Privacy Policy

2. Data We Collect

We collect information in the following categories:

• Account data: Name, email address, and organizational information provided when creating an account.
• Registrant data: Personal information collected by organizations through Sitelite registration forms, including names, dates of birth, email addresses, phone numbers, emergency contacts, dietary restrictions, and medical notes. This data is collected by the organization and processed by Sitelite on their behalf.
• Payment data: Payment transactions are processed by Stripe. Sitelite does not store card numbers or full payment credentials. We retain transaction metadata (amount, timestamp, status) for accounting and support purposes.
• Usage data: Server logs, IP addresses, browser type, pages visited, and timestamps collected automatically when you use the Service.
• Waiver signatures: Typed name, timestamp, IP address, and the exact text of any waiver at the time of signing. These records are retained permanently for legal compliance.
• Participant access tokens: Registrants ("participants") authenticate via magic-link tokens emailed to them - we do not store passwords for participants. Tokens are scoped to a registration and expire on use or after a configurable window.
• Currency & locale: Each organization is assigned a billing currency at first Stripe Connect (USD or GBP). Detected country (via Cloudflare's CF-IPCountry header) is used to pre-fill onboarding; it is not retained.
• Event photos: Organizations may upload event photographs that can include images of participants, including minors. These are handled under the safeguards in section 11 (Event Photos & Galleries), including per-child consent opt-out and removal of location metadata.

3. How We Use Your Data

We use the data we collect to:

• Provide, operate, and improve the Service
• Send transactional emails (registration confirmations, payment receipts, reminders, magic links)
• Process payments via Stripe Connect
• Respond to support requests
• Comply with legal obligations and enforce our Terms of Service
• Detect and prevent fraud or abuse

We do not sell personal data. We do not use personal data for advertising or behavioral profiling.

4. Data Sharing

We share data with the following third-party service providers:

• Stripe: Payment processing and Stripe Connect account management
• Postmark: Transactional email delivery
• Cloudflare R2: File and image storage (S3-compatible object storage). R2 buckets are operated by Cloudflare across globally distributed regions; storage is encrypted at rest.
• Heroku: Application hosting
• Anthropic: AI model provider for the helpdesk chat, AI event description generation, and AI form-field option generation features. See section 6 below for the data scope sent to Anthropic.
• Postmark webhooks: Email delivery, bounce, and engagement events are received by Sitelite to maintain deliverability and unsubscribe compliance.
• Honeybadger: Error monitoring (error reports may contain metadata from requests)

We do not share personal data with advertising networks, data brokers, or any party not listed above unless required by law.

5. Multi-Tenant Architecture

Sitelite is a multi-tenant platform. Registrant data collected by one organization is logically isolated from all other organizations. It cannot be accessed by other organizations using the Service. Sitelite platform staff may access organization data only for legitimate support, security, or legal compliance purposes.

6. AI Features

Sitelite uses AI models from Anthropic (Claude family) to power three features:

• Helpdesk chat: A staff-only support assistant that answers questions about how to use Sitelite. Available to staff inside the admin; not exposed to participants.
• AI event description drafting: Generates a marketing-style event description from a few staff-typed details (event name, type, dates, audience).
• AI form-field option generation: Suggests dropdown / checkbox options for custom registration form fields based on the field name.

What the AI sees:

• Staff-typed event metadata (event name, dates, type, public description text)
• Sitelite's own knowledge-base articles (for the helpdesk chat retrieval-augmented context)
• Field names typed by staff during form configuration

What the AI does NOT see:

• Payment data, card numbers, or any Stripe transaction details
• Registrant demographics beyond opt-in operational data
• Emergency contacts or medical information
• Waiver signatures or signed waiver text
• Magic-link access tokens for participants
• Cross-tenant data (data from other organizations)

Anthropic processes AI requests on Sitelite's behalf and does not retain prompts or responses for training under our enterprise terms. AI-generated text is shown to staff for review and editing before publication; staff retain full control over what is saved or sent to registrants.

