SiteVanta Privacy Policy
Effective date: October 7, 2026
Last updated: October 7, 2026
New: website waitlist (draft addition, pending review)
Waitlist sign-ups (this website)
SiteVanta isn't in the App Store or Google Play yet. Until it is, you can join our waitlist on this website. This section covers that sign-up form.
- What we collect: what you type in the form: your name, company, phone number or email, city or region, how many people you have in the field, your role, your preferred language, and whether you'd like to try SiteVanta early. We also note whether you used the English or Spanish page and, if there is one, the link or website that brought you to our page.
- Why: to contact you about SiteVanta's launch and about trying it early, in the language you chose.
- Who handles it: we use Google Forms, so Google stores the sign-up list for us in a Google Sheet.
- We don't sell it, and we don't use it for ads.
- To be removed: email us at privacy@sitevanta.app and ask to be taken off the waitlist.
- Calls about early access: the form has an optional box, unchecked unless you check it, that lets SiteVanta call your business phone about early access, including with an AI or automated voice. You don't have to check it to join. We save the date and time you checked it, call only if you did, and stop calling as soon as you tell us to.
- How long we keep it: until early access ends or 12 months after you sign up, whichever comes first. If you ask us to remove you, we do it sooner.
1. Who we are and what this policy covers
SiteVanta is a work app for field crews, such as landscaping crews. It is made by Toledo FCo LLC, doing business as SiteVanta ("we", "us"), 1329 Watt Ave, Sacramento, CA 95864.
SiteVanta is a business app. A company (for example, a landscaping business) signs up and adds its workers (supervisors, account managers, foremen, crew members, mechanics, and safety staff). In this policy:
- "Company" means the business that signed up for SiteVanta.
- "You" means anyone who uses SiteVanta: a company's owner or manager, a worker the company added, or a person who signs a safety meeting sheet through a text-message link.
This policy explains what information SiteVanta collects, why, who can see it, how long we keep it, and the choices you have. It covers the SiteVanta mobile app, the public signing page, and our website at sitevanta.app.
If your employer added you to SiteVanta: your employer (the Company) decides which work records are kept in SiteVanta and uses them to run its business. The Company may also have its own privacy notice for workers. For some requests, we may need to work with your Company.
2. The short version
- We collect what's needed to run the app: your account, your role, the work you log, safety records, signatures, truck inspections, repairs, green tags, purchase orders (POs), and the photos you add.
- Your information stays inside your Company. Other companies cannot see it. Inside your Company, what you can see depends on your role.
- We do not sell your information. We do not show ads. We do not use your information for advertising.
- No dollar amounts. Green tags and POs never have a price, cost, or total field. Receipt photos are stored as pictures only; the app does not read or record the totals printed on them.
- Data is stored with Supabase, our hosting provider.
- You can delete your account in the app (Settings → Delete my account) or at privacy@sitevanta.app.
3. What we collect
| Kind of information | Examples | Where it comes from |
|---|---|---|
| Account information | Work email, password (stored in protected form by our sign-in provider, never in plain text), sign-in dates | You or your Company when the account is created |
| Profile | Name, role (for example foreman or supervisor), crew, Company. Accounts don't store a phone number, and your language choice (English or Spanish) is saved only on your phone. | You or your Company |
| Jobs | Job name, job site address, instructions, tasks, job status, job photos | Your Company's managers and crews |
| Work hours and work logs | Date, start and finish time, unpaid break minutes, number of foremen and laborers, job, optional job site address you type in, total crew hours | Foremen and managers |
| Safety records | Daily safety check answers (Good / Attention / N/A), notes, photos, weekly safety meeting sheets, who attended, hazards noted | Foremen, managers, and safety staff |
| Signatures | The signature you draw on screen, your name, and the date and time you signed | You (in the app or through a text-message signing link) |
| Truck and fleet records | Truck inspections (OK / Repair / N/A answers, damaged areas, mileage, photos), fleet list and truck status | Foremen, mechanics, and managers |
| Repairs | Repair tickets, status, priority, mechanic notes, photos | Foremen, mechanics, and managers |
| Green tags | What extra work was done, items used with quantities only (for example "12 plants"), optional job, optional photo, who sent, approved, or declined it and when. Never prices or dollar amounts. | Managers and foremen |
| Purchase orders (POs) | PO number, job, foreman, the day it's good for, what it's for, optional store and notes, status. Never dollar amounts, limits, or totals. | Managers |
| Receipt photos | A photo of each store receipt, the time it was added, and who added it. The picture may show whatever is printed on the paper receipt, but the app does not read, type in, or save any amount from it. | Foremen (and managers) |
| Other photos | Photos you take or choose for jobs, safety checks, truck inspections, repairs, and green tags | You |
| Notifications | In-app notifications (for example "New job assigned") and whether you've read them | Created by the app |
| Device and push information | A push notification token for your device (so we can send you alerts), device type, operating system, app version | Your device, only if you allow notifications |
| Technical logs | IP address, time of requests, and error logs kept by our hosting provider for security and to fix problems | Automatically |
| Location | SiteVanta does not use your phone's GPS and does not track your location. The work log has an optional "Location" field where you can type an address or job site. | You (only if you type it) |
| Signing-link recipients | The name and phone number of the person a foreman picks to get a signing link. They are saved with that safety sheet's record. | The foreman who sends the link (see section 7) |
| Support messages | What you write when you contact us | You |
We ask for camera and photo access only so you can add photos (for example truck inspection and receipt pictures). You can say no; some features (for example a required inspection photo) may not work without it.
