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Terms of Service

Last updated: 2026-05-18 Effective: 2026-05-18

1. About these terms

These Terms of Service ("Terms") form a contract between you and South Wave Software Development - FZCO (a free zone company registered in Dubai, United Arab Emirates; trade licence 75061; registered office at Premises DSO-IFZA, IFZA Properties, Dubai Silicon Oasis, Dubai, UAE) ("Site Sidekick", "we", "us", "our") in relation to your use of the Site Sidekick service, including our web application at site-sidekick.com and our mobile application ("the Service").

By creating an account, signing in, or otherwise using the Service, you agree to be bound by these Terms. If you are using the Service on behalf of a business, you confirm that you have authority to bind that business.

These Terms incorporate our Privacy Policy, which explains how we handle personal data.

2. The Service

Site Sidekick is a productivity tool for tradespeople. It allows you to record on-site conversations, automatically transcribe and structure them using third-party AI models, organise the resulting content by project, and collaborate with team members and subcontractors. We may add to or change features of the Service from time to time.

The Service is provided "as is" and "as available". We do not guarantee that the Service will be uninterrupted, error-free, or that it will meet any specific requirements you have.

3. Your account

To use the Service you must create an account. You agree to:

  • provide accurate, current, and complete information, and keep it up to date;
  • keep your password secure and confidential;
  • be responsible for all activity that occurs under your account; and
  • notify us promptly at info@site-sidekick.com if you suspect any unauthorised use of your account.

The Service is not intended for use by individuals under the age of 18. You confirm that you are at least 18 years old.

You may close your account at any time using the in-app account-deletion control. When you do, we will revoke your authentication tokens immediately and delete your data within the period described in our Privacy Policy.

We may suspend or terminate your account if you breach these Terms, fail to pay amounts owing, or use the Service in a way that creates legal or operational risk for us or for other users.

4. Subscriptions, payment, and refunds

Beta note. While Site Sidekick is in beta, all access to the Service is free of charge and no payments are taken. The subscription terms below describe the model that will apply once paid plans launch. We will give you notice (by email and an in-app message) before any paid plan becomes available to you, and you will not be charged unless you actively choose a paid plan.

Plans

Site Sidekick is offered on a freemium model:

  • a Free plan allowing one (1) active project;
  • paid plans (Entry, Middle, Top) allowing more active projects, at the prices listed on site-sidekick.com.

Subscriptions are billed monthly in advance. Prices are quoted in pounds sterling (GBP, £) and are exclusive of any applicable VAT or other taxes, which will be added at the rate then in force where required.

Billing and Stripe

Payment is processed by Stripe. By subscribing to a paid plan you agree to Stripe's terms in addition to ours. We do not store your full payment card details.

Renewals

Paid subscriptions renew automatically at the end of each billing period at the then-current price, unless you cancel before the renewal date. You can cancel your subscription at any time from your account settings or via Stripe's customer portal; cancellation takes effect at the end of the current billing period.

Refunds and cancellation

Subscription fees are non-refundable except where a refund is required by applicable law. If you cancel your subscription (or delete your account) mid-way through a billing period, you will retain access to the paid features until the end of that period; you will not be refunded for the unused portion.

Price changes

We may change subscription prices on at least 30 days' notice. Price changes take effect at the start of your next billing period after the notice expires; if you do not want to pay the new price, you can cancel before then.

Failed payments

If a payment fails we will retry it according to Stripe's standard schedule and may notify you by email. If payment cannot be collected, we may downgrade your account to the Free plan; this can result in some of your projects becoming read-only if you exceed the Free plan's project limit. Your content is not deleted on downgrade.

5. Recording other people — your responsibility

This section is important. Read it.

The Service is designed to record conversations. You are solely responsible for ensuring that every recording you upload to or process through the Service is made lawfully under the laws of every jurisdiction relevant to the recording — that includes the jurisdiction where you are located, the jurisdiction where the other participants are located, and the jurisdiction where the recording takes place.

By uploading or otherwise submitting a recording to the Service, you confirm to us that:

  • you obtained any consent required by applicable law from every person whose voice or personal data is captured in the recording;
  • you are using the recording for a lawful purpose;
  • you have any other permissions, licences, or authorisations needed to make, use, and process the recording (including, where applicable, under workplace, data-protection, or telecommunications law); and
  • using the Service to process the recording does not breach any duty of confidence, contractual obligation, or third-party right.

