Privacy Policy

Account details — your name, email address, cell number and password (stored encrypted).

Business details — business name, business address, VAT registration number and banking details you enter so they can appear on the PDF estimates you send to your own clients.

Website and logo — if you choose to add them, your business website link and logo, which print on your PDF estimates and invoices.

Retailer accounts — for retailers: business name, registration and VAT numbers, address, region and town, contact email, website, store names and store logins, material prices and the promotion pamphlets you upload.

Country, account type and currency — your country (Namibia or South Africa), whether you are a contractor, a company or a retailer, your chosen currency and language, and a company registration number if you add one. A retailer's product codes, brands, descriptions, stock levels, product photos and delivery or collection options are also stored.

Two-step sign-in — if you turn on two-step sign-in, a security key linked to your authenticator app is stored so your 6-digit codes can be checked. We never see your codes in advance.

Building plans — photos or PDF files of building plans and electrical drawings you upload so SiteCost can prepare a take-off, and plans contractors choose to send to a retailer's store.

Site photos and signatures — up to 12 photos per estimate, stored privately, and the name and signature a client gives when accepting an estimate online.

Material orders and suppliers — the material orders you create (materials, quantities, prices, client or project name, delivery details and notes) and the supplier or store details you save (name, contact person, email, WhatsApp, phone and address).

Calendar, notes and reminders — the tasks, notes and reminder times you create, and a phone notification address if you allow reminders.

Estimate content — client names, job descriptions, materials, quantities and prices you capture in the app.

Activity record — for security, we record important actions on your account (for example signing in, changing account or bank details, creating, sending or deleting estimates and orders, and payment approvals), with the date and time. Only the SiteCost owner can see this record; a retailer sees only their own stores' activity. Entries are deleted after 12 months.

Payment records — subscription status, the EFT reference you supply and the dates your access was activated. We do not collect or store card numbers; subscription payments are made by bank transfer.

Technical data — basic log and error information (such as device type and time of access) needed to keep the service working.

To create and secure your account and sign you in.

To generate your estimates, quotations, bills of quantities and PDF documents.

To include your business and banking details on documents you choose to send to your clients.

To manage your 30-day free trial and monthly or yearly subscription, and to email you invoices, receipts and payment reminders.

To read uploaded building plans and electrical drawings automatically and prepare a take-off of materials.

To create material orders from approved estimates and to back up your orders online so you can recover them on a new phone or computer.

To back up your estimates and calendar online so you can recover them on a new phone or computer.

To send reminder notifications to your phone. Notifications contain no text; your phone fetches the reminder from SiteCost when it arrives.

To provide support, prevent abuse, and improve the app.

We do not sell your personal information. We share it only with service providers who help us run SiteCost — our cloud hosting and database provider, and our email delivery provider — and only as needed to deliver the service. We may disclose information where the law requires it.

Building plans and electrical drawings you upload are processed by our artificial intelligence (AI) service provider to read them and prepare your take-off. We do not sell your plans or use them for advertising.

When you send a client an estimate link, anyone with that link can view that estimate and accept it. When you send a building plan to a store, that retailer and store can see it.

SiteCost does not send material orders to suppliers. You send each order PDF yourself, from your own email or WhatsApp, only to the supplier you choose. A retailer's store contact details are shown to contractors so they can order from that store.

When you send an order to a store that uses SiteCost, a copy of that order (your name, business and contact details, the items, quantities, prices and delivery details) is also shown to that retailer and store, so they can confirm it and update its status. Other retailers cannot see it.

Retailer store names, towns, delivery or collection options, products, prices, stock levels and product photos are shown to contractors who search for retailers and products.

Documents you generate are shared only by you, to the recipients you choose (for example by email or WhatsApp).

Your data is stored on secured cloud servers with encrypted connections and access rules that restrict each account to its own records. Passwords are hashed and never visible to us. Some estimate data is also cached on your own device so the app remains usable with a poor signal.

No system is perfectly secure, but we take reasonable technical and organisational steps to protect your information.

We keep your account and estimate data for as long as your account is active, and for a reasonable period afterwards to meet legal, tax and accounting obligations. You may ask us to delete your account at any time.

You can access, correct or update your details in the app at any time. You can request a copy of your data, ask us to correct it, or ask us to delete your account and associated data by contacting us.

To delete your account and data from inside the app, open Delete my account. We complete deletions within 30 days, except for records we must keep by law.

Where a retailer or store chooses to link their stock system to SiteCost, the link is read-only. SiteCost calls only the single web address the store supplies and cannot browse, open or retrieve anything else from their system. We never write, change or delete data on their side.

From that link we receive and store only the product information it contains — item name, price, unit and category. We do not receive supplier names, customer, sales, account, staff or stock-level information.

Connections use encrypted (HTTPS) transfers. Each store has its own separate link and access key, stored in our protected backend and never shown in the app or to other stores. A store can revoke its key, or switch the link off in the dashboard, at any time — syncing stops immediately. Every sync is logged with the date, time and what changed, so it can be audited.

SiteCost is a business tool and is not intended for anyone under 18.

We may update this policy from time to time. The date at the top shows when it last changed, and material changes will be communicated in the app or by email.

Questions about this policy or your data? Email support@sitecostnam.com.

SiteCost, Heuchneider Platz No. 1, corner of Heuchneider and Kolonnen Street, Swakopmund, Namibia.