Legal

Terms of Service

Version 1.0  ·  Effective date: 25 April 2026

Contents

1. About these terms

These terms govern your use of SiteSign. By creating an account, ticking the “I agree to the Terms of Service and Privacy Notice” box during signup, and clicking the trial-start button, you accept these terms on your own behalf and on behalf of any business you represent. If you do not accept these terms, do not use SiteSign.

We may update these terms from time to time. Where a change materially adversely affects your use of SiteSign, we will use reasonable efforts to notify you at least 30 days before the change takes effect. Continued use after a change comes into effect confirms your acceptance of the updated terms. We may record the version accepted and timestamp of acceptance.

2. Who provides SiteSign

SiteSign is a trading name of Roman Slyvkanych, a sole trader based in England.

For all enquiries — including data protection requests — contact info@sitesign.uk. A service address for formal notices is available on reasonable written request to that email.

In these terms, “we”, “us”, “our” and “SiteSign” mean Roman Slyvkanych trading as SiteSign. “You”, “your” and “Customer” mean the person or business that has accepted these terms.

3. Definitions

In these terms, the following words have the meanings given:

Account
the registered account you create on SiteSign, including all data and configuration associated with it.
Active Site
has the meaning given in our published pricing definition.
Admin
a user you authorise within your Account to access administrative functions.
Customer Data
data uploaded to or generated within your Account by you or your Users, including company details, site information, worker profiles, check-in records, hours, timesheets, approvals and exports.
Personal Data
has the meaning given in the UK GDPR.
Service
the SiteSign software-as-a-service product accessible via sitesign.uk and any related features we provide.
Subscription
a paid plan you have purchased.
Trial
the 30-day free trial during which the Service is available without payment and without credit-card details.
Users
all individuals you authorise to access the Service through your Account, including Admins, site managers, foremen, and workers.
Worker
an individual whose attendance or hours are recorded through the Service.

4. Your account and eligibility

To create an Account, you must be at least 18 years old and have legal authority to enter into these terms on behalf of any business you represent. You agree to provide accurate registration information, to keep it up to date, and to keep your account credentials secure. You are responsible for all activity occurring under your Account, including activity by Users you invite.

You may invite additional Users to access the Service. By inviting them you confirm that you have authority to do so and that they will use the Service in accordance with these terms.

We may refuse to create or maintain an Account at our reasonable discretion.

5. The Service

SiteSign provides software tools to help you record worker attendance at construction sites, compute weekly timesheets, manage approvals, and export attendance and timesheet data for use in your own payroll and record-keeping processes. The Service includes QR-based and manual check-in functionality, an admin dashboard, reporting, and export tools.

The Service is a tool to assist your operational decision-making. It is not a payroll system, an HMRC submission tool, a verified attendance audit system, or a regulatory compliance tool. The records produced by the Service reflect the data entered by you and your Users — they do not constitute verified, audited, certified, or independently confirmed records of attendance, hours worked, or entitlement to payment.

6. Service availability and changes

The Service is provided on an “as available” basis. We use reasonable efforts to keep the Service accessible and to deal with errors and outages promptly, but we do not guarantee uninterrupted, error-free, or always-available access.

The Service depends on third-party providers — including but not limited to hosting, database, authentication, and email infrastructure providers. We are not liable for losses arising from the acts or omissions of those third-party providers, including outages, errors, security incidents, or service withdrawals affecting their services.

We may add, modify, suspend, or remove features at any time. Where a change materially adversely affects your use of the Service, we will use reasonable efforts to give you at least 30 days' notice before the change takes effect. Minor changes — including bug fixes, performance improvements, security updates, and user-interface adjustments — may be made without advance notice.

We do not commit to any specific uptime, response time, or recovery time, and any communications to that effect outside these terms are non-binding.

7. Subscription, Trial and billing

We offer a 30-day Trial of the Service without payment and without credit-card details. During the Trial the Service is available subject to the fair-use limits described on the pricing page.