We ask for contacts access only so a foreman can pick one person from the phone's contacts when sending a signing link. The full contact list is never uploaded or saved. Only that person's name and phone number are saved, on that safety sheet's record. You can say no and type the number instead.
We do not collect: payment card numbers, bank details, Social Security numbers, health records, or your phone's full contact list.
4. Why we use it
We use information only to run SiteVanta for your Company:
- To sign you in and keep your account secure.
- To run the app's features: show today's jobs, log hours, record safety checks and meeting signatures, inspect trucks, track repairs, send and approve green tags, and give POs and store receipt photos.
- To send notifications you need for work, such as a new job, a green tag request, a repair update, or a new PO. You can turn push notifications off in your phone's settings.
- To show the app in your language (English or Spanish).
- To make PDFs and records your Company asks for, such as a signed safety meeting sheet or an inspection packet.
- To keep the service safe: prevent misuse, investigate problems, and fix bugs.
- To answer support requests.
- To follow the law when we're legally required to.
We do not use your information for advertising, and we do not sell it or "share" it for cross-context behavioral advertising (as those words are used in California law).
5. Who can see your information
Only people in your Company. Every record in SiteVanta belongs to one Company. People in other companies cannot see it.
Inside your Company, what someone can see depends on their role. In general:
| Role | Can generally see |
|---|---|
| Foreman / crew member | Their own jobs, their own work logs, safety checks and sheets for their crew, trucks they inspect, their own green tag requests, and POs given to them |
| Supervisor, account manager, admin | Jobs, crews, and work logs for their Company; green tags; POs and receipt photos they manage |
| Mechanic | Trucks, inspections, and repairs |
| Safety manager | Safety records, inspections, hazards, and signed sheets (not customer job details or work photos) |
Signed safety meeting sheets can be seen by the managers and safety staff in your Company, and may be printed or saved as a PDF by them.
We (SiteVanta staff) can access information only when needed to run, support, secure, or fix the service, or when the law requires it.
6. Service providers we use (subprocessors)
We use a small number of outside services to run SiteVanta. They handle information only on our behalf and under our instructions.
| Service | What it does | Information involved |
|---|---|---|
| Supabase | Hosting: database, sign-in, and file (photo) storage. Region: the United States (West US, Northern California) | All app data described above |
| Expo push notifications (delivered through Apple Push Notification service and Google Firebase Cloud Messaging) | Delivers push notifications to your phone | Push token and notification text |
We don't use a text-message service. Signing links are sent from the foreman's own phone (see section 7).
We require these providers to protect the information in a way that is the same as or equal to what this policy promises.
We may also share information:
- With your Company, because the records belong to your Company's account.
- When the law requires it, for example a valid court order.
- To protect people, such as to stop fraud or respond to an emergency.
- If our business changes hands (for example a merger or sale). We would tell you before your information is covered by a different privacy policy.
We do not sell your information and we do not share it with advertisers or data brokers.
7. Signing a safety meeting by text link
A foreman can collect a crew member's signature on a weekly safety meeting sheet by sending a signing link by text message.
- Phone number: the foreman types the phone number or picks it from the phone's contacts. No texting service is used: SiteVanta opens the phone's own Messages app with the link ready, and the foreman presses Send. The text goes out from the foreman's phone and phone plan, so no outside company handles it. Only that person's name and phone number are saved, on that safety sheet's record. They stay there after the link expires.
- The link: each link is a private, hard-to-guess link to one safety sheet. Anyone who has the link can open that sheet, so it should only be sent to the right person. The link expires after 7 days.
- What's saved when you sign: your name, your drawn signature, and the date and time.
- You don't need a SiteVanta account to sign by link. Your signature becomes part of your Company's safety meeting records.
8. Photos, including receipt photos
- Photos you add (jobs, safety checks, truck inspections, repairs, green tags, and receipts) are stored in private storage for your Company. They are not public.
- Receipt photos: after each store run on a PO, the foreman adds a photo of the receipt. SiteVanta stores only the image, when it was added, and who added it. We do not read, scan, extract, or save any totals or prices from receipts, and the app has no place to type an amount. The photo itself may show what's printed on the paper.
- Please don't photograph people, faces, or personal documents unless the task needs it.
9. Location
SiteVanta does not use your phone's GPS and does not track your location. You can type a job site address in some forms; that address is saved as part of the work record.
