Privacy Policy

1. Who we are, and which data is whose

SiteSquare ("we") provides certificate-of-insurance tracking software. This policy explains what we collect, why, and your rights. SiteSquare is operated by SoloFive LLC, a California limited liability company.

Two different kinds of data pass through SiteSquare, and we play a different role in each, so we would rather name both than use one word for both. Your own account data — your login, your company, your role, and your billing — is ours to answer for: we are the data controller, we decide what to collect and why, and the rest of this policy describes those choices. The insurance documents and vendor details you put into SiteSquare are your records about your own vendors, and there we are the processor: you decide which vendors to track, what to upload, and what to require of them, and we handle that data on your instructions in order to run the service for you. We do not use it for our own purposes, we do not sell it, and we do not use it to train AI models.

2. Information we collect

• Account data — your email, name, organization name, role, and (optionally) your contact phone and address.
• Authentication credentials — if you choose to set a password, we store a one-way hash of it (never the password itself). Sign-in links and email verification codes are likewise stored only as hashes, and expire.
• Vendor & document data you provide — the vendors you track and the certificates of insurance and supporting documents (W-9, license, contract, lien waiver) uploaded, emailed to your inbound address, or submitted by a vendor through a self-service link. These may contain third parties' business and insurance information.
• Help & feedback messages — what you write to us from the app or the website, the address to reply to, and what the app reports alongside it: which screen you were on, the app and operating-system version, and your role and plan at the time.
• The free certificate checker — if you use our free certificate checker, the email address you verify, whether you ticked the box asking for occasional tips from us (and when), when you first and last used it, and how many certificates you have checked. We use the address to send your verification code, to limit how many checks one person can run, and — only if you ticked the box — to send occasional tips, which you can unsubscribe from in any of them. The certificate you upload is sent to our AI provider only to be transcribed, then discarded when your result is shown: we do not store the file, anything read from it or the result, and we do not log them.
• Usage & technical data — log data, IP address, and actions taken in the app (recorded in an append-only audit log).
• Mobile app data — if you use the SiteSquare mobile app, we access your device camera and photo library only when you choose to capture or attach a document, and — with your permission — register a push-notification token so we can remind you about expiring coverage. You can revoke either permission in your device settings. Before a photo leaves your phone the app removes the metadata embedded in the image file — including any GPS coordinates, capture time, and camera make and model — so that information is never uploaded or stored.

3. How we use it

To provide the service (capture, transcribe, review, score, and send reminders on certificates), to secure and operate the platform, to communicate with you, and to comply with legal obligations. Certificate content is sent to our AI provider solely to transcribe the document into structured data — it is not used to make compliance decisions, and we do not use your data to train AI models.

4. Legal bases (GDPR/UK-GDPR)

Performance of a contract, our legitimate interests in operating and securing the service, consent where required, and compliance with legal obligations.

5. Sharing & subprocessors

We do not sell personal information. We share data only with the subprocessors below, under contract, to run the service:

• Railway — application and background-worker hosting (United States).
• Neon — managed PostgreSQL database (United States).
• Cloudflare — DNS, CDN/WAF, and R2 private object storage for your documents.
• Postmark (ActiveCampaign) — transactional email, inbound and outbound.
• Anthropic — AI transcription of certificate and contract documents.
• Stripe — payment processing for paid plans, on our own merchant account. Stripe holds your card details; we never receive them.
• Google, Microsoft and Apple — only if you choose to sign in with one of them. They tell us your email address and that it is verified; we ask for nothing else. If you sign in with Apple we keep the token Apple issues, only so that deleting your account can also revoke the Apple sign-in, and we delete it with your account. An Apple “Hide My Email” address works like any other.
• Expo — push-notification delivery, only if you install the mobile app and enable notifications. Expo relays to Apple (APNs) and Google (FCM). What is sent is your device's push token and a count of vendors needing attention — never a vendor name or any certificate content.

We'll post changes to this list here before a new subprocessor starts processing your data.

6. Retention

We keep certificates and related data while your account is active and as needed to provide the service. Stored documents are destroyed 24 months after the coverage they evidence expires — for a certificate, 24 months after its last coverage end date; for other vendor documents, 24 months after their expiry, or after upload where they do not expire. The compliance record that a vendor was covered is kept; the file itself is deleted and cannot be retrieved.

Deleting a certificate or a vendor document removes both the record and the stored file immediately. Deleting your account from Settings removes your organization's data — vendors, certificates, projects, and every stored document — and cancels any subscription. We keep a minimal record that the deletion happened: the organization name, the date, its plan, subscription status and Stripe subscription id, whether the subscription was cancelled, how much was removed, whether every stored file was removed, and the internal id of the person who deleted it. That record contains none of your vendors' documents and stores the account owner's email address only as a one-way hash (SHA-256), not the address itself — so we can confirm a request came from the right person. A hash is not anonymous: anyone who already knows an address can check whether it matches.

