Privacy Policy

This Privacy Policy explains how Vanguard Edge Solutions (“we,” “us,” or “our”), operator of SiteCOI (the “Service”), collects, uses, stores, and shares information when you use the Service. By using SiteCOI, you agree to the practices described here.

1. Data We Collect

We collect the following categories of data:

• Account data. Your name, email address, password (stored only as a secure hash), organization name, and role within your organization.
• Billing data. Subscription plan, payment status, and transaction history. Card numbers and payment details are collected and stored by our payment processor (Dodo Payments) — we never see or store your full card details.
• Business data you upload. Information about your employees, vendors, and subcontractors (names, email addresses, phone numbers), project details, and the compliance documents you or your vendors upload (certificates of insurance, licenses, certifications, and similar documents).
• Usage and technical data. Log data such as IP address, browser type, pages visited, and actions taken in the app, used for security, debugging, and improving the Service.
• Support and waitlist submissions. Messages and contact details you send us through support forms, demo requests, or the waitlist.

2. How We Use Your Data

• To provide, operate, and secure the Service.
• To send transactional emails — document requests, expiration reminders, weekly digests, and account notifications.
• To process payments and manage your subscription.
• To respond to support requests.
• To analyze usage in aggregate to improve the product. We do not sell your data, and we do not use your documents or business data for advertising.

3. Use of Artificial Intelligence

SiteCOI uses AI to save you time on data entry. When a document is uploaded, it is sent to Google's Gemini API for automated processing. The AI extracts information such as the holder name, document type, issuing authority, document number, coverage amounts, endorsements, and expiration date, which is then presented to you for review before saving.

Uploaded documents are processed by Gemini solely to provide this extraction feature and are subject to Google's API data-handling terms. By uploading a document, you consent to this processing. AI extraction is an assistive tool — you are responsible for verifying extracted data before relying on it.

4. Third-Party Service Providers

We share data with the following categories of third-party processors, only as needed to operate the Service:

• Google (Gemini API) — AI-powered data extraction from uploaded documents, as described above.
• Dodo Payments — payment processing and subscription billing. Your payment method details are handled directly by Dodo Payments under their own privacy policy.
• Lovable Cloud — hosting, database, authentication, and file storage infrastructure on which the Service runs.
• Email delivery providers — transactional email sent from our notification domain (notify.sitecoi.com) on our behalf.

Each provider processes data only as instructed by us and only to the extent needed to deliver their service. We do not sell personal data to any third party.

5. Data About Your Employees and Vendors

If you upload data about your employees, vendors, or subcontractors, you are responsible for having a lawful basis to share that data with us and for informing those individuals that their information is processed through SiteCOI. We process this data only on your behalf and only to provide the Service to your organization.

6. Data Retention and Deletion

We retain your data for as long as your account is active. When you cancel your subscription or request deletion, we delete or anonymize your data within a reasonable retention period, except where we are required to keep records for legal, tax, or accounting purposes. You may request deletion of your account and associated data at any time by contacting contact@sitecoi.com.

7. Data Security

We use industry-standard safeguards including encrypted connections (TLS), row-level access controls that isolate every organization's data, and access limited to authorized personnel. No method of transmission or storage is perfectly secure, but we work to protect your data and will notify affected users of any confirmed breach as required by applicable law.

8. Your Rights

Depending on your location, you may have the right to access, correct, export, or delete your personal data, and to object to or restrict certain processing. To exercise any of these rights, contact us at contact@sitecoi.com. We respond to verified requests within a reasonable timeframe.

9. International Transfers

The Service is operated from the Faroe Islands and data may be processed in other jurisdictions where our service providers operate. Where required, we rely on appropriate safeguards for cross-border transfers.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be announced by email or in-app notice, and the effective date above will be updated. Continued use of the Service after changes take effect constitutes acceptance.

11. Contact

Questions about this Privacy Policy or our data practices can be sent to contact@sitecoi.com.

Vanguard Edge Solutions, operator of SiteCOI.