Privacy Policy

Who we are

SiteNotePro is currently operated by its founders from Ireland. For the purposes of the General Data Protection Regulation (GDPR) and the Irish Data Protection Act 2018, we are the data controller for the information described here. We are in the process of incorporating SiteNotePro as a company; once that is complete, this section will be updated with our registered company details. You can reach us at info@sitenotepro.ie.

What we collect

We only collect what we need:

• Information you give us directly, such as your name, work email and firm name, when you join the early access waitlist or contact us. If you choose to answer them, the waitlist also asks a couple of optional questions about your firm, such as its size and the tools you use for site records today.
• Basic, aggregate technical information when you visit the site, such as pages viewed, approximate region and device type, collected without cookies and used to keep the site working, secure and useful. This data does not identify you.
• When you complete the Scorecard or download a guide tool after arriving through one of our tagged campaign links, the campaign name from that link, saved with your submission so we can tell which of our posts and emails are useful. It is read from the link at the moment you submit. Nothing is stored in your browser to do this, and we do not record the website you came from.

The marketing website does not require an account and does not run advertising trackers.

How we use it

• To respond to your early access request or enquiry.
• To tell you about the product and your place in the early access cohort.
• To operate, secure and improve the website.

We do not sell your information, and we do not share it for anyone else's marketing.

Unsubscribing. You can stop these emails at any time. Email info@sitenotepro.ie asking to unsubscribe and we will remove you from the list. You do not need to give a reason.

Legal basis

When you give us your details to join the waitlist, complete the Scorecard, download a tool or send us a message, we use them to do the thing you asked for: reply to you, send you your result, or keep your place on the list. Our legal basis for that is your own request, so we handle your details in order to take the steps you asked us to take. Where a form carries an optional tick to hear more from us, that box is your consent, it is never pre-ticked, and you can withdraw it at any time by emailing us or using the unsubscribe link. We also rely on our legitimate interest in running, securing and improving the website, and in introducing SiteNotePro to the firms it is built for.

When you join the waitlist, the confirmation, the occasional progress notes and the launch email are the service you asked us for, so we do not ask you to agree to marketing separately in order to join. If we ever want to send you something beyond that, we will ask you to opt in first, and you can say no without losing your place.

Where we get contact details

Not everyone whose details we hold came to us. We sometimes take business contact details — name, role and work email — from a firm's own website or from a public professional register, in order to introduce SiteNotePro to the engineering practices it is built for. We rely on our legitimate interests to do this, and we carried out and dated a written assessment of that balance before contacting anyone.

Alongside those details we keep the page we took them from and the date we took them, so we can always tell you exactly where they came from; your firm's county and the kind of work it does, so we approach the right people; and a link to a public professional profile where we found one. If we do contact you and you reply, we also keep a note of that correspondence — where the conversation got to and what we agreed to do next. We do not buy contact lists, we do not sell this information, and we do not pass it on for anyone else's marketing. We do sort and prioritise these records ourselves — by county, by the kind of work a firm does and by whether we have spoken before — to decide who to introduce ourselves to and in what order. That is done to keep the number of approaches small and relevant; it produces no decision about you, only about us, and a person writes and sends every message.

We delete these details 12 months after our last contact with you, or 12 months after we added them, whichever is later, unless you reply and ask us to keep in touch.

If we contact you this way, the first message says so and links to this page. You can ask what we hold, ask us to correct it, or tell us to stop, at any time and without giving a reason — by replying to the message, by using the opt-out link in it, or by emailing info@sitenotepro.ie. We stop immediately and permanently. We keep a record that you asked us to stop, and we keep that record indefinitely, for the single purpose of making sure we never contact you again. If you are unhappy with how we handle your data you can complain to the Data Protection Commission (dataprotection.ie).

Who we share it with

We may share your information with service providers who help us run the site, such as hosting and email providers. They are only permitted to use your information to provide these services to us, under appropriate data protection terms.