After the Trial, you may continue using the Service on a paid Subscription, or your Account becomes read-only. While read-only, you and your Users may view and export records, but day-to-day operational use of the Service is suspended until you reactivate. Your records remain intact while your Account is read-only and may be reactivated at any time. To reactivate, contact us at info@sitesign.uk and we will set up your plan.

Subscription pricing and what each plan includes are published on the pricing page. Fees for paid Subscriptions are billed monthly in advance unless otherwise agreed in writing. We will never bill a payment method we do not hold; nothing is billed automatically.

You may request cancellation of a Subscription at any time by contacting info@sitesign.uk. Cancellation takes effect at the end of the current paid period. We do not generally offer refunds for the unused part of a paid period except where required by law or where we discontinue the Service (see Service closure below).

Failure to pay fees when due may result in suspension or termination of your Account on at least 14 days' written notice sent to your registered Account email.

8. Acceptable use

You must not use the Service to:

If we reasonably believe you or a User you invited has engaged in fraud, abuse, or breach of these terms, we may suspend or terminate access immediately and without prior notice.

9. Your responsibilities

You are responsible for:

  1. the accuracy and lawfulness of all data you and your Users enter into the Service;
  2. the actions, conduct, and use of the Service by Users you invite, as if those actions were your own;
  3. checking, verifying, and approving all attendance, hours, timesheets, approvals, and exports produced by the Service before relying on them for payroll, tax, payment, or any other operational or legal purpose;
  4. maintaining your own independent records of attendance, hours, payroll, and related data sufficient to meet your own statutory, contractual, and operational record-keeping obligations (including HMRC payroll record retention and CIS reporting where applicable);
  5. not relying on the Service as your sole or definitive record system — we strongly recommend you regularly export Customer Data using the export functionality the Service provides;
  6. ensuring you have a lawful basis under UK data protection law to process worker Personal Data you upload to the Service, and providing your Users (including workers) with a privacy notice describing how the Service is used in your business;
  7. compliance with your own obligations as an employer or contractor, including but not limited to employment law, payroll, tax, immigration (right-to-work checks), CIS, and worker safety law. The Service does not assess or verify these matters on your behalf.

You must not upload to the Service any “special category” personal data within the meaning of UK GDPR Article 9 — including data revealing racial or ethnic origin, political opinions, religious beliefs, trade union membership, genetic or biometric data, health data, or data concerning a person's sex life or sexual orientation — unless we have separately agreed in writing to a processing arrangement that covers it. The Service is not designed to handle such data, and you accept the risk of any use you make of it for that purpose.

10. Attendance and timesheet records

This clause sets out, for the avoidance of doubt, what the Service does and does not do. SiteSign provides tools that assist with the recording and computation of attendance and timesheet data based on inputs by Users. The Service does not independently verify:

  1. the physical presence of any person at any site at any time;
  2. the actual number of hours worked by any person;
  3. the legal entitlement of any person to be at a site, to work, to be paid, or to be paid at any particular rate;
  4. the identity of any person checking in or out via QR or manual means; or
  5. compliance by you or any User with any law, contract, or regulation.

Records produced by the Service are tools to support your decision-making. You remain solely responsible for confirming attendance and hours, for approving or rejecting timesheets, and for any payment, payroll submission, or operational decision made on the basis of data the Service produces.

11. Intellectual property

We own all intellectual property rights in the Service — including the software, designs, logos, and documentation. Nothing in these terms transfers any of those rights to you.

You retain all rights in the Customer Data you upload. You grant us a non-exclusive, worldwide licence to host, copy, transmit, display, process, and adapt the Customer Data solely as necessary to provide the Service to you and to comply with our legal obligations.

You may not copy, reverse-engineer, or create derivative works of the Service except to the extent permitted by law.

