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Effective Date: January 16, 2026

Effective Date: January 16, 2026

Privacy policy

This Privacy Policy describes how Hypha Dynamics Inc. ("Company," "we," "us," or "our") collects, uses, and shares information in connection with the SiteDNA website and software platform (the "Service").

This Privacy Policy describes how Hypha Dynamics Inc. ("Company," "we," "us," or "our") collects, uses, and shares information in connection with the SiteDNA website and software platform (the "Service").

1. Scope and Application

This Privacy Policy applies when you:

  • Visit our website

  • Create an account or use the Service

  • Communicate with us (for example, by email or through online chat)

The Service is intended for business use and is not directed to children. You must be at least 18 years old to create an account and use the Service. We do not knowingly collect personal information from anyone under 18. If we become aware that we have collected personal information from a user under 18, we will take steps to delete that information promptly.

This Privacy Policy applies when you:

  • Visit our website

  • Create an account or use the Service

  • Communicate with us (for example, by email or through online chat)

The Service is intended for business use and is not directed to children. You must be at least 18 years old to create an account and use the Service. We do not knowingly collect personal information from anyone under 18. If we become aware that we have collected personal information from a user under 18, we will take steps to delete that information promptly.

2. Information We Collect

2.1 Information You Provide to Us

We collect information you provide directly, including:

  • Name

  • Email address

  • Phone number

  • Company name

  • Company address

  • Communications you send to us (for example, support requests)

  • Authentication credentials (managed via third-party providers)

  • Other information you choose to provide in connection with your account, including account preferences, settings, and role-based access information, or through your use of the Service

2.2 Information We Collect Through Your Use of the Service

When you use the Service, we collect and store data submitted to or generated within SiteDNA, which may include:

  • Property addresses or locations

  • Photos, videos, and other media uploaded by users (and related metadata)

  • Documents and file attachments

  • Notes, inspections, reports, and audit data

  • Third-party contact information you enter (such as property owners, tenants, or vendors)

  • GPS or geolocation data (if enabled)

  • Scheduling and assignment data

  • Time stamps, device information, and activity logs

  • Search queries and in-app activity

  • Other operational metadata related to use of the Service

2.3 Information We Receive From Others

In some cases, an organization administrator or another user may provide your information to create your account or invite you to the Service.

2.4 Payment Information

Payments are processed through Stripe. We do not store or process credit card information directly.

2.1 Information You Provide to Us

We collect information you provide directly, including:

  • Name

  • Email address

  • Phone number

  • Company name

  • Company address

  • Communications you send to us (for example, support requests)

  • Authentication credentials (managed via third-party providers)

  • Other information you choose to provide in connection with your account, including account preferences, settings, and role-based access information, or through your use of the Service

2.2 Information We Collect Through Your Use of the Service

When you use the Service, we collect and store data submitted to or generated within SiteDNA, which may include:

  • Property addresses or locations

  • Photos, videos, and other media uploaded by users (and related metadata)

  • Documents and file attachments

  • Notes, inspections, reports, and audit data

  • Third-party contact information you enter (such as property owners, tenants, or vendors)

  • GPS or geolocation data (if enabled)

  • Scheduling and assignment data

  • Time stamps, device information, and activity logs

  • Search queries and in-app activity

  • Other operational metadata related to use of the Service

2.3 Information We Receive From Others

In some cases, an organization administrator or another user may provide your information to create your account or invite you to the Service.

2.4 Payment Information

Payments are processed through Stripe. We do not store or process credit card information directly.

3. Cookies, Analytics, and Tracking

We use cookies and similar technologies to operate and improve the Service.

3.1 Analytics and Engagement Tools

We use third-party tools such as:

  • Mixpanel

  • HubSpot

  • Intercom

  • Google Analytics

These tools may collect information about how you use the Service (for example, pages viewed, clicks, feature usage, IP address, device/browser information, and approximate location derived from IP address).

3.2 Your Choices

You can control cookie preferences through your browser settings. Disabling cookies may affect certain features.

If we use cookies for targeted advertising, you may have additional opt-out rights depending on where you live. See Section 9.

We use cookies and similar technologies to operate and improve the Service.

3.1 Analytics and Engagement Tools

We use third-party tools such as:

  • Mixpanel

  • HubSpot

  • Intercom

  • Google Analytics

These tools may collect information about how you use the Service (for example, pages viewed, clicks, feature usage, IP address, device/browser information, and approximate location derived from IP address).

3.2 Your Choices

You can control cookie preferences through your browser settings. Disabling cookies may affect certain features.

If we use cookies for targeted advertising, you may have additional opt-out rights depending on where you live. See Section 9.