Where your data is held

We aim to use service providers based in the European Economic Area (EEA). Where a provider is located outside the EEA, appropriate safeguards, such as the European Commission's standard contractual clauses, are put in place before any data is transferred.

Waitlist and enquiry details are held in two places: our own database, which is hosted in the EU (Ireland), and our email mailbox, which is provided by a US provider under a data processing agreement and standard contractual clauses. Every provider we use is named, with its region, on our security page.

How long we keep it

We keep waitlist and enquiry details for as long as needed to manage early access and respond to you, and then delete them. The optional details about your firm described above are kept for up to 12 months after launch and then deleted. You can ask us to remove your details sooner.

The Site Records Scorecard

If you complete the Site Records Scorecard, we collect your work email, your firm size, whether you would be involved in choosing a tool, and your answers to the twelve questions. We use this to send you your result and written breakdown, to route you to the right next step, and, in aggregate, to understand what to build and what it should cost. Your answers are never shared. We do not ask for your name. Your responses reach us by email, handled by the same email provider we use for our other enquiries; where that provider processes data outside the EEA, it is under appropriate safeguards, such as standard contractual clauses. We also keep a lead record of your result, firm size, consent choice and, when you arrive through one of our campaign links, which campaign brought you, in our own database, hosted in the EU (Ireland), and in the mailbox we use to manage enquiries. Ongoing updates are opt-in, with an unticked box at the point of entry, and you can unsubscribe at any time; your breakdown and pack are the service you asked for, not marketing. We delete or anonymise raw Scorecard answers and the associated lead records within 12 months of public launch, or sooner if you ask.

Keeping your data secure

We use reasonable technical and organisational measures to protect your information against unauthorised access, loss or misuse.

Your rights

Under the GDPR you have the right to:

• access the personal data we hold about you;
• have inaccurate data corrected;
• have your data erased;
• object to or restrict how we use it; and
• receive your data in a portable format.

To exercise any of these, email info@sitenotepro.ie. If you are unhappy with how we handle your data, you can complain to the Data Protection Commission (dataprotection.ie).

Children

This website is not directed at children. We do not knowingly collect personal data from anyone under 16.

Cookies and analytics

The website sets no cookies of its own. There is no login here, no basket and no session to remember, so there is nothing a cookie would be for. We use two analytics tools, and both are configured so that neither sets a cookie nor stores anything in your browser to recognise you.

Vercel Web Analytics collects aggregated measurement data, such as pages viewed, approximate region and device type. It does not identify you and does not track you across other websites.

PostHog helps us understand how the website and the Site Records Scorecard are actually used: how many people start the scorecard and which question they stop at, which links people follow to reach our main pages, how far down a guide people read, and whether a change we make improves any of that. We run it on PostHog's EU region and in its cookieless mode, with session recording, autocapture and persistent visitor profiles all switched off. We do not send it your name, your email address, your scorecard answers or anything else you type into a form. To count visits without a cookie, technical information including your IP address, browser user-agent and the site's hostname may be processed briefly by PostHog to generate an identifier that is re-scrambled every day; your IP address is not stored alongside the resulting analytics events. Because that identifier changes daily, we cannot follow you from one day to the next, and our own visitor counts over a week or a month are approximate rather than a count of individual people.

The SiteNotePro Overview at deck.sitenotepro.ie uses PostHog in the same way, with the same settings. It counts how often the overview is opened, how long it stays open and how far down it is read, and it sets no cookies either.

We record only which page or step was reached, never what you typed: no email address, no answer you gave, and no text from any form. Analytics events are deleted after 12 months. Our legal basis for this analytics processing is our legitimate interest in understanding and improving the website, balanced against the deliberately minimal data described above. If we ever enable non-essential cookies or cross-site tracking, we will ask for your consent first and update this policy.

Changes to this policy

We may update this policy as the product develops. The date at the top shows when it was last changed.

Contact

Questions about privacy or your data: info@sitenotepro.ie.