1. Who we are
ShareMySiteData is the controller of personal data processed through this website and its accounts, except where a separate notice or agreement says otherwise. References to "we", "us" and "our" mean ShareMySiteData.
Privacy questions and requests can be sent to help@sharemysitedata.com.
2. Information we collect
Name, email address, organisation, role, authentication identifiers, account status and support correspondence.
Search terms, postcodes, coordinates, drawn or uploaded boundaries, selected radius, source filters and result interactions.
Site, survey type, date, company or organisation, coverage, source and provenance details, validation status and unlock activity. Depending on the record, this may be information contributed by an authorised organisation or limited factual metadata independently indexed from defensible public evidence.
Plan, order, payment status, transaction reference and billing events. The payment provider handles full card details; we do not need to store them.
IP address, device and browser information, timestamps, logs, errors, session and authentication events, and fraud or abuse signals.
Pages and features used, report generation events, consented supplier interactions, preferences, feedback and messages to us.
3. Project-profile answers and generated reports
To tailor a Full Site Intelligence Report, we collect the location or boundary and your project-profile questionnaire answers. These may cover:
- the decision or purpose, proposed work, your role, the commissioner and expected start;
- project value, workforce, duration, procurement route and shift pattern, usually as selected bands unless an exact value is requested;
- site patterns, known or likely work features, information maturity and planning or consent route;
- the intended meaning of "local", project priorities and the social-value basis or requirement; and
- validation responses where your answers conflict with each other or with returned evidence.
We also process generated report content and supporting operational data: report and profile identifiers, answer fingerprints, timestamps, evidence records, source links and source-health results, selected modules, disclosed assumptions and gaps, generation status, error logs and the report output. A generated report can therefore preserve the facts you declared and the evidence state at that time.
The questionnaire is designed for business and project information. Do not include special-category personal data, criminal-offence data, credentials, unnecessary names, confidential infrastructure security details or third-party information you are not authorised to provide.
4. How and why we use information
- create and secure accounts, authenticate users and provide requested access;
- run searches, map results, validate project answers, generate and deliver reports;
- record which profile and sources produced a report so we can explain, reproduce, support and investigate it;
- process orders, subscriptions, allowances, cancellations and delivery remedies;
- connect users with relevant commercial survey organisations or sources where the user has unlocked a record and has been told what will be shared;
- operate aggregate demand and supplier analytics without exposing an individual's report answers as a public profile;
- monitor performance, diagnose errors, prevent fraud and abuse, and improve reliability and accessibility;
- respond to enquiries, exercise legal rights and comply with accounting, regulatory and legal obligations.
We do not sell your project-profile answers or generated report as a data product. Public or commercial source records appearing inside a report keep their own provenance and access conditions.
5. AI-assisted processing
The report pipeline combines deterministic rules, structured source evidence and AI-assisted processing. A configured AI service provider may help interpret the project profile, draft or refine explanations, identify inconsistencies and apply quality checks. Where needed for that task, we may send it the searched site, relevant project-profile answers, retrieved evidence, source-health information and instructions.
We seek to minimise what is sent and use provider and security controls appropriate to the service. AI-generated language can be wrong or incomplete; it is not treated as a replacement source. The report retains source links, limitations and unresolved gaps so a user can verify material points. Please contact us if you believe an AI-assisted output has misrepresented your answer or personal data.
We do not use solely automated processing to make a legal or similarly significant decision about you. The report is information for your project team, not an eligibility, employment, credit or legal determination about an individual.
6. Lawful bases
Depending on the activity, we rely on:
- contract, to provide an account, unlock, subscription or report you request;
- legitimate interests, to operate, secure, support and improve the service, maintain an auditable report record, prevent abuse and understand aggregate use, balanced against your rights;
- consent, where we ask for optional marketing, analytics or a particular disclosure and you may withdraw it;
- legal obligation, for tax, accounting, fraud prevention, regulatory requests and the exercise or defence of legal claims.
Where an organisation supplies information about its staff or contacts, it is responsible for having an appropriate basis and giving them any required notice.
8. How long we keep information
We retain account data while the account is active and for a reasonable period afterwards for support, security, dispute and legal purposes. Project-profile answers, generated reports and generation records are retained for as long as reasonably needed to deliver the user's report library, preserve its evidence and source-health audit trail, investigate delivery problems, protect the service and meet contractual or legal obligations.
You may ask us to delete account, questionnaire or report data. We will delete or anonymise it where we have no overriding need or legal duty to retain it. Payment, tax, fraud, security and legal-claim records may need to be kept longer. Backups are removed on their normal protected cycle. If a report is generated again after deletion, public sources and outputs may have changed.
Supplier-contributed commercial survey records may remain in the index while the contributing organisation keeps them active. Publicly evidenced records may be retained while their factual provenance remains defensible and may be corrected, suppressed or removed where accuracy, source or rights concerns arise. Security, payment and legal audit records may be retained where required.
9. Your data-protection rights
Subject to UK data-protection law and its exceptions, you may ask us to:
- give you access to your personal data and information about its use;
- correct inaccurate or incomplete data, including a misrecorded project-profile answer;
- erase data or restrict how it is used;
- provide data you supplied in a portable form where the right applies;
- object to processing based on legitimate interests or to direct marketing;
- withdraw consent at any time, without affecting earlier lawful processing; or
- review concerns about automated processing.
Send a request to help@sharemysitedata.com. We may need to verify identity and authority before acting. You may also complain to the Information Commissioner's Office.
10. Security, cookies and international transfers
We use access controls, authentication, encryption in transit, logging and operational safeguards designed for the nature of the information. No online service can guarantee absolute security, so tell us promptly if you suspect misuse.
Essential browser storage and cookies may keep you signed in, preserve security and remember necessary settings. Optional analytics or marketing technologies are used only under the choices and notices presented to you.
Some providers may process information outside the United Kingdom. Where required, we use an adequacy decision, approved contractual safeguards or another lawful transfer mechanism and assess relevant protections.
11. Children, changes and contact
The service is for professional and business use and is not directed to children. Do not submit children's personal data in a project profile or report request.
We may update this notice as the service or law changes. The latest update date is shown above, and a material change will be highlighted through the service or by another appropriate route.
For a privacy request, correction or complaint, email help@sharemysitedata.com.