Privacy policy

1. Who we are

Site Diary is made by Kindly Made, a small independent app maker in South Africa. In this policy, “we” and “us” mean Kindly Made. Kindly Made is the responsible party under South Africa’s Protection of Personal Information Act (POPIA), and the controller under the EU and UK General Data Protection Regulation (GDPR), for the personal information this policy says we handle. You can reach us at support@kindlymadeapps.com.

2. What Site Diary keeps on your phone

Site Diary is a record-keeping app, so it stores what you put into it, in its own private storage on your phone:

• Your business details: business name, your name and role, phone number, email address and logo, if you add them, plus your region, units, currency and theme.
• Jobs: name, client, address, reference and, if you set one, the site’s location.
• Diary days: weather, labour and plant, deliveries, work carried out, delays, visitors, health and safety, notes, photos, sign-off and amendments.
• Variations (change orders): what was asked for, who asked and when, where, cost and time, photos, the client’s name and signature, and amendments.
• Photos and signatures: stamped photos, their thumbnails and captions, and signature images with the time and, if location was on, the place they were signed.
• A few counters for the free start: when your first diary day was made, the latest date and time the app has seen, how many diary days and variations you have made, and when you last made a backup. They are used only on your phone, to work out the free start and the backup reminder.

The records are kept in a database (SQLite) and the photos, signatures and logo as files, both in the app’s private storage. Other apps cannot read them, and Android’s own storage encryption protects them on phones that use it. None of it is sent to us. The app has no account and no server that keeps your records.

Your records may include information about other people, such as your clients, crew and visitors, and their signatures. That information is yours to manage as part of your business records: you decide what to record and who to send it to, and we never receive it.

3. Camera, photos and location

Site Diary asks for these Android permissions, each only when you first use the feature that needs it:

• Camera: to take site photos when you tap Take photo. Photos go into the app’s own storage, not your phone’s gallery.
• Location (approximate and precise), only while you are using the app: to stamp the GPS position and its accuracy on photos you take, to record where a signature was made, to set a job’s site location when you tap I’m on site: use here, and to find the weather when a job has no site location. Site Diary never uses your location in the background.

The precise position stays on your phone, in your records, in the stamp on each photo and in the photo file’s own details (date, time and GPS). It only leaves your phone if you share a photo, a PDF or a backup yourself. You can refuse location, or allow approximate location only: photos are then stamped “Location off”, or with the wider accuracy, and the weather can be set by hand.

Photos from your gallery: Add from gallery uses Android’s photo picker, so Site Diary only sees the photos you choose and needs no permission to read your files. It reads the date a photo was taken, if the file has one, to label it “Imported”.

Android also gives Site Diary, without asking, permission to use the internet (for the weather and Google Play), to vibrate for gentle feedback, and to check whether there is a network connection. Google Play Billing adds its own permission so that you can buy Premium.

4. Automatic weather

Automatic weather is the only feature that sends anything from the app. When you open today’s diary day and there is a connection, Site Diary asks our weather service for the day’s forecast. It sends:

• the job’s site location, or your phone’s location if the job has none, rounded to a 0.05° grid: about 5.5 km north to south, so the point is a few kilometres from the site, not the site itself;
• the date of the diary day; and
• your phone’s time zone, such as “Africa/Johannesburg”, so the forecast covers your working day.

Nothing else goes with it: no name, no job details, no account, no device or advertising ID. The request is sent over an encrypted connection (HTTPS) to kindlymadeapps.com/api/weather, a small service we run on Cloudflare.

Our service rounds the point to the same grid again, then asks the Norwegian Meteorological Institute (MET Norway) for the forecast for that grid point and sends back a summary for the day. MET Norway receives only the grid point, from Cloudflare’s servers, not from your phone. Our service does not store IP addresses, does not keep a log of requests, and does not record who asked. It keeps MET Norway’s forecast for each grid point in Cloudflare’s cache for a few hours, so the same forecast can be reused; the cache holds the grid point and the forecast, nothing about you.

Cloudflare, which hosts the service, handles each request, including your IP address, to deliver it and to protect the service from abuse. For example, a rate limit counts requests from each IP address over a few seconds, and Cloudflare may briefly record requests it blocks. See Cloudflare’s privacy policy.

If you would rather not send even a rough location, don’t give Site Diary location permission and don’t set a site location on your jobs: the weather is then simply set by hand. With no connection, nothing is sent. Under GDPR, our reason for this processing is our legitimate interest in providing the weather feature you use.

Weather data: MET Norway, under the Creative Commons Attribution 4.0 licence.

5. Backups and sharing

Android’s automatic backup

If backup is turned on for your phone, Android includes Site Diary’s records database in your phone’s backup, which Google stores in your own Google account. This lets your records come back when you reinstall the app or set up a new phone. The backup is made and kept by Google under Google’s privacy policy. We have no access to it. On Android 9 and later, if your phone has a screen lock, Google encrypts the backup with it.

Photos, signatures and your logo are left out of this cloud backup, because they would soon go over Android’s size limit, and then nothing at all would be backed up. When you set up a new phone by copying directly from the old one (by cable or wirelessly, on Android 9 and later), Android brings the photos and signatures too.

You can turn backup on or off in your phone’s settings (usually Settings › System › Backup or Settings › Google › Backup).

Backups you export

Settings › Backup › Export backup makes one ZIP file with all your records, photos and signatures, and opens Android’s share sheet so that you can save it where you choose, such as Google Drive, email or your phone’s files. The ZIP is not password-protected, so keep it somewhere safe. Once you save or send it, it is handled by the service you chose, under that service’s terms. We never receive it.