We may offer online chat or messaging support through third-party providers, including Intercom (the "Chat Feature").

If you use the Chat Feature:

  • Chat communications are processed and stored by Intercom on our behalf

  • Chat communications may be reviewed by Company personnel

  • We may use automated or AI-assisted features provided by our service providers to help respond to inquiries and improve support

  • Chat communications are retained in accordance with Intercom's data retention practices, which may result in indefinite storage unless deletion is requested

Do not submit sensitive personal information through the Chat Feature unless expressly requested or required.

We may offer online chat or messaging support through third-party providers, including Intercom (the "Chat Feature").

If you use the Chat Feature:

  • Chat communications are processed and stored by Intercom on our behalf

  • Chat communications may be reviewed by Company personnel

  • We may use automated or AI-assisted features provided by our service providers to help respond to inquiries and improve support

  • Chat communications are retained in accordance with Intercom's data retention practices, which may result in indefinite storage unless deletion is requested

Do not submit sensitive personal information through the Chat Feature unless expressly requested or required.

4. Online Chat and Customer Support Tools

We use information we collect to:

  • Provide, operate, maintain, and secure the Service

  • Authenticate users and manage accounts

  • Provide customer support and respond to inquiries

  • Process payments and subscriptions

  • Improve and develop SiteDNA features (including product analytics)

  • Monitor usage, performance, and prevent fraud or abuse

  • Comply with legal obligations

We use information we collect to:

  • Provide, operate, maintain, and secure the Service

  • Authenticate users and manage accounts

  • Provide customer support and respond to inquiries

  • Process payments and subscriptions

  • Improve and develop SiteDNA features (including product analytics)

  • Monitor usage, performance, and prevent fraud or abuse

  • Comply with legal obligations

5. How We Use Information

Customers retain ownership of all data they upload or generate in the Service.

By using the Service, you grant the Company a limited, non-exclusive license to host, process, transmit, and display Customer Content solely as necessary to operate, support, secure, and improve the Service.

We may create and use aggregated and anonymized data for analytics, benchmarking, and product improvement and will not attempt to re-identify de-identified data.

Customers retain ownership of all data they upload or generate in the Service.

By using the Service, you grant the Company a limited, non-exclusive license to host, process, transmit, and display Customer Content solely as necessary to operate, support, secure, and improve the Service.

We may create and use aggregated and anonymized data for analytics, benchmarking, and product improvement and will not attempt to re-identify de-identified data.

6. Data Ownership and Use of Customer Content

We may update this policy to reflect changes in our services or the law. We will notify you of significant changes.

This privacy policy was last updated on December 26, 2025. If we adjust the privacy policy, we will post the most recent update date here. Once posted, the new privacy policy shall be effective immediately. 

We may update this policy to reflect changes in our services or the law. We will notify you of significant changes.

This privacy policy was last updated on December 26, 2025. If we adjust the privacy policy, we will post the most recent update date here. Once posted, the new privacy policy shall be effective immediately. 

7. How We Share Information

We do not sell personal data.

We may share information with:

  • Service providers that support hosting, analytics, payments, email delivery, and customer support

  • Professional advisors (for example, legal, accounting, or insurance advisors)

  • Authorities or third parties where required by law, regulation, or legal process

  • Parties involved in a merger, acquisition, financing, or sale of assets

We do not sell personal data.

We may share information with:

  • Service providers that support hosting, analytics, payments, email delivery, and customer support

  • Professional advisors (for example, legal, accounting, or insurance advisors)

  • Authorities or third parties where required by law, regulation, or legal process

  • Parties involved in a merger, acquisition, financing, or sale of assets

8. International Data Transfers

The Service is designed for users in the United States and Canada. Data is stored and processed in the United States using Amazon Web Services (AWS).

If you access the Service from outside the United States, your information will be transferred to and processed in the United States, which may have different data protection laws than your country of residence.

For users in Canada, we process data in accordance with applicable Canadian privacy laws, including PIPEDA.

The Service is designed for users in the United States and Canada. Data is stored and processed in the United States using Amazon Web Services (AWS).

If you access the Service from outside the United States, your information will be transferred to and processed in the United States, which may have different data protection laws than your country of residence.

For users in Canada, we process data in accordance with applicable Canadian privacy laws, including PIPEDA.

9. Your Privacy Rights and Choices

Depending on where you live, you may have rights to:

  • Access your personal information

  • Correct inaccurate personal information

  • Request deletion (subject to legal and contractual obligations)

  • Request a copy of your information (data portability)

  • Opt out of certain processing, such as targeted advertising

How to Submit a Request

Requests can be submitted to: admin@sitedna.ai

We will respond to verifiable requests within 45 days of receipt. If we need additional time, we will notify you of the extension and the reason.