12. Data protection

For Personal Data we collect about you and your Admins as our customer — including account details, billing information, and support correspondence — we are the controller. Our handling is described in our Privacy Notice.

For worker Personal Data you upload to or generate in the Service, you are the controller and we act as your processor. The terms of that processing are set out in Schedule 1 (Data Processing Terms) below. To the extent of any conflict between these terms and Schedule 1 in respect of processing of worker Personal Data, Schedule 1 prevails.

13. Liability

Nothing in these terms excludes or limits any liability that cannot lawfully be excluded or limited, including liability for: (a) death or personal injury caused by our negligence; (b) fraud or fraudulent misrepresentation; (c) breach of any term implied by section 12 of the Sale of Goods Act 1979 or section 2 of the Supply of Goods and Services Act 1982 (as applicable); and (d) any other liability that cannot lawfully be excluded.

Subject to the paragraph above, our total aggregate liability to you in connection with the Service in any 12-month period — whether arising in contract, tort (including negligence), breach of statutory duty, or otherwise — is limited to the greater of:

  1. £100; or
  2. the fees paid by you to us in the 12 months immediately preceding the event giving rise to the claim.

Subject to the first paragraph of this clause, we are not liable for any indirect, consequential, or special losses, or for any:

  1. loss of profit, revenue, or business;
  2. loss of contracts, customers, or goodwill;
  3. loss of anticipated savings;
  4. loss, corruption, or unavailability of data; or
  5. wasted management or staff time,

however arising and whether or not such losses were reasonably foreseeable.

For loss or corruption of Customer Data, your sole remedy is restoration from any backups we hold and are able to recover. We make no guarantee that backups will be available, recoverable, complete, or current as of any particular point in time.

You agree to indemnify us against losses, costs (including reasonable legal costs), and claims arising from:

  1. your use of the Service in breach of these terms;
  2. the conduct of Users you invite;
  3. third-party claims relating to Customer Data or to instructions given by you or your Users;
  4. your breach of any applicable law in connection with the Service.

14. Suspension and termination

Either party may terminate these terms and your Account by giving written notice. We may also suspend or terminate access immediately and without prior notice if we reasonably believe you or a User you invited has:

  1. engaged in fraud, abuse, or material breach of these terms;
  2. failed to pay fees when due, after a 14-day written cure notice; or
  3. caused, or is likely to cause, harm to us, our other customers, or third parties.

On termination for any reason, we will provide you with reasonable means to export your Customer Data for at least 30 days from the termination date. After that period, we may delete Customer Data from live systems. Backups containing Customer Data are retained in line with our backup provider's standard retention cycle, then overwritten or deleted.

Termination does not affect rights and obligations that have accrued before the termination date or that, by their nature, are intended to survive — including this clause, the Liability clause, the Data Protection clause, and Schedule 1.

15. Service closure

We may discontinue the Service in whole or in part on at least 60 days' written notice — sent to your registered Account email or published in the Service. On notice of discontinuation:

  1. we will refund any prepaid fees pro rata for the unused part of the period after the discontinuation date;
  2. we will provide reasonable means for you to export your Customer Data for a period of at least 30 days from the discontinuation date;
  3. after that 30-day export window, we may delete Customer Data from live systems, with backups following our normal retention cycle.

Provided we comply with this clause, we are not liable for losses arising from discontinuation of the Service.

16. Force majeure

Neither party is liable for failure or delay in performance to the extent caused by events beyond its reasonable control — including war, civil disorder, terrorism, pandemic or epidemic, government action, strike or industrial action affecting third parties, internet or telecommunications failure, hosting or infrastructure provider failure, cyberattack, fire, flood, or natural disaster.

The affected party must notify the other as soon as reasonably practicable and use reasonable efforts to mitigate the effects. If a force majeure event continues for more than 60 consecutive days, either party may terminate these terms by written notice without further liability except for accrued obligations.

