Document Version: 2.5
Created Date: 1 September 2026
Last Revised: 15 October 2026
Jurisdiction: England & Wales
Terms & Conditions of Use
1. Legal Contracting Entity & Acceptance
These Terms & Conditions constitute a legally binding agreement between you ("User", "Driver", or "Tenant") and Simon Blackburn trading as Webbed Digital ("Company", "we", "us", or "our"), governing your access to and use of the SiteBuddy web application, progressive web app (PWA), Admin Control Dashboard, APIs, and associated services (collectively, "the Application").
By registering an account, logging in, or continuing to access the Application, you explicitly acknowledge that you have read, understood, and agreed to be unreservedly bound by these Terms. If you do not accept these Terms in full, you are prohibited from using the Application and must terminate your session immediately.
2. Scope of Service & Advisory Disclaimer
SiteBuddy provides commercial transport operational support, including verified gate coordinates, visual landmark turn-in photography, HERE commercial vehicle routing, universal multi-step Standard Operating Procedures (SOPs), automated dwell time logging, priority broadcast incident alerts, and phone directory tools.
Critical Driver Safety Disclaimer
All routing guidance, entrance coordinates, hazard alerts, bridge heights, weight limits, satellite overlays, and procedure instructions provided within the Application are strictly ADVISORY INFORMATIONAL AIDS ONLY.
Under no circumstances shall the Application replace or override physical road signage, official highway restrictions, local traffic laws, vehicle manufacturer limits, or real-time physical site safety regulations. Drivers remain 100% legally and operationally responsible for inspecting physical access routes, verifying vehicle clearances, obeying traffic laws, and ensuring safe vehicle operation at all times.
3. User Accounts, Authentication & Direct Provisioning
- Direct Account Provisioning: Join codes and access keys are not used anywhere in the Application. User accounts are created and provisioned directly by tenant organisation administrators via the Admin Control Dashboard by name and email.
- Credential Safeguarding: Users are solely responsible for keeping login credentials confidential. Sharing accounts across multiple individuals outside assigned tenant permissions is strictly prohibited.
- Tenant Group Isolation: Organisation administrator accounts ("Group Admins") warrant that all authorised users added to their tenant group possess legitimate operational rights to view that group's site locations, entrance notes, and operational procedures.
- Unauthorised Access Notification: You must notify us immediately at
admin@webbeddigital.co.uk if you suspect any unauthorised breach of your account or tenant workspace.
4. Standard Operating Procedures (SOPs) & User Contributions
The Application provides a sequential Standard Operating Procedure (SOP) engine that administrators configure for various operational tasks (including workshop maintenance, vehicle inspections, bulk transfers, and depot safety inductions). When users complete checklists or submit site edits, photographs, hazard reports, or directory contacts ("User Content"):
- You warrant that all submitted data and verification photographs are accurate, truthful, and non-confidential regarding trade secrets outside authorised tenant scope.
- You grant Simon Blackburn trading as Webbed Digital a perpetual, worldwide, non-exclusive, royalty-free licence to store, process, display, and distribute such content to authorised users within your tenant group for operational compliance and record-keeping.
- SOP guidelines configured by tenant administrators represent internal company procedures. Users remain responsible for exercising reasonable professional care and complying with applicable occupational health and safety laws.
- We reserve the absolute right to reject, edit, or purge any submitted content that violates safety standards, contains inaccurate data, or infringes third-party rights.
5. Operational Broadcasts & Incident Communications
Administrators may dispatch high-priority broadcast messages and direct operational notices regarding urgent bridge strikes, road closures, severe weather, or site hazards. The Application logs confirmed delivery timestamps and read receipts to verify that critical safety information has been received and acknowledged by the user.
6. Prohibited Conduct
Users shall not, directly or indirectly:
- Attempt to reverse engineer, decompile, extract source code, or bypass authentication mechanisms of the Application or backend API endpoints.
- Scrape, harvest, or extract site databases, entrance instructions, or directory contacts using automated bots, crawlers, or scripts.
- Upload or transmit malicious code, viruses, or intentional false hazard reports.
- Interfere with server infrastructure, launch denial-of-service (DoS) attacks, or manipulate tenant isolation boundaries.
7. Absolute Limitation of Liability & Indemnification
To the maximum extent permitted under applicable law, Simon Blackburn trading as Webbed Digital, its software, contractors, and suppliers shall not be liable for any:
- Direct, indirect, incidental, consequential, special, or punitive damages.