PDFs and photos you share

When you share a PDF or a photo, Site Diary makes the file on your phone and hands it to the app you pick, such as WhatsApp, email or Drive. We never receive it. A PDF contains what is in the record: names, addresses, signatures, and photos with their GPS stamps, so check who you are sending it to. During the free start, and on PDFs made without Premium after it, the footer says “Made with Site Diary · kindlymadeapps.com”. It is plain text: it does not track anything.

6. Premium and Google Play Billing

Site Diary Premium is a subscription sold through Google Play. Google processes the payment under the Google Payments privacy notice and Google’s privacy policy. We never see your card or bank details.

Google gives us the details we need to manage orders, refunds and tax, such as an order number, what was bought, the price, the country and whether the subscription is active. We use them only for that, and to answer you if you contact us about a purchase. We keep them as long as tax and accounting law requires.

Site Diary checks with Google Play, on your phone, whether your subscription is active, and Restore purchases asks Google Play again using the Google account on your phone. We do not run a server that receives your purchase. You can manage or cancel your subscription at any time in Google Play.

7. Ratings and reviews

After you share a PDF, and no more than once every 90 days, Site Diary may ask Google Play to show its rating card inside the app. It never asks before your first share, or while a signature is being written. Google decides whether the card appears. If you rate or review the app, Google handles it under its own terms, and a review is public on Google Play with the name on your Google profile. The app is not told whether you rated it or what you said. We may reply to public reviews on Google Play.

8. Google Play statistics

You download Site Diary from Google Play, which Google runs under its own terms and privacy policy. Google gives us statistics about Site Diary as totals, such as the number of installs, ratings, and the countries, Android versions and phone models it is used on. Google also shows us reports when the app crashes or freezes, from people who have chosen to share usage and diagnostics data with Google. Those reports describe the phone model, the Android version and what the app was doing, not who you are. We use them only to fix problems.

9. What we never do

• We do not show ads, and Site Diary contains no advertising code.
• We do not use analytics, tracking or crash-reporting tools inside Site Diary. The app also turns off the usage reports that Android’s web view could otherwise send to Google.
• We do not ask you to create an account or sign in.
• We do not sell, rent or share your information with anyone.
• We do not use your information to build a profile of you or to make automated decisions about you.

10. When you email us

If you write to us, we receive your email address and whatever you choose to tell us. We use it only to answer you and to improve Site Diary. We keep emails only as long as we need them to help you, and usually no longer than two years after we last hear from you. You can ask us to delete them sooner. Mail to support@kindlymadeapps.com is passed on by Cloudflare’s email routing to a Google (Gmail) mailbox, where it is stored. Under GDPR, our reason for using this information is our legitimate interest in answering your questions and looking after Site Diary.

11. This website

This website has no ads, no analytics and no tracking, and it uses no cookies of its own. Its fonts and pictures come from the site itself, not from other companies. The site is hosted by Cloudflare, which handles technical information such as your IP address and browser type to deliver the pages and protect the site from attacks. See Cloudflare’s privacy policy.

12. Where information goes

Cloudflare serves the website and the weather service from data centres around the world, usually one close to you. MET Norway is in Norway. Google may store backups, payment details and emails on servers in many countries. Each of these companies protects information under its own privacy commitments and the safeguards the law requires for sending information across borders.

13. Children

Site Diary is a work tool for adults, and its audience on Google Play is people aged 18 and over. It is not directed at children. Site Diary does not knowingly collect personal information from anyone, children included: everything stays on the phone, apart from the rounded weather location described in section 4. If you believe a child has used Site Diary and want their information removed, uninstalling the app deletes it from the phone, or you can contact us and we will help.

14. Your rights (POPIA and GDPR)

Wherever you live, you can ask us:

• whether we hold any personal information about you, and for a copy of it;
• to correct it, or to delete it;
• to stop using it, or to limit how we use it;
• to object to how we use it.

In practice, the only personal information we could hold is emails you have sent us, and the order details Google shares with us if you buy Premium. The weather service keeps nothing that identifies you. Your records are on your phone, so you are in control of them (section 15), and we cannot see, copy or delete them for you.

To use any of these rights, email support@kindlymadeapps.com. We will reply within 30 days. If you are not happy with our answer, you can complain to South Africa’s Information Regulator (inforegulator.org.za) or, in the European Union or the United Kingdom, to your local data protection authority.

15. Deleting your data

• A job: open the job, tap the menu, choose Edit job, then Delete job at the bottom. You can bring it back from Settings › Recently deleted.
• Everything on your phone: uninstall Site Diary, or use Settings › Apps › Site Diary › Storage › Clear storage on your phone. Export a backup first if you want to keep your records.
• Android backups: delete Site Diary’s data from your phone’s backup in your Google account (Google Drive › Backups, or your phone’s backup settings).
• Backups and PDFs you saved or sent: delete them where you put them, such as Drive or your email.
• Premium: cancelling a subscription in Google Play does not delete your records, and deleting the app does not cancel a subscription.

16. Changes to this policy

If we change what Site Diary does with information, we will update this page and the date at the top before the change reaches the app. If a change means Site Diary would send anything new from your phone, the app will tell you first.

17. Contact us

Kindly Made, South Africa
support@kindlymadeapps.com

• About Site Diary
• Help and questions
• Terms of use