Privacy Policy

Effective Date: February 17, 2026

SiteRecord LLC ("SiteRecord," "we," "us," or "our") operates the SiteRecord platform, a voice-first daily reporting service for the construction industry. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, mobile application, voice calling service, and SMS messaging service (collectively, the "Service").

1. Information We Collect

Information Provided by Account Holders

General contractors and project managers ("Account Holders") create accounts and provide: name, email address, company name, and login credentials. Account Holders also add subcontractor contact information including name, phone number, and project assignments.

Information Collected from Subcontractors

Subcontractors ("End Users") interact with SiteRecord primarily through automated voice calls and SMS messages. We collect: phone number (in E.164 format), voice call recordings and transcripts, daily report responses (work performed, crew counts, equipment, weather conditions, safety observations), and photos submitted via SMS or web upload links.

Automatically Collected Information

When you use our Service, we may automatically collect: IP address, browser type and version, device information, pages visited and time spent, call duration and status, and cookies and similar tracking technologies.

2. How We Use Your Information

We use the information we collect to:

Initiate and conduct automated voice calls for daily report collection
Send SMS notifications including missed-call follow-ups and photo upload links
Transcribe and analyze voice recordings to extract structured report data
Generate daily reports for Account Holders
Provide, maintain, and improve the Service
Communicate with you about your account or the Service
Comply with legal obligations

3. Voice Calls and Recordings

SiteRecord uses an AI-powered voice assistant to conduct daily report calls with subcontractors. These calls are recorded and transcribed. The transcripts are processed by AI to extract structured report data such as work descriptions, headcount, and safety observations. Call recordings and transcripts are stored securely and are accessible only to the Account Holder who manages the relevant project.

4. SMS Messaging

We send SMS messages to subcontractors for two purposes: (1) follow-up notifications when a scheduled voice call is missed, which may include a link to submit a report via web form, and (2) photo upload links after a voice report is completed, allowing subcontractors to attach jobsite photos to their report.

Message frequency varies based on project schedules, typically 1–2 messages per reporting day. Message and data rates may apply. You can opt out of SMS messages at any time by replying STOP to any message. Reply HELP for assistance. For support, contact us at support@siterecord.com.

5. Third-Party Services

We use the following third-party services to operate our platform:

VAPI — voice call orchestration and transcription
Twilio — SMS messaging delivery
Anthropic (Claude) — AI-powered transcript analysis and report extraction
Vercel — application hosting and blob storage for uploaded photos
Neon — PostgreSQL database hosting
Deepgram — speech-to-text transcription and text-to-speech

Each of these providers has their own privacy policies governing their handling of data. We only share the minimum data necessary for each service to function.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. Call recordings and transcripts are retained for the duration of the project plus 12 months. Photo upload tokens expire after 24 hours. You may request deletion of your data by contacting us at support@siterecord.com.

7. Data Security

We implement appropriate technical and organizational measures to protect your information, including encryption in transit (TLS/HTTPS), secure token-based authentication for photo uploads, and access controls limiting data visibility to authorized Account Holders. However, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.

8. Your Rights

Depending on your jurisdiction, you may have the right to:

Access the personal information we hold about you
Request correction of inaccurate information
Request deletion of your information
Opt out of SMS communications by replying STOP
Withdraw consent for voice call recordings

To exercise any of these rights, contact us at support@siterecord.com.

9. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on this page and updating the effective date. Your continued use of the Service after changes are posted constitutes your acceptance of the revised policy.

11. Contact Us

If you have any questions about this Privacy Policy, please contact us:

SiteRecord LLC
Email: support@siterecord.com