17. General

These terms, together with our Privacy Notice and Schedule 1, form the entire agreement between us in respect of the Service and supersede prior discussions or representations.

If any provision is or becomes unenforceable, the remainder continues in force. A waiver of any breach is not a waiver of any subsequent breach. No failure or delay in exercising a right is a waiver of it.

You may not assign or transfer these terms or your Account without our written consent. We may assign or transfer these terms in connection with a sale, transfer, or restructuring of our business, on notice to you.

These terms create no rights for any third party under the Contracts (Rights of Third Parties) Act 1999.

Notices under these terms are validly given by email — to info@sitesign.uk in your case, and to your registered Account email in our case. A notice is deemed received the next working day after sending.

18. Governing law and jurisdiction

These terms, and any dispute or claim arising out of or in connection with them (including non-contractual disputes), are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction.

Schedule 1 — Data Processing Terms

This Schedule applies to processing by us, as your processor, of worker Personal Data you upload to or generate in the Service. It supplements and forms part of the Terms of Service.

1. Roles

For worker Personal Data processed through the Service, you are the controller and we are the processor under UK GDPR. You are responsible for ensuring you have a lawful basis for processing and for issuing privacy notices to data subjects.

2. Scope, purpose, and duration

We process worker Personal Data only for the purpose of providing the Service to you, as documented in these terms and in the published functionality of the Service. We process for the duration of your Subscription or Account, plus any post-termination retention period set out in the main terms.

3. Categories of Personal Data and data subjects

Categories: identification data (name, contact details), employment-related data (trade, role, work hours, attendance, timesheets, payroll-relevant computations), and account-related data (login credentials, profile metadata).

Data subjects: workers, admins, site managers, and other users you authorise to use the Service.

4. Our obligations as processor

We will:

  1. process worker Personal Data only on your documented instructions — including those given through your use of the Service — except where required to do otherwise by UK or EU law (in which case we will inform you, unless that law prohibits us from doing so);
  2. ensure that persons authorised to process worker Personal Data are bound by confidentiality obligations;
  3. implement technical and organisational measures appropriate to the risk of processing, having regard to the nature, scope, context, and purposes of processing and the state of the art;
  4. assist you, taking into account the nature of processing, in responding to requests from data subjects exercising their rights under UK GDPR (right of access, rectification, erasure, restriction, portability, objection);
  5. assist you in complying with your obligations in respect of security, breach notification, data protection impact assessments, and prior consultation, having regard to the nature of processing and the information available to us;
  6. notify you without undue delay after becoming aware of a personal data breach affecting worker Personal Data, and provide reasonable information to assist your notification obligations;
  7. at your option, return or delete worker Personal Data on termination, except where law requires retention.

We may charge our reasonable costs for assistance under (d) and (e) where the request is repetitive, manifestly unfounded, or significantly burdensome to us.

5. Sub-processors

You authorise us to engage the following sub-processors for the purposes of providing the Service:

We may add or replace sub-processors. We will provide reasonable notice through the Service or by email. If you object to a new sub-processor on reasonable grounds, you may terminate your Subscription on written notice.

We remain liable for the acts and omissions of our sub-processors as if they were our own, subject to the Liability clause in the main terms.

6. International transfers

Worker Personal Data is stored and processed using our infrastructure providers. Database and authentication are currently hosted in the UK region eu-west-2. Where any transfer outside the UK or European Economic Area occurs, appropriate safeguards will be used where required by UK GDPR (such as the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or an applicable adequacy decision).

7. Audits and information

On reasonable written request — and no more than once in any 12-month period (except where required by a regulator or following a personal data breach) — we will make available information necessary to demonstrate our compliance with this Schedule and allow you, or an independent auditor mandated by you and acceptable to us, to conduct an audit limited to that purpose. You will pay our reasonable costs of an audit and ensure all auditors are bound by confidentiality.

8. Liability

The Liability clause in the main terms applies to claims under this Schedule.