Privacy Policy
This policy explains what SiteSpoken collects when you use the service, why we collect it, who we send it to, and how long we keep it. It is written in plain language and describes how the service actually works today.
Early access1. Who we are
SiteSpoken is a software service operated by Eoin Tolster, an Australian sole trader (ABN 94 642 593 869). In this policy "we" and "us" mean that operator, and "you" means the person using the service.
Contact for any privacy question or request: eoin.tolster.redpearl@gmail.com.
2. Information we collect
Account information
You sign in with Google or Apple. We do not ask you to create a SiteSpoken password. When you sign in we receive and store your email address, an identifier linking your SiteSpoken account to that Google or Apple account, and whether the provider told us your email was verified.
We request only the openid, email and profile scopes
from Google. We do not request access to your Gmail, Drive, Contacts, Calendar or any other
Google data.
Content you capture
- photos you take or upload;
- audio you record, including voice notes and introduction notes;
- the text transcripts produced from that audio;
- job titles, work types, written notes, custom prompts and delegate instructions you enter;
- the AI-generated analysis, findings and reports, including any edits you make;
- generated report files (JSON, HTML, PDF, CSV summaries and ZIP bundles).
Location
If you allow location access, we record the GPS coordinates of a job and use them in the report. We also write those coordinates into the EXIF metadata of every photo in that job. This means the location travels with the image file itself, including in any copy you download, export or send to someone else. If you do not want that, do not grant location access for the job.
Delegate capture links
If you invite someone to capture material for a job, we store the invite, the email address you enter for that delegate, and timestamps for when it was created, opened, started, submitted or revoked. We also keep an audit log of actions taken on an invite, which records the IP address and browser user agent of the person using it.
Subscription and usage records
- your plan, subscription status, source and billing period;
- how many scans you have used in the current period;
- account creation and last sign-in timestamps;
- subscription and customer identifiers from Stripe or Apple, where applicable;
- administrative notes, if we have needed to make any about your account.
We never receive or store your card number. Card details are entered with Stripe or Apple and handled entirely by them.
Technical information
Our servers keep operational logs that may include IP address, request paths, timestamps and error details. These are used to run, secure and debug the service.
3. How we use your information
- to authenticate you and keep you signed in;
- to process the photos, audio and notes you submit and produce reports;
- to apply the usage limits and features of your plan;
- to take payment and manage your subscription;
- to secure the service, prevent abuse and investigate faults;
- to meet our legal obligations.
We do not sell your information, and we do not use your photos, audio or reports to advertise to you.
4. AI processing and third parties
SiteSpoken relies on third-party services to analyse what you capture. This means the relevant content leaves our server and is sent to those providers for processing.
| Provider | What is sent | Purpose |
|---|---|---|
| Google (Gemini) | Your photos, and the prompts, transcripts and per-image analyses associated with the job | Image analysis, and organising the material into a structured report |
| OpenAI | Your recorded audio | Speech-to-text transcription |
| Google / Apple | The sign-in exchange | Authenticating your account |
| Stripe | Your email address and subscription details | Card payments and subscription management on the web |
| Apple | Subscription receipts and identifiers | In-app purchases made through the iOS app |
Each provider handles that data under its own terms and privacy policy, and you should review those policies if this matters to you. We do not control how they train or improve their own systems, and we do not make any promise to you about that.
A note on AI accuracy. Findings and reports produced by SiteSpoken are AI-assisted and may be incomplete or inaccurate. They are drafts for human review. Always check the content yourself before relying on it, particularly for safety, compliance or official decisions.
5. How long we keep your information
Please read this carefully. Each plan shows an "available until" date for a completed job, based on the retention period for that plan. That date is currently an indication only. SiteSpoken does not yet automatically delete reports or source media when it passes, and access is not blocked after it. Your material stays on our server until you delete the job yourself, or you ask us to delete it.
We intend to introduce automatic deletion on those schedules. When we do, we will update this policy and give notice through the service before it starts removing anything.
The retention periods shown against each plan are:
| Plan | Reports shown as available for | Source media period |
|---|---|---|
| Free | 7 days | 2 days |
| Basic | 30 days | 7 days |
| Pro | 60 days | 14 days |
You can delete a job at any time from within the service, which removes its stored files and its database record. Account records are kept while your account is open, and afterwards only as long as needed for legal, tax or accounting purposes. To have your account and its data deleted, email us at the address in section 1.
6. Who else can see your material
Reports are only available to signed-in users with access to that job. There is no public or unauthenticated report link, and no "share with client" link.
The one exception is a delegate capture link. If you create one, anyone holding that link can open it and submit capture material against that job, without signing in, until the link expires, reaches its use limit, or you revoke it. Treat these links as confidential and send them only to the person you intend to give access.
SiteSpoken currently does not send delegate invitation emails; you distribute delegate links yourself.
7. Storage and security
- Your photos, audio and reports are stored on the server's own disk storage. The primary application hosting location is Sydney, Australia.
- Your session is a signed token held in an
httpOnlycookie that expires after 12 hours. - The service is served over HTTPS.
- Administrative access is restricted to the operator and relevant infrastructure or service providers where necessary to operate and support the service.
No online service can be guaranteed completely secure, but we take reasonable steps to protect your information. SiteSpoken is early-access software and you should keep your own copies of anything important.
8. Cookies
We use a small number of strictly necessary cookies. We do not use advertising or analytics cookies.
| Cookie | Purpose | Lifetime |
|---|---|---|
token | Keeps you signed in across the service | 12 hours |
token (report) | A short-lived copy scoped to a single report, so report files load | 15 minutes |
oauth_state | Temporary state value created during Google sign-in; cleared during the callback | 10 minutes |
9. Your rights
You can ask us to provide access to personal information we hold about you, correct it, or delete it. Additional rights may apply depending on the law that applies to you.
To make a request, email eoin.tolster.redpearl@gmail.com. We will respond within the period required by the law that applies, and we may need to verify your identity first.
If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au, or to the privacy regulator in your own country.
10. Information sent overseas
The providers listed in section 4 process information outside Australia, including in the United States. When your photos, audio, transcripts or account details are sent to them, that information leaves Australia and is handled under their terms and the laws that apply to them. By using SiteSpoken you agree to that processing taking place. We are not able to guarantee how an overseas recipient handles your information.
11. Children
SiteSpoken is a tool for professional use and is not intended for children. We do not knowingly collect information from anyone under 16. If you believe a child has provided us with personal information, contact us and we will delete it.
12. Changes to this policy
We may update this policy as the service develops, and SiteSpoken is changing quickly during early access. The date at the top shows when it last changed. If a change materially affects how we handle your information, we will give notice through the service.
13. Contact
Questions about this policy or your information: eoin.tolster.redpearl@gmail.com.