Privacy notice

Last updated 18 October 2026

This notice covers the SiteClara website at siteclara.com and our business correspondence. It explains what we collect when you use the site, send us an enquiry, subscribe or receive an outreach message, and what we do with it.

Who we are

Controller
CIaaS Limited, trading as SiteClara
Company number
14519311, registered in England and Wales
Registered office
C/O Aardvark Accounting, 1 Cedar Office Park, Cobham Road, Wimborne, England, BH21 7SB
ICO registration
ZC181640
Contact
help@siteclara.com

What we collect, and why

If you send an enquiry we collect the details you give us: your name, organisation, email address, and anything you write about your sites or your question. We also record the date and time, your IP address and your browser type, which we use to detect abuse of the form.

We use this to reply to you and, if you ask us to, to arrange a pilot or a quote. Our lawful basis is taking steps at your request before entering into a contract, and our legitimate interest in responding to people who contact us.

If you subscribe we collect your organisation's name, the name and email address of the person who pays, the billing address, a tax number if you give one, and a record of your subscription, invoices and payments. Your card or bank details go to Stripe, our payment provider, and never reach us; Stripe tells us only the kind of payment method and, for a card, its last four digits and expiry date. We use this to take payment, send invoices and receipts, tell you about a failed payment, and keep the accounting records the law requires. Our lawful bases are the performance of our contract with your organisation and our legal obligations.

If you only browse the site two separate things measure how it is used, so we can make it clearer. SiteClara's own page counts are daily totals of how often each page is read, with no cookie and no identifier (see SiteClara's own page counts). They run by default wherever you are, unless you turn them off. Microsoft Clarity records how pages on this site and in our guides are used (see Cookies). It runs automatically for viewers in the United States, Australia and New Zealand, unless you have opted out. Elsewhere we ask before loading it. Our lawful basis is your consent where we ask, and our legitimate interest in improving the website where the counts or Clarity run by default. You can change either choice at any time. Our web host and its content delivery network, Microsoft Azure Front Door, record standard request logs, including IP addresses and the browser, for security and to keep the service running. We also use Front Door's logs to count page requests by page and by country, in aggregate only; we keep those logs for 30 days.

The form beside a guide is a preview of the phone screen SiteClara shows at a location. Nothing you type or choose in it is sent to us or to anyone, and a photo you take or choose in it stays on your device. Its thank-you screen says so. If you follow its link to set SiteClara up in your building, the trial is made on our home page as described under Trials.

Business and editorial outreach

We contact relevant businesses and editors about SiteClara, practical articles and useful resources. We obtain business contact details from the organisation's own publicly available website, an introduction or our correspondence with you. Our first message identifies the source and links to this notice. We do not buy contact lists or guess email addresses.

We keep the business email address, organisation, professional role and name where relevant, the public source, the reason the approach is relevant, the applicable contact basis, our correspondence and its outcome. We do not need private contact details, sensitive information or employee performance records for this purpose. Please avoid including these in a reply.

Where permitted, our lawful basis is our legitimate interest in offering relevant business services and contributing useful professional information. We assess the purpose, necessity and effect on the person before using a named contact. We use consent where it is required; a published address alone is not consent. You do not have to answer. We send at most one unanswered follow-up to an editor and at most two to a business we offer SiteClara to, and we stop marketing if you object.

For a contact in South Africa, the Protection of Personal Information Act (POPIA) section 69 applies. Our first and only unrequested message asks for your consent, in the form the Information Regulator provides (Form 4). We do not follow it up. We send anything further only if you reply that you give your consent, and we keep a record of that reply. If you reply that you do not give your consent, we record that and do not contact you again. You may complain to the Information Regulator.

You can object at any time. Reply to an outreach email with unsubscribe, or contact outreach@siteclara.com or help@siteclara.com. No account or form is needed. An objection applies to both our editorial and sales outreach. We retain a minimal do-not-contact record so that neither is restarted accidentally.

We review uncontacted research within three months and remove details that are no longer relevant. Routine outreach records are kept for up to 12 months after the last meaningful interaction, unless an ongoing editorial project, customer relationship or legal obligation requires them for longer. Minimal suppression details are kept while we might otherwise contact you again. We do not use email open-tracking pixels.

We use AI services from OpenAI and Anthropic to assist with researching public business information, preparing messages and handling routine correspondence. They may process the relevant business details and message text. We limit what is shared to the purpose above and disable optional model-training and data-sharing settings in the accounts used for this work. The providers still process and retain information to operate and secure their services under their own privacy policies. We do not use this process to make decisions about you with legal or similarly significant effects. Requests involving contracts, fees or publication of customer information go to the person responsible for SiteClara.

Who else is involved

We do not sell your details. We share them only for the purposes described here, or where we are legally required to do so.

SiteClara's own page counts

We count how our marketing pages and guides are used, so we can improve them. This is the only purpose. What is counted: that a page was read; how far down it was scrolled, in quarters; and, beside a guide, that its form window was opened, that a preview was sent, and that its link to set up a trial or to register interest was followed. Each is added to a daily total for that page. The counts are totals only: no cookie is set, nothing is stored on your device (unless you turn the counts off, below), and no identifier is made or kept. Your browser sends the request from your IP address, as it does for every page. The IP address is used only in our server's memory, for about a minute, to stop one connection sending too many counts, and is never stored or logged; the browser and the page you came from are not read at all. Only a request from SiteClara's own pages is counted. The counts are not shared with anyone, and they are never used to identify you, to advertise or to build a profile.