If you use the free certificate checker, we delete your address 12 months after you last used it. If you asked for occasional tips, we keep your address until 24 months after you last used the checker. Unsubscribing withdraws that request; your address is then deleted 12 months after you last used the checker. If an address is entered but never verified with its code, we delete it 7 days after it was entered. Our clean-up runs weekly, so each of these deletions happens within a week after the time given. If you create a SiteSquare account, the checker's copy of your address is deleted when you create your company, or otherwise by our weekly clean-up within days of signing up — the account is the record from then on.

The free license check keeps nothing about a lookup: not the number you typed and not who asked. We count lookups per day, and hold a short-lived counter per network to limit automated use.

The free insurance requirements builder keeps nothing about your answers. If you save its result, a cookie holding only the chosen requirements is kept in your browser for one hour, so your new account can start with them.

If you use the free license monitor, we keep your verified address and the license numbers you choose to watch (with the business name you confirmed), so we can email you when CSLB's list changes for one of them. Every alert has a link that stops all alerts and deletes your list at once. If a year passes without you opening the monitor or confirming you still want alerts, we email once to ask; if you don't answer within 30 days, we delete your address and your list. While you watch numbers, this replaces the certificate checker's retention periods above. Creating a company account deletes the monitor's copy of your address and your list.

Help and feedback messages are kept while your account exists, so we can answer and follow up, and are deleted when you delete your account. Messages sent through the public contact form without an account are kept so we can follow up; email privacy@sitesquare.app to have one deleted.

7. Security

Each organization's data is isolated at the database layer (row-level security scoped per organization), documents are stored in a private bucket and served only through short-lived signed links, uploads are verified by file type before they are stored, access is authenticated, and compliance changes are recorded in an append-only audit log.

8. Your rights

Depending on your location you may have rights to access, correct, delete, port, or restrict your personal data, and (CCPA/CPRA) to know and to opt out of sale/sharing — we do not sell personal information or share it for cross-context behavioural advertising. Contact privacy@sitesquare.app to exercise them.

That is for your own account data, which is ours to answer for (section 1). For the vendor details and documents a SiteSquare customer uploaded, the customer decides — so if you are a vendor asking about information one of them holds about you, write to privacy@sitesquare.app and we will pass your request to that customer and help them answer it, rather than deciding it ourselves.

9. Cookies

We use only strictly-necessary cookies: one to keep you signed in, one short-lived cookie that ties a sign-in link to the browser that asked for it, and short-lived cookies that protect a Google, Microsoft or Apple sign-in while it is in progress (including one that hands a sign-in started in our mobile app back to the app). If you use a city's permit portal, one cookie keeps you signed in there (it is separate from the one for city and company staff, and ends after an hour without use), and one remembers whether you chose English or Spanish. If you use the free certificate checker, one cookie remembers for 24 hours that you verified your email, and — if you then start a trial — one carries the requirements you chose into your new account for up to an hour. We do not use advertising or cross-site tracking cookies. If that changes, we will add a consent banner as required by law.

10. Changes & contact

We'll post updates here and, for material changes, notify you. Questions: privacy@sitesquare.app.

11. If you apply for a permit through a city's portal

Some cities use SiteSquare to take permit applications online. If you create an account on a city's permit portal, we hold your email address, your name, your phone number if you give one, the language you chose, and a one-way hash of your password (never the password itself). Sign-in and reset codes are stored only as keyed hashes and expire after 10 minutes. We record when your account was created and when its password or email address changed, with the IP address of the request.

One account works on every city's portal, but each city sees only what you give that city: your applications to it, the people you add to them, and your consent to sign electronically with it, with the date, IP address and browser it was given from. No city can see that you have an account or that you applied anywhere else. What you send a city is that city's record: we process it on the city's behalf and on its instructions, and the city decides how long it keeps an application once you have submitted it, under the public-records rules that apply to it.

When you add someone to an application, we email them once to say so, in your name, and they see the application when they sign in with that address. We use your address only for your account and your applications, never for marketing.

You can delete your account from your account page on any city's portal. That deletes the applications you have not submitted and ends your access to applications other people shared with you. It does not delete applications you already submitted, or the consents and signatures you gave: those stay with the city as its records. Your account itself is reduced to a placeholder with no name, email address, phone number or password. A consent or signature you gave keeps the email address (and, for a signature, the name you typed) recorded when you gave it, because that is what makes it evidence. To ask about a submitted application, contact the city; to ask us about your account, write to privacy@sitesquare.app.