7. Data Retention

We retain registration records and financial transaction data for as long as necessary to comply with legal obligations (typically 7 years for financial records). Waiver signatures are retained indefinitely as legal records.

If an organization closes their Sitelite account, their data is soft-deleted and retained for 90 days, after which personal data is anonymized. Financial records are retained indefinitely.

You may request deletion of your personal data by contacting us at [email protected].

8. Your Rights (GDPR)

If you are located in the European Economic Area (EEA), you have the following rights under the General Data Protection Regulation (GDPR):

• Right of access: Request a copy of the personal data we hold about you
• Right to rectification: Request correction of inaccurate data
• Right to erasure: Request deletion of your personal data (subject to legal retention obligations)
• Right to restriction: Request that we restrict processing of your data
• Right to data portability: Receive your data in a structured, machine-readable format
• Right to object: Object to processing based on legitimate interests

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.

9. Cookies & Local Storage

We use session cookies to maintain authenticated sessions. These cookies are deleted when you close your browser or log out.

We use a cookie to store your dark mode preference so it persists across subdomains and visits. This cookie contains only the value "light" or "dark" and expires after one year.

We use Cloudflare Web Analytics, a privacy-focused, cookieless analytics tool. It does not set cookies or use cross-site tracking identifiers, and we do not use it for advertising. Aggregate measurement such as page views and referrers is processed by Cloudflare on our behalf under its data processing terms.

We do not use advertising cookies, tracking pixels, or third-party analytics cookies.

10. Children's Privacy

Sitelite is used by organizations to register participants for events, including minors. Registration data for minors is provided by their parents or guardians and is processed under the authority of the organization running the event. We do not knowingly collect personal information directly from children under the age of 13.

If you believe a child's data has been collected without appropriate parental consent, contact us at [email protected].

If an organization shares event photographs through Sitelite, those photos may include minors. Photo sharing is governed by per-child consent (a parent or guardian can opt a child out, which withholds the entire photo from everyone), removal of location metadata, and private, link-only access - see section 11 (Event Photos & Galleries).

11. Event Photos & Galleries

Some organizations use Sitelite to share event photographs with the families who registered. These photos are uploaded by the organization's staff and may include images of participants, including minors. The organization that runs the event is the data controller for these photos; Sitelite stores and serves them on the organization's behalf, with the following safeguards built in:

• Per-child consent: A parent or guardian can opt a child out of photo sharing. If any person identified in a photo has opted out, the entire photo is withheld from the gallery and shown to no one - not merely hidden from that one family.
• Location metadata removed: Every photo is stripped of GPS coordinates and camera/EXIF metadata before it can be published. A photo that cannot be verified as stripped is never published.
• Private storage and access: Event photos are kept in a dedicated, private storage bucket. They are never placed on a public URL and are never embedded in emails. Families view a published gallery only through the private, single-use link they received when they registered (the magic-link authentication described in section 2), and may download the original images.
• Retention and deletion: Event photos are automatically deleted after a retention period set by the organization (24 months by default, measured from the end of the event). The organization can also hide or permanently delete any photo sooner, photos are removed when the organization closes its account, and you may request removal of a specific photo at any time by contacting [email protected].
• Off by default: Galleries are disabled unless an organization explicitly enables them for an event. An organization that does not enable galleries collects and shares no photos through this feature.

Because event photos may depict minors, see also section 10 (Children's Privacy). To request removal of a specific photo, contact the organization running the event, or contact us at [email protected].

12. Changes to This Policy

We will notify account holders of material changes to this Privacy Policy via email at least 14 days before the changes take effect. Continued use of the Service after the effective date constitutes acceptance of the updated policy.

13. Contact

For privacy-related requests or questions, contact us at:

Sitelite Labs, Inc.
2108 N St, Ste N
Sacramento, CA 95816
Email: [email protected]