enquiry and for a reasonable period afterwards. Records you send us for an Evidence Health Check are used only for the review and deleted within 30 days of the review being delivered, unless you authorise continued retention; limited information may persist for longer in security logs and routine backups, which expire on their own cycle, and where retention is required by law. Application data is retained for the life of your organisation’s account and in line with the retention terms in our customer agreement; site-diary records are kept as contemporaneous evidence for as long as your organisation requires them. Records of the pages signed-in users visit are deleted automatically after 90 days. We delete or anonymise information when it is no longer needed.

Your rights

Depending on the data-protection law that applies to you, you may have the right to access, rectify, erase, restrict and object to the processing of your personal information, and to data portability. Where your information sits inside a customer organisation’s account, we will usually direct your request to that organisation. To exercise your rights, contact hello@site-chronicle.com.

Complaints

If you are unhappy with how we have handled your personal information, please contact us first at hello@site-chronicle.com so we can try to resolve it. You may also have the right to complain to a supervisory authority. In the United Kingdom, the Information Commissioner’s Office (ico.org.uk).

Service providers (subprocessors)

These are the third-party providers we rely on to deliver Site Chronicle. Some are used only when the relevant feature is in use, such as billing, Microsoft sign-in or an AI-assisted feature.

Some providers are used only where the relevant feature is enabled. Where a provider processes personal data outside the UK/EEA, we use the transfer mechanism applicable under that provider’s agreement and data-processing terms. We will update this list before adding or materially changing a provider.

Maps and weather

Some screens in the application load map images and weather data directly from third-party services: map tiles from OpenStreetMap and satellite imagery from Esri when you view a photo map, and weather and place-name lookups from Open-Meteo when a diary records the weather. Your browser connects to these services itself, so they receive your IP address and the area or place being looked up (which is your device’s location if you choose to use it for the weather). We do not send them your name or account details.

Cookies and browser storage

The application uses strictly-necessary cookies to keep you signed in and to protect your session: authentication cookies, session cookies and security-related cookies (such as tokens that defend against request forgery). These are essential for the service to work, so they do not require consent; blocking them will stop the application from functioning. Where the application stores a preference (for example a display setting), that preference is held in your browser and used only to provide the feature.

This website and the application use Vercel Web Analytics to understand, in aggregate, how they are used (for example which pages are visited and which forms are started). It does not use cookies to track you across other sites, so it does not require your consent.

Offline application storage

The Site Chronicle application uses browser storage, including IndexedDB, to support offline working. This allows authorised users to create records and queue photographs while no connection is available, before synchronising them when connectivity returns. This storage is required to provide the offline feature and is not used for advertising. Unsynchronised records may remain on the relevant device until they are synchronised, cleared or removed as part of the application’s operation.

You can control or delete cookies through your browser settings. Note that removing the essential cookies will sign you out of the application, and clearing browser storage may remove offline records that have not yet synchronised.

Contact

Email hello@site-chronicle.com, or see our Website Terms for our registered-office details.

Changes

We may update this notice from time to time; the date above shows when it was last reviewed.