Mobile App Privacy Addendum

This addendum supplements the main Privacy Policy and describes the additional ways The Site Book native mobile app (iOS and Android) handles personal data. Where this addendum is silent, the main Privacy Policy applies in full.

The Site Book is operated by REDCLAN VENTURES LTD (Company No. 17142372), registered in England and Wales, trading as The Site Book. For data-protection enquiries email [email protected].

1. What the mobile app does differently from the website

The mobile app uses the same backend services as our website (thesitebook.co.uk). It signs in to the same account, reads and writes the same projects and documents, and stores files in the same secure storage. The mobile-specific differences are:

• Device access — the app can use the camera and microphone when you choose a capture feature. Existing photos are selected through your phone’s system picker, as described in §2.
• Local storage — the app caches some data on your device for offline resilience (so you don’t lose a wizard draft if your signal drops).
• App-specific analytics — the app uses PostHog to record product interactions (which screens you view, which buttons you tap) so we can improve the product. PostHog runs on the same account-linked user ID as the web.
• Optional push notifications — if you enable them in Settings, the app registers this installation with Expo and The Site Book so we can deliver relevant account and site updates.
• Diagnostics — released builds use PostHog to capture unhandled JavaScript errors and rejected promises. This is linked to the same account identifier used for mobile analytics.

2. App-specific permissions and why we ask for them

Camera, microphone and notification access are requested only when you choose the relevant feature, with a human-readable explanation in your phone’s prompt. You can grant or deny them independently and revoke them at any time from device Settings.

If you deny a permission, the relevant feature is unavailable but the rest of the app continues to work. We never block sign-in or core features on these permissions.

3. Push notifications

Push notifications are optional. The app asks for notification permission when you turn them on in Settings or choose a feature that offers notifications. If you agree, Expo creates a push token that identifies this installation of The Site Book. We keep that token in the app’s secure storage and in your account so we can send relevant site, document and credential updates through Expo and the operating-system notification service.

You can disable notifications in The Site Book’s Settings or your device Settings. Signing out removes the registration from the account where possible, and uninstalling the app removes its local copy. Push tokens are used for delivery only, not advertising.

4. Mobile analytics

We use PostHog (posthog.com) to record:

• Which screens you visit
• Which buttons or wizard steps you tap
• The general device type (model class, OS version) — used to prioritise bug fixes
• An app-installation identifier and app lifecycle events such as install, update, open and background
• The result of key actions (e.g. “document generated”, “signature request sent”)

We do NOT record:

• The content of your documents, projects, RAMS, CPPs, or diaries
• Photos you capture or upload
• Voice notes or their transcripts
• Form input values

The PostHog user identifier matches your authenticated account ID (same as on web). Analytics is currently required and cannot be disabled in the app; an opt-out is planned for a future release. You can request deletion of your PostHog data along with the rest of your account by following the “Account deletion” steps in §8.

5. Crash reporting

Released builds use PostHog Error Tracking to capture unhandled JavaScript exceptions and unhandled promise rejections. This helps us diagnose and fix crashes and broken app flows. Diagnostic data can include:

• The error message, stack trace and technical context
• The app version, device class and operating-system version
• Your authenticated account identifier, because diagnostics and product analytics use the same PostHog identity

Session replay is disabled. We do not intentionally include form values, project or document content, photos, voice notes or transcripts in analytics or diagnostic events.

6. Local storage on your device

The app uses the operating system’s secure storage to keep your sign-in token (iOS Keychain on iPhone/iPad, Android Keystore on Android). The token is encrypted by the OS and is only readable by the app. If you enable push notifications, the Expo push token is stored there too.

The app also uses the standard React Native AsyncStorage to cache:

• The current state of any in-progress wizard (so you don’t lose data if the signal drops or the app is force-quit). The cache is cleared when you successfully submit the wizard or sign out.
• The most recent list of projects, for fast cold-start display (the cache is overwritten on every sign-in or pull-to-refresh).

Cached data lives in the app’s private sandbox and is removed when you uninstall the app.

7. Data residency

Primary customer, project and file storage is hosted by DigitalOcean in its London (LON1) region. Some processors — including Clerk for authentication, PostHog for analytics and diagnostics, Expo for app updates and optional notifications, and OpenAI for AI-assisted text generation or voice transcription — may process data outside the UK under contractual and international-transfer safeguards. See the processor and international-transfer sections of the main Privacy Policy.

8. Your rights (access, deletion, portability)

Your rights under UK GDPR apply identically to data the mobile app collects:

• Access — request a copy of all data we hold about you by emailing [email protected].
• Deletion — open the mobile app, go to Settings → Account → Delete Account. This opens our web account-deletion page where you confirm. This removes your user record, data owned solely through that user, and linked analytics data. Shared business or compliance records may remain available to other authorised users or be retained for the legal periods in the main policy, with your link removed or anonymised. We retain a privacy-minimised anti-resurrection record for up to seven years, as explained in the main policy.
• Portability — request an export of your project and document data in machine-readable form by emailing [email protected].
• Rectification — edit any field in-app, or email if you can’t reach a field via the UI.
• Objection — withdraw consent for any optional processing by emailing.

Right to lodge a complaint: the UK regulator is the Information Commissioner’s Office (ICO) at ico.org.uk.

9. Children

The Site Book is built for the UK construction industry and is not directed at people under 18. We do not knowingly collect data from anyone under 18. If you believe we have data from someone under 18, email [email protected] and we will delete it.

10. App-Specific Data Handling (Apple-required)

The following Apple-required disclosures apply:

• The app does NOT track you across other companies’ apps and websites. No AppTrackingTransparency prompt is shown.
• Data is encrypted in transit (HTTPS only; iOS App Transport Security is enforced).
• Data is encrypted at rest (DigitalOcean managed PostgreSQL default at-rest encryption).
• You can request data deletion via Settings → Account → Delete Account (see §8).
• No data is shared with third parties for advertising. The third parties we do share with are listed in the main Privacy Policy (auth provider, payment processor, AI provider, analytics provider, infrastructure providers).

11. Changes to this addendum

The “Last updated” date above will change when this addendum changes. Where the law requires it, we will also notify you in-app or by another appropriate channel.

12. Contact

Email: [email protected]
Postal address: REDCLAN VENTURES LTD, 55 The Grove, Baildon, Shipley, England, BD17 5ND
Data Protection contact: [email protected]

For the full Privacy Policy, see /legal/privacy.