SiteMind

Your virtual receptionist

Privacy Policy

This policy explains what we collect, how we use it, who we share it with, and the choices you have.

Last updated: June 13, 2026

What we collect
Data from SMB owners and from website visitors who use our chat widget or forms.
Cookies
A session cookie for owners and analytics cookies on our site. The chat widget uses none.
Contact
Privacy questions: support@sitemind.bot

SiteMind helps small businesses answer website questions and capture leads. This policy applies to our website, our owner dashboard, our widget, and our related services.

1. Who We Are

  • SiteMind is the company that provides the service.
  • When we say "we," "us," or "our," we mean SiteMind.

2. Information We Collect

We collect information from two groups: SMB owners and website visitors.

Information from SMB owners

  • Name, email address, phone number, and login details.
  • Billing and subscription data handled through Stripe.
  • Account settings, workspace details, and support requests.
  • OAuth information from Google sign-in, if you use it.

Information from website visitors

  • Name, email address, phone number, and questions they type.
  • Landing page URL, referrer, and campaign data such as UTM tags and gclid.
  • Consent choices such as email_opt_in, sms_opt_in, and consent_source.
  • Lead and chat history, including messages and follow-up status.

The widget runs in Shadow DOM and sets no cookies. It uses no localStorage; it writes one short-lived sessionStorage flag so it does not send duplicate setup signals. We only collect what is needed to provide the service.

3. How We Use Information

  • To run the service and answer questions.
  • To capture leads and send them to the business owner.
  • To send email or SMS follow-ups when the owner asks us to do that.
  • To schedule or support integrations like Google Calendar and Google Ads.
  • To process billing, account access, and support.
  • To improve reliability, security, analytics, and fraud prevention.

4. How We Share Information

We share information with service providers that help us provide the service:

  • Stripe for billing and payments.
  • Google for OAuth sign-in, Calendar, and Ads integrations.
  • OpenRouter (which routes to Mistral) for AI answer processing — this is the service that reads and answers your visitors' questions.
  • Anthropic for reading your website's own content during setup. It does not process visitor chats.
  • Resend for sending email, such as lead notifications and follow-ups.
  • Twilio for SMS delivery, using your own Twilio account when you connect one.
  • PostHog for product analytics.
  • Sentry for error monitoring.
  • Cloudflare for content delivery, bot protection, and file storage.
  • Railway for hosting our application and database.

We may also share information when required by law, to protect our rights, or to investigate abuse or security issues.

5. Cookies And Tracking

  • When you log in to the owner dashboard, we set one secure, HttpOnly session cookie (named __Host-sitemind_session on secure connections). We sign you out after 60 minutes with no activity, and the clock resets every time you use the dashboard. There is also a hard limit: even if you stay active, you are signed out after 12 hours, or after 30 days if you choose "remember me" or sign in with Google.
  • Our product analytics tool, PostHog, may set cookies and use local storage on our website and dashboard to measure usage. It does not run inside the chat widget.
  • The chat widget on your site uses no cookies and no localStorage.

6. Data Retention

  • Chat conversation logs are retained for 180 days.
  • Analytics and marketing event data are retained for 365 days.
  • System notifications are retained for 90 days.
  • Leads and account data are kept for the life of the account.
  • Expired data is automatically purged on a regular schedule.
  • When you delete your account, we keep the data for a 30-day recovery window in case you change your mind, then permanently remove it.

7. Your Rights

Depending on where you live, you may have rights over your personal data.

GDPR rights

  • Access your data.
  • Correct inaccurate data.
  • Delete your data.
  • Get a portable copy of your data.
  • Restrict or object to some processing.

CCPA rights

  • Know what personal information we collect and use.
  • Delete personal information.
  • Opt out of certain uses, where the law gives that right.

To exercise any of these rights, email support@sitemind.bot.

8. Children

  • Our service is not directed to children under 13.
  • We do not knowingly collect personal information from children under 13.

9. Changes To This Policy

  • We may update this policy from time to time.
  • If we make changes, we will update this page and change the last updated date above.

10. Contact Us

Privacy at a glance

We collect only the data needed to run the product, support owners, and deliver lead capture.

We use trusted vendors for payments, login, calendar, ads, SMS, email, analytics, hosting, and AI processing.

If you want access, correction, deletion, or portability help, email support@sitemind.bot.