1. Who we are and our roles
SiteTrellis is operated by its founder as a business that is not yet incorporated or registered as a company, reachable at [email protected]. This policy explains how we handle personal data. Our role depends on the data:
- Controller: for data about people who visit our marketing site, contact us, or hold a SiteTrellis account (account holders and their team members), and for billing and security records.
- Processor: for conversation data your website visitors create when they chat with an agent you run. You decide why and how it is used; we process it on your behalf under the Data Processing Agreement. If you are a visitor to a website using SiteTrellis, the website owner is the controller and you should read their privacy notice.
2. What we collect
Marketing site visitors
This site has no analytics, advertising or tracking scripts and sets no cookies when you browse. Our web server keeps standard request logs (IP address, time, URL, user agent) for security and troubleshooting for up to 30 days. If you use the contact form, we receive your name, email address, topic, message, IP address and browser string, and we open a short-lived session cookie only on that page to protect the form from forgery.
Account holders
Name, email address, password hash, workspace and team membership, audit log of account actions, plan and billing status, and the settings and content you configure (agent prompts, knowledge, tool definitions, webhook endpoints). Provider API keys and tool secrets are stored encrypted.
Payments
Payments are handled by Stripe. We receive limited billing information such as plan, status and the last digits of a card, but not the full card number.
Conversation data (as processor)
Messages, visitor-supplied attributes and form answers, lead details, conversation metadata such as page URL, browser and approximate timing, tool calls and their results, and usage counts. Visitors are identified by a random identifier stored in their browser, not by us.
Apps and connected assistants
If you sign in to the desktop or mobile app, or connect an AI assistant, API key or other app, we record the connection (name, scopes, creation and last-use times, device name) so you can see and revoke it. The desktop app keeps its sign-in token encrypted by your operating system; the mobile app keeps conversations in memory only and erases them when you sign out. Neither includes analytics or advertising code. Assistants you connect receive only the data their granted scopes allow, and their provider handles it under its own terms.
3. How we use data and our legal bases
- To provide and secure the Service and your account (performance of a contract; legitimate interests).
- To bill you and meet tax and accounting obligations (contract; legal obligation).
- To answer messages you send us (legitimate interests; steps before a contract).
- To send service emails such as verification, security and billing notices (contract). We do not send marketing email unless you opt in.
- To prevent abuse, enforce rate limits and investigate incidents (legitimate interests).
- To improve reliability and performance using aggregate technical metrics (legitimate interests).
Where the GDPR or UK GDPR applies, these are the legal bases we rely on. We do not sell personal data and do not use it for advertising.
4. LLM providers you choose
When a visitor chats with your agent, the content of the conversation, your prompt and your knowledge are sent to the LLM provider and model configured for that agent, using your API key. That provider receives the data under your agreement with them, and depending on that agreement may act as your processor or as an independent controller. We do not choose providers for you, and we do not send conversation data to providers you have not configured. Review each provider's terms and privacy policy, including how they use API data.
5. Sub-processors and recipients
We use the following categories of service providers to run SiteTrellis. We will update this list, and tell account holders in advance, before adding a sub-processor that handles conversation data.
| Provider | Purpose | Location |
|---|---|---|
| Serverbyt (StackCP shared hosting) | Application hosting, database, file storage, backups | Provider data centres |
| Stripe | Payment processing and subscription billing (used once paid plans are enabled) | United States and other Stripe locations |
| StackMail (Serverbyt) | Transactional email (verification, alerts, transcripts) | Provider data centres |
| Cloudflare | Traffic proxying, DDoS protection and caching for our domains | Global network |
| LLM providers you configure | Generating agent responses (chosen and contracted by you) | Depends on provider |
6. Retention
- Account data: for the life of your account, then deleted or anonymized within 30 days of closure, except where we must keep records by law.
- Conversation data: kept for the period your plan allows (30 days on Free, 12 months on Starter, 24 months on Pro, 36 months on Agency) unless you delete it sooner or close your account; leads you captured are kept until you delete them.
- Server and application logs: up to 30 days. Webhook delivery logs: 30 days. Rate-limit counters: hours to days.
- Billing records: as long as tax law requires, typically up to 7 years.
- Emails and contact-form messages: up to 24 months after the last message.
- Backups: deleted data can remain in routine backups for a limited time (we aim for no more than 35 days) before they are overwritten.
7. Security
Measures include tenant isolation on every query, encryption of provider keys and tool secrets at rest, hashed passwords, CSRF protection, rate limiting, signed webhooks, SSRF protection for tool calls, and role-based access within accounts. No system is perfectly secure; we will notify affected customers of personal data breaches as required by law and by the Data Processing Agreement.
8. International transfers
Our providers and your chosen LLM providers may process data outside your country. Where required we rely on appropriate safeguards such as standard contractual clauses. Contact us if you want a copy of the safeguards that apply.
9. Your rights
Depending on where you live you may have the right to access, correct, delete, restrict or object to processing of your personal data, to data portability, and to complain to a supervisory authority. To exercise these rights for data we control, email [email protected]. If your data is in a customer's chat, we will refer you to that customer, who is the controller.
10. Children
The Service is for businesses and is not directed to children. Customers are responsible for how they deploy chat to their own audiences.
11. Changes
We will update this policy as the Service changes and will tell account holders about material changes before they apply.
12. Contact
Privacy requests and questions: [email protected] or the contact form. We reply within 30 days. You can also complain to your local data protection authority.