The counts run by default wherever you are. Our lawful basis is our legitimate interest in improving these pages, using totals that identify no one. Your browser's Global Privacy Control signal turns them off everywhere. You can turn them off at any time, free of charge, here or from Cookie choice at the foot of every page. When you turn them off we remember that one choice in your browser's local storage, so the counts stay off; if your browser clears the site's data, turn them off again. Turning them off does not change your choice about Microsoft Clarity, and rejecting Clarity does not turn the counts off.

SiteClara's own page counts on this browser

The switch needs JavaScript; without it, no counts are sent either.

Cookies

For viewers in the United States, Australia and New Zealand, Clarity runs without an automatic cookie banner. In other countries, including the UK, the European Economic Area, Switzerland, Canada and South Africa, we ask first. If we cannot establish your country, we ask first too. Your country is determined by our web gateway from your connection, not by the country's page you choose to read.

Where we ask, Accept and Reject are equal choices. Your answer is kept in your browser’s local storage, not in a cookie, and we do not ask again while that choice is available. Ignoring the banner leaves Clarity off. A saved rejection keeps Clarity off in every country. We also honour your browser's Global Privacy Control opt-out signal without showing a banner.

When enabled, Microsoft Clarity sets two cookies on this site: _clck (keeps a random visitor identifier and preferences, for one year) and _clsk (links the pages of one visit, for one day). Microsoft also sets its own cookies on its Clarity and Bing domains. When we checked in September 2026 these were MUID (identifies a browser visiting Microsoft sites), MR (whether to refresh MUID), SM (keeps MUID in step across Microsoft domains), ANONCHK (whether MUID is passed to an advertising cookie; Clarity does not use that cookie, so this is always 0) and SRM_B, which Microsoft's list of Clarity cookies does not describe. Microsoft does not publish how long these last. We use Clarity’s reports to see which pages are read and where people stop; we do not use it to identify you.

Change your cookie choice. Reject withdraws permission for Clarity cookies immediately; the script is not loaded on subsequent pages. A change takes full effect on the next page you open.

SiteClara's own page counts set no cookie and store nothing on your device unless you turn them off (see SiteClara's own page counts). Cookie choice shows their switch beside the Clarity choice, even when Global Privacy Control keeps both off. Where we ask about Clarity and the counts are not on by default, Accept turns both on, unless you have turned the counts off with their switch.

When you dismiss a guide invitation, we remember that choice in this tab for the rest of your visit. When website measurement is enabled, we also remember that you have seen an invitation on this browser, so we do not keep showing it. We measure which guide led to a trial or interest form and whether it was successfully submitted; these events do not include the details you enter in those forms.

The SiteClara product itself, used by customers and their staff, sets only the cookies it needs to work, such as keeping you signed in, and never loads Clarity or the page counts.

How long we keep it

Enquiries are kept for 12 months from the date you send them, then deleted, unless you go on to become a customer, in which case they form part of your customer record.

Billing records, meaning invoices, payments and the details on them, are kept for six years after the end of the financial year they belong to, because UK tax law requires it, even after the rest of your organisation's data has been deleted.

Your rights

You can ask us for a copy of the personal data we hold about you, ask us to correct it, or ask us to delete it. Email help@siteclara.com and we will respond within one month. You also have the right to complain to the Information Commissioner's Office at ico.org.uk.

The SiteClara product

Customers who use the SiteClara service itself, including their contractors and frontline workers, are covered by a separate data processing agreement, accepted in the portal, and by the privacy notice their employer gives them, for which SiteClara supplies a template. This notice is only about this website.

Text messages

The SiteClara product texts the mobile numbers of the people a customer enrols: a link to set up their phone, a link to sign in again, and, for a building manager, a supervisor’s escalation of a job. It texts mobile numbers in the United Kingdom, Ireland, the United States, Canada, Australia, New Zealand, South Africa and the United Arab Emirates, and only in the countries we have switched on for texts. Twilio sends every text for us, from a sender for the country of the number. A text to a number outside the United Kingdom also passes through the mobile networks in that country, which need the number and the message to deliver it.

Before anyone is enrolled, the customer’s admin ticks a box confirming that the person has agreed to get texts from SiteClara, and we record when and which admin. Anyone can reply STOP to a text from SiteClara to stop them, sign-in links included, and START to have them again, or turn texts off and back on from their own screen in SiteClara; we record when a number stopped or started texts and keep no other reply. A building’s staff who report problems there (a school’s teachers, for example) hold no phone number in SiteClara and are sent no text: they are invited by a link the building sends them itself, and get back in by a link to the school or work email they confirm. Their name goes with each report to whoever deals with it. A contractor a building sends a job to has no account and no phone number or email address in SiteClara, and is sent nothing by us: the building sends them the link itself, and we record their name and company and what they record at the tag. This is set out in the data processing agreement (version 16) and the workers’ privacy notice template.

Trials

Making an instant trial from the home page, including one started from a guide with that guide's forms already set up, stores the building name you give it, your company name if you choose a provider account, its locations, and every request or confirmation logged against it, including the network address and browser type of whoever sent it, which we use to detect abuse. Photos uploaded on a visit, scheduled checks and their results, and supervisor review notes, notified contacts and approvals are also stored when you use those features. If the trial goes on to enrol crew by text message, we also store their mobile numbers. What applies to a trial is the sentence shown when it is made and this notice; the data processing agreement follows if and when the trial is saved with an email, which happens when the sign-in link sent to that email is opened.

An unsaved trial switches off automatically 14 days after it is made. We delete a trial's data within 60 days of it switching off, unless it has been saved before then.

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