Last updated: 10 November 2026
This policy explains what SiteWrite collects, why, who sees it and how to ask about it. It forms part of our terms of use. SiteWrite is operated by [TODO for Clive: legal entity name] Pty Ltd, ABN [TODO for Clive: ABN]. We handle personal information in line with the Australian Privacy Principles.
The task and details you enter are sent to the SiteWrite server to prepare a preview, and sent back. The server does not keep them. A company profile you save without an account (name, ABN, address, phone, email and logo) stays in this browser on this device.
When you sign in, SiteWrite keeps, for your business:
Only people in your business can see your business's SWMS, sites and sign-ons. A worker who opens a sign-on link can see that SWMS's task, high risk work, job steps and PPE so they know what they are signing.
We keep this information to provide the service. Your personal information and your business's content are not sold and are not used for advertising.
If you sign on to a SWMS by QR code, the business that owns the SWMS is collecting your name, employer, signature and sign-on time as its record that you were consulted on and understood the SWMS, as safety law requires. SiteWrite stores that record for the business. We do not use it for anything else, and it is never included in industry data. The sign-on page tells you this before you sign. To see or correct your record, ask the business, or contact us and we will help.
We produce industry statistics from SWMS. The information used is limited to the state, the postcode, the trade, the type of work and job steps, the controls chosen (recorded as fixed categories, not the words you type), high risk work categories, plant and licence classes, the general type of project, and the month. It is stored separately from your account and never linked back to it.
These statistics never include your name, your business name, your workers, your site address, your logo or anything you type in free text. We only report a figure where it combines at least 10 separate businesses, counting a sole trader as one business, and we do not report figures that would let one business be worked out by elimination.
We may share or sell these statistics to third parties such as insurers, industry bodies, training providers and researchers. Anyone we supply them to must agree not to try to identify any business or person from them and not to pass them on.
You can opt out at any time by emailing us. We will leave your business's SWMS out from the date we receive your request. SWMS created before 3 October 2026 are not used for statistics we share or sell.
SiteLink lets a main contractor's safety team set up projects, list the SWMS each subcontractor must provide, send that list by email, and receive the SWMS back. For this, SiteWrite keeps, for the main contractor's account:
People on the main contractor's account see that account's projects. A subcontractor sees the list sent to them and what they uploaded for it. We use this information only to run SiteLink for that account.
When you upload or paste a SWMS to check it against a builder's requirements, SiteWrite keeps it to improve its library, unless you tick “Do not keep this document” when you upload it. We keep the original file or text, the text read from it with worker sign-on pages taken out, the check result, the state, the trade, the month, and which account and person uploaded it. The original keeps any names in it. Only we can open it, and each time we do is logged. For improving the library, a second copy is made with names, phone numbers, emails, ABNs and addresses taken out. A business that has opted out of industry data is left out. A kept document is deleted 3 years after it was last checked, when the business is deleted, or sooner if you ask us.
Some optional features use artificial intelligence (AI). They run only when someone uses them:
What is sent: the typed text of the document chosen. Images, photos and scanned pages are not sent. Every word of the document's text is sent, so any personal information in it, such as a contact's name or phone number, is sent too. Before an uploaded SWMS is checked, its worker sign-on pages (names, employers, signatures and sign-on times) are taken out. A translation sends the SWMS's title, high risk work, job steps, hazards, controls and PPE, not workers' names or signatures. Your email address, your name and your account details are not sent with the request.
Who receives it: the text is sent to OpenRouter, Inc., a service in the United States that passes it to the AI model we use. That is currently OpenAI's GPT model, which may be run by OpenAI or by another company that hosts it, such as Microsoft or Amazon.
Overseas disclosure: these providers are overseas, so the text, and any personal information in it, is disclosed to recipients in the United States and possibly other countries where they operate (Australian Privacy Principle 8).
Training and retention: every request asks OpenRouter to use only providers that, under their own policies, do not collect the data sent to them, so providers that may train on prompts are excluded. OpenRouter and the providers may keep content for a limited time under their own terms, for example to check for misuse or where the law requires it. SiteWrite keeps the result of each reading with the account it was made for, so the same document is not read twice. A main contractor's project readings have every price, rate and amount taken out before they are kept.
The AI's output is a draft. You must check it against your own documents, and your business remains responsible for the final SWMS.
We send sign-in links, invitations from your team, and reminders when a saved SWMS is due for its 3 monthly review. We do not send marketing email without asking.
Sign-in links work once and expire after 20 minutes. Sessions and links are stored only as one-way hashes. Connections to SiteWrite are encrypted. When you sign in, we record the network and device type used and keep that record for 90 days so we can detect misuse of accounts.
To limit how often the service can be used, the server keeps your IP address in memory for the length of the rate limit window, 15 minutes unless changed. It is not written to storage.
To see how SiteWrite is used and fix problems, the server counts actions, such as a preview, a download, a saved SWMS or a worker sign-on, with the date and the business it was for. It does not keep the content in these counts. Server errors are logged with the page and the error message.
We do not collect your device's location, we do not use third-party analytics, and we do not use tracking cookies.
AI features: see “AI features” above.
Saved SWMS and sites are kept while your account is active and for 12 months after you stop paying. Deleted SWMS are hidden at once and removed from our live systems within 30 days, and from backups as they are replaced. You can ask us to delete your business's data at any time and we will do so within 30 days.
You can see and change your business's details, SWMS and sites in the app at any time, and export your saved SWMS. For anything else, including a worker's sign-on record, email us and we will respond within 30 days. If you think we have mishandled your information, email us and we will look into it and reply within 30 days. If you are not satisfied with our response you can complain to the Office of the Australian Information Commissioner at www.oaic.gov.au.
When we change this policy we update the date at the top. For a change that affects how we use your information, we will email the account administrator at least 30 days before it takes effect.