Privacy Policy

SiteBill ("we", "us", "our") provides software that helps construction contractors photograph delivery notes, pair them to purchase orders, and match them to supplier invoices. This policy explains what data we collect when you use the SiteBill website at sitebill.store, the SiteBill web app, and the SiteBill mobile apps (together, the "Service"), and how we use it. SiteBill acts as the data controller for your account information, and as a data processor for the business documents (orders, delivery notes and invoices) you upload.

Account and team information

• Name, email address and password when you create an account.
• Company name, and the names and emails of team members you invite.
• Your chosen plan and billing information (payments are processed by Stripe; we never see or store your full card number).

Business documents you upload

• Purchase orders, projects and supplier records you create.
• Photographs of delivery notes taken on site, and invoice files you submit for matching.
• Data extracted from those documents (supplier, reference numbers, quantities, amounts) so the Service can pair and match them.

Automatically collected data

• Device type, browser, IP address and log data used for security and troubleshooting.
• Usage events (pages visited, features used) that help us improve the Service.

The SiteBill mobile app asks for access to your device camera for one purpose only: photographing delivery notes on site. Photos you capture are uploaded to your company's SiteBill account so they can be paired to purchase orders. We do not access your photo library unless you explicitly choose an existing image, and we never use your photographs for advertising or share them with third parties. You can revoke camera access at any time in your device settings; the rest of the app will continue to work.

• To provide the Service: storing, pairing, matching and filing your orders, delivery notes and invoices.
• To flag shortages and invoice mismatches, and route exceptions for approval.
• To process payments and manage your subscription via Stripe.
• To send service emails: invites, alerts, summaries and billing notices.
• To keep the Service secure, prevent fraud and fix problems.
• To improve the Service using aggregated, de-identified usage data.

When you photograph a delivery note or submit an invoice, the document is processed automatically to read its contents (supplier, reference, quantities, amounts) so it can be paired to the correct purchase order. This automated processing is performed solely to provide the Service to you. Your documents are not used to train models shared with other customers, and are never sold or shared for advertising.

We do not sell your data. We share it only with the service providers needed to run SiteBill, each bound by data protection terms:

• Hosting and database infrastructure — secure cloud hosting where your account and documents are stored.
• Stripe — payment processing for subscriptions.
• Email delivery providers — to send invites, alerts and summaries.
• Document-reading services — to extract text from delivery notes and invoices you upload.

We may also disclose data if required by law, or to protect the rights and safety of our users. If SiteBill is involved in a merger or acquisition, we will notify you before your data is transferred.

Your commercial documents belong to you. At any point you can download one organised export containing every order with its delivery notes and matched invoices, plus summary spreadsheets. We deliberately do not ask for access to your other business systems (such as SharePoint), and we do not hold your data hostage: exports are available for as long as your account exists, including on read-only access after a subscription lapses.

We keep your account and documents for as long as your account is active. If your subscription ends, your account becomes read-only and your documents remain available to view and export. You can ask us to delete your account at any time; we will then delete your data within 30 days, except where we must keep limited records for legal, tax or fraud-prevention reasons.

We use encryption in transit (TLS) and at rest, per-company data isolation enforced at the database level, and role-based access so team members only see what their role allows. Payment card details are handled entirely by Stripe and never touch our servers. No system is perfectly secure, but we work hard to protect your information and will notify you promptly of any breach that affects your data.

Under UK GDPR and data protection law, you have the right to:

• Access the personal data we hold about you.
• Correct inaccurate data.
• Request deletion of your data.
• Export your data in a portable format (built into the Service).
• Object to or restrict certain processing.
• Complain to the Information Commissioner's Office (ICO) at ico.org.uk.

To exercise any of these rights, contact us using the details below.

We use strictly necessary cookies to keep you signed in and secure your session. We do not use advertising or third-party tracking cookies.

SiteBill is a business tool and is not directed at anyone under 18. We do not knowingly collect data from children.

If we change this policy we will post the new version on this page and update the date below. For significant changes we will also notify account holders by email.

Questions about this policy or your data? Email us at enquiries@revoraio.com and we will respond within 5 working days.