To protect your privacy, we may need to verify your identity before fulfilling a request. Verification may include confirming information associated with your account or requesting additional documentation.

You may designate an authorized agent to submit a request on your behalf. Authorized agents must provide written authorization from the account holder and may be required to verify their own identity.

If we deny your request, you may appeal by contacting admin@sitedna.ai with the subject line "Privacy Request Appeal." We will respond to appeals within 45 days.

9.1 State Privacy Rights (United States)

If you are a resident of a U.S. state with applicable privacy laws (including California, Virginia, Colorado, and other states with comprehensive privacy legislation), you may have additional rights, including the right to opt out of the "sale" or "sharing" of personal information as those terms are defined under applicable law.

SiteDNA does not sell personal information for money. We do engage in targeted advertising, which may be considered "sharing" under certain state laws. To opt out, email admin@sitedna.ai with the subject line "Do Not Share My Information."

Depending on where you live, you may have rights to:

  • Access your personal information

  • Correct inaccurate personal information

  • Request deletion (subject to legal and contractual obligations)

  • Request a copy of your information (data portability)

  • Opt out of certain processing, such as targeted advertising

How to Submit a Request

Requests can be submitted to: admin@sitedna.ai

We will respond to verifiable requests within 45 days of receipt. If we need additional time, we will notify you of the extension and the reason.

To protect your privacy, we may need to verify your identity before fulfilling a request. Verification may include confirming information associated with your account or requesting additional documentation.

You may designate an authorized agent to submit a request on your behalf. Authorized agents must provide written authorization from the account holder and may be required to verify their own identity.

If we deny your request, you may appeal by contacting admin@sitedna.ai with the subject line "Privacy Request Appeal." We will respond to appeals within 45 days.

9.1 State Privacy Rights (United States)

If you are a resident of a U.S. state with applicable privacy laws (including California, Virginia, Colorado, and other states with comprehensive privacy legislation), you may have additional rights, including the right to opt out of the "sale" or "sharing" of personal information as those terms are defined under applicable law.

SiteDNA does not sell personal information for money. We do engage in targeted advertising, which may be considered "sharing" under certain state laws. To opt out, email admin@sitedna.ai with the subject line "Do Not Share My Information."

10. Data Retention

We retain information as follows:

  • Account information: Retained for the duration of your account and for 3 years after account closure for legal, tax, and compliance purposes

  • Customer Content (photos, reports, inspection data): Retained for the duration of your account and for 1 year thereafter, unless you request earlier deletion

  • Usage and analytics data: Retained for up to 3 years

  • Payment records: Retained as required by applicable tax and financial regulations (typically 7 years)

We may retain certain data longer if required by law or to resolve disputes and enforce agreements.

We retain information as follows:

  • Account information: Retained for the duration of your account and for 3 years after account closure for legal, tax, and compliance purposes

  • Customer Content (photos, reports, inspection data): Retained for the duration of your account and for 1 year thereafter, unless you request earlier deletion

  • Usage and analytics data: Retained for up to 3 years

  • Payment records: Retained as required by applicable tax and financial regulations (typically 7 years)

We may retain certain data longer if required by law or to resolve disputes and enforce agreements.

11. Security

We maintain commercially reasonable administrative, technical, and physical safeguards designed to protect information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

In the event of a data breach affecting your personal information, we will notify you as required by applicable law.

We maintain commercially reasonable administrative, technical, and physical safeguards designed to protect information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

In the event of a data breach affecting your personal information, we will notify you as required by applicable law.

12. Updates to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email to the address associated with your account and by posting the updated policy on our website with a revised effective date.

Your continued use of the Service after the effective date of any changes constitutes acceptance of the updated Privacy Policy. If you do not agree to the changes, you should discontinue use of the Service.

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email to the address associated with your account and by posting the updated policy on our website with a revised effective date.

Your continued use of the Service after the effective date of any changes constitutes acceptance of the updated Privacy Policy. If you do not agree to the changes, you should discontinue use of the Service.

13. Contact Information

Hypha Dynamics Inc.
5900 Balcones Drive # 30345
Austin, Texas 78731 United States
Email: admin@sitedna.ai

Hypha Dynamics Inc.
5900 Balcones Drive # 30345
Austin, Texas 78731 United States
Email: admin@sitedna.ai

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Manage more properties. Close more enhancements. Stress less.

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Manage more properties. Close more enhancements. Stress less.

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