- Vehicle damage, property collision, low-bridge impact, structural weight breach, or traffic fines incurred during transit.
- Product contamination, improper equipment operation, demurrage penalties, or spillage at customer sites.
- Loss of profits, revenue, business interruption, or data corruption.
You agree to fully indemnify, defend, and hold harmless Simon Blackburn trading as Webbed Digital against any claims, liabilities, damages, losses, or legal costs arising out of your breach of these Terms or negligent operation of vehicles or equipment.
8. Intellectual Property Rights
The SiteBuddy name, logo, software code, UI design, database structures, graphics, and custom algorithms are the sole and exclusive intellectual property of Simon Blackburn trading as Webbed Digital. Nothing in these Terms grants any user a licence or right to copy, distribute, or reuse our proprietary software or branding without prior written consent.
9. Termination & Suspension
We reserve the right to suspend or permanently terminate user accounts or tenant group access immediately, without prior notice or liability, in the event of suspected security breaches, non-payment, or violation of these Terms.
10. Governing Law & Severability
These Terms are governed by and construed in accordance with the laws of England and Wales. You agree to submit to the exclusive jurisdiction of the courts of England and Wales to resolve any legal dispute. If any provision is deemed invalid or unenforceable, all remaining provisions shall continue in full force and effect.
Scope: UK GDPR & Global Privacy
Created Date: 1 September 2026
Last Revised: 15 October 2026
Data Controller: Webbed Digital
Privacy & Data Collection Policy
1. Data Privacy Commitment
Simon Blackburn trading as Webbed Digital ("we", "us") respects your fundamental right to privacy. This Privacy Policy provides a transparent, legally comprehensive explanation of how we collect, store, process, and protect your personal information when you interact with the SiteBuddy platform.
2. Categories of Information We Collect
- Account & Identity Information: Email address, cryptographically hashed passwords (bcrypt/argon), display names, custom user handles, assigned tenant group IDs, and role authorisations. (Join codes and access keys are not used).
- Vehicle Profile Preferences: Configured vehicle categories (Car, Van, Rigid HGV, Articulated HGV), height, width, length, gross combination weight dimensions, preferred map provider, and custom route line colour preferences.
- Live Geolocation Data: Precise GPS coordinates transmitted only when calculating live route guidance, distance calculations, or location centring. Location coordinates are processed in real time for operational navigation and are not tracked in the background when the app is closed.
- Automated Dwell Time & Geofence Logs: Entry timestamp, exit timestamp, calculated site dwell time, and site ID.
Driver Sovereignty: This feature can be turned off completely at any time by each user from their App Settings if they do not feel comfortable using it. When enabled, it operates solely for the driver's own benefit, providing an automatic, personal timestamp record of when they arrived and departed a site if an issue or demurrage dispute arises.
- Operational Contributions & Uploads: Submitted site suggestions, entrance photos, SOP verification photographs, phone directory entries, custom tags, and hazard reports.
- Recorded Site Visits: Historical site attendance logs displaying visit date, user name, vehicle type, arrival, departure, and duration, accessible to tenant organisation administrators for operational auditing and subject to safety-verified deletion controls.
- Incident Broadcast Logs: Delivery logs and confirmed read receipt timestamps when users view critical safety broadcasts dispatched by administrators.
- Telemetry & System Logs: IP address, browser user-agent string, operating system version, error traces, and request timestamps to maintain security and audit trails.
3. Lawful Bases for Processing (UK GDPR Art. 6)
We process personal data strictly in accordance with UK General Data Protection Regulation (UK GDPR) legal bases:
- Performance of Contract (Art. 6(1)(b)): Necessary to create your user account, authenticate access, and deliver requested commercial navigation and operational tools.
- Legitimate Interests (Art. 6(1)(f)): Necessary to protect transport safety, audit site content accuracy, prevent unauthorised platform access, and maintain service performance.
- Driver Control & Consent (Art. 6(1)(a)): Applied to automated dwell time logging, which users freely control, enable, or disable in App Settings.
- Legal Obligation (Art. 6(1)(c)): Compliance with statutory UK tax, accounting, and legal audit requirements.
4. Third-Party Subprocessors & Data Sharing
WE DO NOT SELL, RENT, OR TRADE YOUR PERSONAL DATA TO ADVERTISERS OR THIRD PARTIES.