10. How long we keep information
While your Company has a SiteVanta account, we keep its records and nothing is deleted automatically. When your Company cancels its account, its records are deleted 90 days later.
| Record | How long we keep it |
|---|---|
| Your account (name, email, login) | Until you delete your account or your Company wipes your personal info. Then your name becomes "Former worker", your email is scrambled, your password is removed, and your login is blocked (see section 12). |
| Company records: work logs and hours, safety checks, safety meeting sheets and signatures (including the names and phone numbers of people sent a signing link), truck inspections, fleet and repairs, green tags and POs (including receipt photos), other photos, and notifications | As long as your Company has a SiteVanta account, then deleted 90 days after the Company cancels. |
| Push tokens | Until you sign out, turn off notifications, or delete your account |
| Technical and security logs | Up to 1 day (sign-in logs up to 1 hour), kept by our hosting provider, then deleted |
| Backups | We don't currently keep automatic backups, so deleted data is not kept in backups. |
When a Company cancels its SiteVanta account, we delete its records 90 days later.
11. How we protect information
- Data is sent over encrypted connections (HTTPS).
- Each Company's data is separated by access rules in the database, so people only see their own Company's records.
- Photos are kept in private storage.
- Passwords are handled by our sign-in provider and never stored in plain text.
- Access by our staff is limited to what's needed.
No system is perfectly secure. If we learn of a security problem that affects your information, we will tell you and your Company as the law requires.
12. Deleting your account and your data
You can delete your SiteVanta account at any time.
- In the app: go to Settings, tap Delete my account, and confirm.
- Without the app: email privacy@sitevanta.app with the subject "Delete my SiteVanta account". You don't need to reinstall the app.
- How long it takes: in the app, it happens right away.
What happens to your account: your name is changed to "Former worker", your email is scrambled, your password is removed, and your login is blocked. Your role and Company stay attached to the "Former worker" entry so your Company's job history still makes sense. Accounts don't store a phone number, and your language choice is saved only on your phone.
Phone numbers you saved for signing links: when you delete your account, the phone numbers you saved for sending signing links are deleted too.
What stays: your Company's job records stay: hours, safety sheets, signatures, inspections, green tags, and photos. They show "Former worker" instead of your name. No one can delete the Company's job history while the Company has an account.
Admins, account managers, and supervisors can also block someone's login or wipe that person's personal info.
Company owners/admins: deleting your own user account is different from closing your whole Company account. When a Company cancels its account, its records are deleted 90 days later.
If you signed by text link and don't have an account: email privacy@sitevanta.app to ask about your name, signature, and phone number.
If your employer removes you from SiteVanta, your access ends. Your employer can block your login or wipe your personal info; the Company's job records stay.
13. Your choices
- Notifications: turn push notifications on or off in your phone's settings.
- Camera and photos: allow or deny access in your phone's settings.
- Contacts: allow or deny access in your phone's settings. You can always type a phone number instead.
- Language: More → Settings → Language (English / Español).
- Fix your information: update your profile in the app, or ask your manager or us to correct it.
14. Children
SiteVanta is a work app for businesses. It is not meant for anyone under 16, and Companies should not add users under 16. We don't knowingly collect information from children under 16. If you think a child's information is in SiteVanta, contact privacy@sitevanta.app and we will delete it.
15. Your California privacy rights
If you live in California, the California Consumer Privacy Act (CCPA), as changed by the CPRA, may give you these rights. In simple terms:
- Right to know: ask what personal information we have about you, where it came from, why we use it, and who we share it with. You can ask for a copy.
- Right to delete: ask us to delete personal information we collected from you (some exceptions apply, for example when the law requires us to keep it).
- Right to correct: ask us to fix information that's wrong.
- Right to opt out of sale or sharing: we don't sell your personal information and don't share it for cross-context behavioral advertising, so there's nothing to opt out of.
- Right to limit use of sensitive personal information: we use sensitive information (such as your account login) only to provide the service, so this right doesn't change how we use it.
- No retaliation: we won't treat you differently for using these rights. Your employer also may not retaliate against you for using them.
How to make a request: email privacy@sitevanta.app. We'll need to confirm it's really you, usually by matching the email on your account (accounts don't store a phone number). You can also have an authorized agent make a request for you. We'll confirm we received your request and answer within the time the law allows.
What we collect, in California's categories (for the last 12 months): identifiers (name, email, phone number, account ID, push token); professional or employment information (role, crew, work hours, work logs, safety records, signatures); photos (visual information); internet or device activity (technical logs). We collect these from you, your Company, and your device, for the purposes in section 4. We disclose them only to the service providers in section 6 and to your Company. We have not sold or shared (for advertising) personal information.
16. Where your information is stored
SiteVanta is made for companies in the United States. Your information is stored with Supabase in the United States (West US, Northern California).
17. Changes to this policy
If we change this policy, we'll update the date at the top. If a change is important, we'll tell you in the app or by email before it takes effect.
18. Contact us
Toledo FCo LLC, doing business as SiteVanta
1329 Watt Ave, Sacramento, CA 95864
Email: privacy@sitevanta.app
Help: https://sitevanta.app