Privacy Policy
Effective Date: September 6, 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 email notifications (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 field worker contact information including name, phone number, and project assignments.
Information Collected from Field Workers
Field workers ("End Users") interact with SiteRecord primarily through automated voice calls and the mobile application. 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 through the mobile application or a web upload link.
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 email and mobile 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. Email and Mobile Notifications
SiteRecord contacts End Users by email and by push notification in the SiteRecord mobile application. These messages relate to your use of the platform: a follow-up when a scheduled report call is missed, a link to attach jobsite photos to a report, and operational updates about projects you are assigned to.
SMS text messaging was discontinued in June 2026. SiteRecord no longer sends text messages, and the consent program described in earlier versions of this policy no longer operates. Phone numbers on file are used to place report calls.
You can stop notifications at any time by asking your Account Holder to remove you from the project, or by emailing support@siterecord.com.
Phone numbers and email addresses are never sold, rented, or shared with third parties for their marketing or promotional purposes. We share information with the service providers that help us deliver calls and email, subject to contractual confidentiality and security obligations.
4. Voice Calls and Recordings
SiteRecord uses an AI-powered voice assistant to conduct daily report calls with field workers. 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.
5. Photo Upload Links
After a report call completes, SiteRecord sends a link that lets the field worker attach jobsite photos to that report. The link is single-purpose, expires, and reaches the worker by email or as a notification in the mobile application. Photos uploaded through it are stored with the report and are visible to the Account Holder who manages the project.
6. Third-Party Services
We use the following third-party services to operate our platform:
- VAPI — voice call orchestration and transcription
- Twilio — telephone number provisioning for report calls
- 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.
7. 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.
8. 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.
9. 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
- Ask to stop notifications by contacting support@siterecord.com
- Withdraw consent for voice call recordings
To exercise any of these rights, contact us at support@siterecord.com.
10. 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.
11. 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.
12. Contact Us
If you have any questions about this Privacy Policy, please contact us:
SiteRecord LLC
Email: support@siterecord.com