You agree that you will not:

  • record a person covertly in a commercial or professional context;
  • use the Service to record a conversation that you are not yourself a party to (i.e. "wire-tapping" or "eavesdropping"); or
  • record minors, or any person known to you to be in a vulnerable position, without the express consent of the appropriate person.

If you process a recording through the Service in a way that involves personal data of another person, you are the data controller for that personal data; we act as your data processor in respect of it. You are responsible for telling the other person, where required by law, that their personal data is being processed using a third-party tool (Site Sidekick) and for having a lawful basis for that processing under UK GDPR or other applicable law.

You indemnify us against any claims, damages, fines, or losses we suffer or incur as a result of your breach of this Section 5 (see Section 12).

If you are unsure whether a particular recording is lawful in your situation, take legal advice before using the Service to process it.

6. Your content and AI processing

What you upload

You retain ownership of, and all rights in, the content you upload to or create through the Service — including recordings, transcripts (where you edit them), documents, notes, and photos ("Your Content").

You grant us a worldwide, non-exclusive, royalty-free licence to host, store, copy, transmit, process, and display Your Content for the limited purpose of providing the Service to you and the team members you invite. This licence ends when you delete the relevant content, subject to the retention period described in our Privacy Policy.

AI-generated outputs

The Service uses third-party AI models (currently OpenAI's Whisper, GPT-4o-mini, and embedding models) to:

  • transcribe your audio recordings;
  • extract structured events (decisions, variations, communications) from your inputs;
  • generate per-project summaries, citations, "Open Questions", and search results.

The AI-generated outputs are intended as a productivity aid. They are not guaranteed to be accurate, complete, or fit for any particular purpose.

You must review AI-generated content before relying on it for any business, legal, financial, contractual, safety, or regulatory purpose. We are not responsible for any loss, dispute, or decision that arises from an AI output that turns out to be wrong, incomplete, or misleading.

Where the Service displays a "citation" linking an AI output to a source recording, document, or note, the citation indicates the source the AI relied on; it does not guarantee that the AI interpreted the source correctly.

How AI providers use your content

We send the content needed for AI processing (audio, transcripts, document text, note text, search queries) to OpenAI under their API terms. Those terms do not permit OpenAI to use your content to train OpenAI's models unless we opt in (and we do not). Our Privacy Policy explains this in more detail.

Our improvements

Anonymised, aggregated statistics about how the Service is used (for example: total number of recordings processed across all users in a month) may be used to improve the Service. We do not use the substantive content of Your Content for product training or for any commercial purpose unrelated to providing the Service to you.

7. Acceptable use

You agree that you will not:

  • use the Service to do anything illegal under applicable law, or that facilitates someone else doing so;
  • use the Service to infringe anyone's intellectual property rights, privacy, or other legal rights;
  • upload content that is defamatory, harassing, abusive, fraudulent, or containing malware;
  • attempt to reverse engineer, decompile, or extract the source code of the Service or its component models, except where applicable law permits this notwithstanding the prohibition;
  • circumvent rate limits, access controls, or any other technical restriction;
  • use the Service to scrape, crawl, or harvest data from third-party sites or services;
  • resell, sublicense, or commercially redistribute the Service or material parts of it without our prior written agreement;
  • impersonate any person or misrepresent your affiliation; or
  • interfere with the operation of the Service or with other users' enjoyment of it.

We may investigate, restrict, or terminate accounts that breach this section.

8. Collaboration and team members

The Service allows you to invite other users to your projects as "OWNER", "CONTRIBUTOR", or "VIEWER" members. By inviting someone:

  • you confirm you have their consent to invite them and to share with them whatever project content they will be able to see;
  • you accept that they will be able to view, and (depending on role) edit, project content;
  • you remain responsible for the project as its owner.

A member you invite remains a user of the Service in their own right and is bound by these Terms.

9. Intellectual property

The Service, including the software, the user interface, the database schema, the AI prompts, the trade name "Site Sidekick", and our trade marks, logos, and documentation, is owned by us or our licensors and is protected by intellectual property law. Nothing in these Terms transfers any of our intellectual property rights to you, except for the limited right to use the Service as set out in these Terms.

10. Suspension and termination

We may suspend or terminate your access to the Service:

  • immediately if you breach Section 5 (recording responsibilities), Section 7 (acceptable use), or fail to pay amounts owing for more than 14 days;
  • on 30 days' notice for any other reason, including if we discontinue the Service;
  • as required by law or by a court order.