Data is shared strictly with trusted technology subprocessors necessary to operate our cloud infrastructure:
- Cloud Hosting & Storage: Secure Linux server infrastructure (SFTP/HTTPS with SSL encryption).
- Commercial Mapping Services: HERE Technologies, Google Maps API, TomTom, OpenStreetMap, and MapTiler APIs for rendering map tiles, physical clearances, and routing options.
5. Data Storage, Security & Retention
- Security Protocols: All communication between your device and our servers is encrypted using standard TLS 1.3 / SSL connections. Passwords are never stored in plain text.
- Retention Period: Active user data is retained for the duration of your account subscription. When an account is purged via the Danger Zone, personal identifiers are permanently deleted from database records within 30 days.
- Site Visit Hygiene: Erroneous or expired site visit records can be deleted by administrators through a safety-verified deletion mechanism requiring explicit word confirmation.
6. No In-Cab Black Box Hardware Surveillance
SiteBuddy does not require, utilize, or operate in-cab tracking black box hardware, dash cameras, or continuous 24/7 background driver surveillance. All operational features are driver-centric and transparent.
Statutory Framework: UK GDPR & Data Protection Act 2018
Created Date: 1 September 2026
Last Revised: 15 October 2026
Supervisory Authority: ICO (UK)
Statutory UK GDPR Declaration
Data Controller & Data Processor:
Simon Blackburn trading as Webbed Digital
Official Regulatory Contact: admin@webbeddigital.co.uk
UK GDPR & Data Subject Rights
1. Statutory Individual Privacy Rights
Under the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018, you possess explicit statutory rights regarding your personal data:
- Right to be Informed (Art. 13 & 14): Transparent information regarding how your data is collected and processed, as detailed in this policy.
- Right of Access (Art. 15): The right to request confirmation of data processing and obtain a digital copy of all personal records held within 30 calendar days without fee.
- Right to Rectification (Art. 16): The right to correct inaccurate or incomplete profile records.
- Right to Erasure / Right to be Forgotten (Art. 17): The right to request the permanent deletion of personal data via the Danger Zone or written notice.
- Right to Restrict Processing (Art. 18): The right to limit data processing under specific dispute conditions.
- Right to Data Portability (Art. 20): The right to receive personal data in a structured, commonly used, and machine-readable format.
- Right to Object (Art. 21): The right to object to processing based on legitimate interests.
2. Subject Access Request (SAR) Procedure
To exercise any statutory data right, please email our Data Controller directly at admin@webbeddigital.co.uk with the subject line "Subject Access Request". In accordance with UK law, we will respond within 30 calendar days without fee.
3. Supervisory Authority & Complaints
If you believe our data processing violates UK data protection law, you have the statutory right to lodge a formal complaint with the UK supervisory authority:
Information Commissioner's Office (ICO)
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Website: ico.org.uk | Helpline: 0303 123 1113
4. App Removal & Local Device Data Erasure
When uninstalling or removing the SiteBuddy app from your iOS device (or clearing browser storage on Android/desktop), all sandboxed application data stored locally on your device (including cached offline records, map tiles, and session tokens) is deleted. To delete all server-side records permanently, utilize the Danger Zone tools in App Settings or submit a written request to the Data Controller.
Policy Type: Essential Storage & Cookies
Created Date: 1 September 2026
Last Revised: 15 October 2026
Jurisdiction: UK PECR & GDPR
Cookie & Local Storage Policy
1. Strictly Essential Functional Storage Only
SiteBuddy adheres to a strict minimal-data philosophy. We utilise only strictly necessary browser session cookies and local storage items required to deliver secure platform functionality:
- Authentication Tokens (`sb_token` / `auth_token`): Cryptographically signed session tokens required to authenticate your access to secure vehicle and site directories.
- Interface & Vehicle Preferences: Storage items preserving your selected map provider, vehicle height and weight profile, route line colours, and active theme preference.
- Offline PWA Cache: Service worker caching mechanisms enabling offline site directory and safety procedure review when mobile connectivity drops.
2. Zero Third-Party Advertising Trackers
We do not use advertising trackers, behavioural profiling cookies, marketing pixels, or third-party data analytics scripts across the SiteBuddy platform.
3. Managing Storage & Cookies
You can inspect or delete browser cookies and local storage items at any time via your browser settings. Please note that disabling essential authentication cookies will prevent you from signing into the Application.
