These Terms of Service govern access to and use of the Sitation website, mobile applications, and related services (together, the Services) provided by Sitation Ltd of 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom. By accessing or using the Services, you agree to be bound by these Terms. If you do not agree, you must not use the Services.
Sitation is a professional site recording, inspection, and project documentation platform. The Services are designed to allow users to create, store, sync, and manage project records, including notes, photographs, measurements, work diaries, checklists, forms, and related project data.
The Services are intended for professional and business use. Users must be at least 18 years old and capable of entering into a binding legal agreement.
You may be required to create an account to access some or all features. You are responsible for maintaining the confidentiality of your credentials and for all activity carried out under your account.
Where a paid plan applies, the account that creates the project or holds the active paid subscription for a project is the Project Owner for that project workspace. The Project Owner controls the workspace administration, project access, and use of project-level features made available under the relevant subscription.
If payment fails, a subscription lapses, or a paid plan ends, we may restrict access to paid features, uploads, sync, exports, or administrative controls until the account is restored to good standing.
Users may create, upload, sync, and share content through the Services, including project data, notes, site records, photographs, diary entries, forms, and measurements (Project Content).
As between users of a shared project, Project Content submitted to that project is treated within the Services as part of the project's operational record and professional work product. This means the Project Owner may continue to access, retain, review, and use Project Content stored in that project as part of the project history.
By submitting Project Content to a shared project, each collaborator grants Sitation and the relevant Project Owner a non-exclusive, worldwide, royalty-free licence to host, store, process, reproduce, display, transmit, back up, and maintain that Project Content as necessary to operate the Services, preserve the integrity of the project record, support collaboration, and generate exports or reports.
A collaborator may not require removal of Project Content they submitted to a shared project where that content forms part of the project's historical, technical, contractual, operational, quality assurance, health and safety, evidential, or compliance record, except where removal is required by applicable law. This limitation applies only to project work product and does not override legal rights relating to personal data.
Nothing in these Terms transfers or determines any underlying intellectual property rights between users beyond the service permissions stated above. Sitation does not adjudicate ownership disputes between users or organisations regarding underlying source material, employment-created works, or contractual deliverables.
To preserve an accurate audit trail, we may retain metadata associated with Project Content and account activity, including timestamps, revision history, sync events, device information, and user attribution.
Depending on the device and features used, the App may request access to device functions including the camera, photo library, file storage, microphone, location services, notifications, and network connectivity.
These permissions are used only to provide the relevant app functionality, such as capturing site photographs, attaching files, recording voice notes, tagging entries with location data, and synchronising records. If you disable certain permissions, some features may be unavailable or may not function correctly.
Where offline capture is available, Project Content may be stored locally on the device until it is synced, deleted, or cleared. You are responsible for ensuring that devices storing offline project data are appropriately secured.
Sitation is not a general-purpose cloud storage or personal media backup service. To protect performance, reliability, and operating costs, we may apply fair usage rules and technical limits.
We will not ordinarily delete legitimate project records without notice solely due to a storage overage. However, continued excessive usage, abusive usage, or attempts to use the Services to avoid ordinary storage costs may result in content restrictions, administrative action, suspension, or later deletion in accordance with these Terms and applicable law.
You are responsible for the accuracy, completeness, lawfulness, and appropriateness of any Project Content you create or upload. You must ensure that you have the authority and legal basis to capture photographs, record information, upload documents, and store any personal or project-related data through the Services.
You must not use the Services to upload or record unlawful, defamatory, fraudulent, infringing, malicious, irrelevant, or confidential material without proper authority. You must comply with all applicable workplace rules, site rules, contractual duties, professional standards, and privacy obligations.
Sitation provides a platform for recording and managing information. You remain responsible for checking records before relying on them for legal, contractual, safety, technical, or commercial decisions.
The Project Owner controls who is invited to a project and what access level is granted, subject to the features of the applicable plan. Collaborators may access project data only within projects to which they have been granted access.
If a collaborator is removed from a project, their future access may end immediately or at the next login or sync. Previously submitted Project Content may remain in the project as part of the project history.
Project Owners are responsible for managing access appropriately, including removing access for former employees, subcontractors, consultants, or other users who no longer require it.
Project data is retained while the relevant subscription remains active and the project continues to be used. If a project has no meaningful activity for 24 consecutive months, we may mark it as inactive and eligible for archival or deletion. Where reasonably practicable, we will give the Project Owner at least 30 days' notice before permanent deletion of an inactive project.
If you delete your account, your account profile data may be deleted, de-identified, or removed from active systems within 30 days, unless longer retention is reasonably required for security, fraud prevention, dispute resolution, legal compliance, or enforcement purposes.
Where a deleted account contributed to a shared project, the underlying Project Content may remain in that project to preserve continuity and integrity of the project record, and user attribution may be minimised, de-identified, or replaced with a generic label where technically feasible and legally appropriate.
Deleted data may remain temporarily in backups, technical logs, and disaster recovery systems before final erasure. Billing, invoicing, tax, and related accounting records may be retained for up to 6 years where required by law or reasonably necessary to meet UK legal and accounting obligations.
Where supported by the relevant plan, Project Owners may export project records before account closure, project deletion, or subscription expiry. It is the Project Owner's responsibility to export any records they wish to retain. Once a project or account has been permanently deleted and any recovery window has expired, we may not be able to restore the deleted data.
We process personal data in accordance with applicable UK data protection law, including the UK GDPR and the Data Protection Act 2018. Where required, we maintain the necessary registration or compliance status with the Information Commissioner's Office.
Synchronized application data is primarily hosted using Firebase / Google Cloud in region europe-west2 (London). However, some support services, logs, analytics, authentication, notifications, backups, and subprocessors may involve processing in other locations, subject to appropriate safeguards where required.
We implement reasonable technical and organisational measures designed to protect data from accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include authenticated access controls, encryption in transit, encryption at rest where supported, role-based permissions, secure backups, monitoring, and audit logging.
You are responsible for securing the devices and accounts you use to access the Services, including through passcodes, device encryption, biometric locks, operating system updates, app updates, and sensible credential management.
You must not, directly or indirectly:
We may monitor the Services for compliance with these Terms. We may investigate suspected misuse and may suspend or restrict access, remove non-compliant content, disable certain features, or take other action reasonably necessary to protect the Services, users, third parties, or our rights.
We may also take administrative action where content is excessive in size, imposes disproportionate technical burden, creates material security risk, or is being used in a way that is inconsistent with the intended professional use of the Services.
If you download or use the App through the Apple App Store or Google Play, you must also comply with the applicable store terms and usage rules. Those platforms are not responsible for the Services or for support relating to the App except as required under their own terms. Your use of the App remains subject to any separate End User Licence Agreement that applies to the App.
Our Privacy Policy, Acceptable Use Policy, and any applicable End User Licence Agreement are part of the overall legal framework governing use of the Services. In the event of a conflict relating specifically to personal data processing, the Privacy Policy will apply to the extent required by applicable law.
If you have questions about these Terms, please contact us at support@sitation.app.