Where we discontinue the Service generally, we will give you at least 30 days' notice and provide a reasonable way to export your content.

You may terminate at any time by deleting your account in the app. On termination by either party, the licences granted in these Terms end, your content is retained and then deleted as described in our Privacy Policy, and Sections 6, 9, 11, 12, 13, 14, and 15 of these Terms survive.

11. Disclaimers and limitation of liability

Disclaimer

To the maximum extent permitted by law, the Service is provided "as is" and "as available", and we exclude all express and implied warranties, conditions, representations, and terms (including any implied warranties of merchantability, fitness for a particular purpose, or non-infringement). In particular:

  • we make no warranty that AI-generated content (transcripts, summaries, extracted decisions, search results) is accurate, complete, or fit for any purpose;
  • we make no warranty that the Service will be uninterrupted, error-free, or free from harmful components;
  • we make no warranty about the conduct of other users (including team members you invite into your projects).

Limitation of liability

To the maximum extent permitted by law:

  • in no event will we be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for any loss of profits, revenue, business, anticipated savings, goodwill, opportunity, data, or contracts, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, even if we have been advised of the possibility of such losses;
  • our total aggregate liability under or in connection with these Terms (in contract, tort, or otherwise) is limited to the greater of (a) £100 or (b) the total amount paid by you to us in subscription fees in the twelve (12) months preceding the event giving rise to the claim.

What we don't try to exclude

Nothing in these Terms excludes or limits liability for:

  • death or personal injury caused by our negligence;
  • fraud or fraudulent misrepresentation; or
  • any other liability that cannot lawfully be excluded or limited.

If you are a consumer in the United Kingdom, nothing in these Terms affects your statutory rights as a consumer. Some of the limitations above may not apply to you to the extent prohibited by law.

12. Indemnity

You will indemnify and hold us harmless from and against any claims, demands, losses, damages, fines, costs, and expenses (including reasonable legal fees) arising out of or in connection with:

  • your breach of these Terms (in particular Section 5);
  • your use of the Service in breach of applicable law;
  • a third party's claim that your use of the Service has infringed their rights (including privacy, data-protection, intellectual property, or contractual rights); or
  • the content you upload or share through the Service.

We will notify you promptly of any claim covered by this indemnity, give you reasonable cooperation in defending it, and not settle without your prior agreement (which you will not unreasonably withhold).

13. Changes to these Terms

We may update these Terms from time to time. When we do, we will revise the "Last updated" date at the top. If the changes are material, we will notify you by email and/or by an in-app notice at least 30 days before they take effect. Your continued use of the Service after the changes take effect constitutes acceptance of the updated Terms.

If you do not accept the changes, you must stop using the Service before they take effect; you may cancel your subscription as described in Section 4.

14. Governing law and jurisdiction

These Terms, and any dispute arising out of or in connection with them or with the Service, are governed by the laws of England and Wales.

The courts of England and Wales have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms or the Service, except that:

  • if you are a consumer resident in Scotland or Northern Ireland, you may also bring proceedings in the courts of the country you live in; and
  • nothing prevents us from seeking urgent or injunctive relief in any court of competent jurisdiction.

15. General

Entire agreement. These Terms, together with the Privacy Policy and any plan-specific terms you accept when subscribing, constitute the entire agreement between you and us in relation to the Service. They replace any earlier agreement.

Severability. If any provision of these Terms is held to be unenforceable, the remaining provisions remain in full force.

Waiver. Our failure to enforce any provision of these Terms does not waive our right to do so later.

Assignment. You may not assign your rights under these Terms without our prior written agreement. We may assign our rights and obligations under these Terms to a successor in connection with a sale, merger, reorganisation, or other corporate transaction.

No third-party rights. No one who is not a party to these Terms has any right under the Contracts (Rights of Third Parties) Act 1999 to enforce any provision of them.

Notices. We will send notices to you by email to the address associated with your account, or by an in-app message. You should send notices to us at info@site-sidekick.com.

Force majeure. Neither party is liable for a delay or failure in performance caused by events outside its reasonable control (such as natural events, war, civil unrest, industrial action, or third-party service outages).

16. Contact

  • Email: info@site-sidekick.com
  • Postal: South Wave Software Development - FZCO, Premises DSO-IFZA, IFZA Properties, Dubai Silicon Oasis, Dubai, United Arab Emirates