Privacy Policy

Who we are

SiteOwl is operated by SiteOwl, located in Batangas, Philippines. We provide ongoing Elementor website support and operate the SiteOwl website and client portal. For privacy questions or requests, contact our privacy contact or Data Protection Officer at privacy@siteowl.online.

This policy covers personal information we handle for our own enquiries, accounts, billing and service administration. Where we access personal information on a client’s website solely to carry out their instructions, the client remains responsible for deciding how that information is used. Any required data-processing agreement applies to that work.

Information we collect

• Enquiries: your name, email, business and website details, and anything you include in a fit-check or contact request.
• Accounts: your name, email, optional company name, account authentication records and records of your acceptance of our terms.
• Website support: website addresses, access instructions, credentials you choose to provide, task briefs, messages, feedback and uploaded files.
• Billing: selected plans, service dates, payment references, payment status, invoices and transfer receipts. Receipts may contain payer or bank details; redact unrelated transactions and unnecessary account information before uploading.
• Referrals: referral codes, the relationship between referring and new accounts, qualifying-payment status, and earned or redeemed service credits.
• Technical and security records: information needed to operate and protect the website, such as login and activity records. Our website is hosted by Hostinger, which automatically records technical information including IP addresses, browser and device information, requested pages or resources, and access dates and times. These records support website operation, troubleshooting and security.

Please do not send banking passwords, card security codes, recovery codes or unnecessary sensitive information. Use a dedicated website account with the access required for the agreed work.

Why we use information

We use information to answer enquiries, assess website suitability, create and protect accounts, deliver requested work, communicate about tasks, verify payments, maintain financial records, administer referrals and address complaints or legal obligations.

Where applicable law requires a legal basis, we rely on steps requested before a contract and performance of our agreement for account and service administration; legal obligations for required records; and legitimate interests, subject to applicable safeguards, for proportionate security and business administration. Where consent is required, we obtain it for the specific activity and allow it to be withdrawn. Acknowledging this policy is not blanket consent to unrelated processing.

We do not use personal information for promotional email campaigns, advertising tracking, behavioural profiling or AI processing. We use Hostinger’s hosting logs and built-in traffic statistics to operate, secure and understand use of our website.

Who receives information

Access is limited to people and providers who need information for the relevant purpose, including authorised SiteOwl personnel, hosting and infrastructure providers, email providers, payment and banking providers, and professional advisers where necessary. We may disclose information when legally required or reasonably necessary to establish or defend legal claims, subject to applicable law.

We use Hostinger to host our website and client portal and to provide email services. Hostinger processes information stored in these systems, including client account details, task messages, uploaded files, and email communications, as needed to provide those services.

We do not sell personal information or share it with third parties for targeted advertising.

Using a referral link allows us to associate the new account with the referrer. The referrer can see reward status and may infer that a qualifying payment has been approved; they do not receive the referred client’s payment receipt through the referral feature.

International handling

SiteOwl operates from the Philippines, where we access and process client information to provide our services. Hostinger hosts our website and client portal in Indonesia, including the hosting-side backup infrastructure confirmed for our account.

Hostinger also provides our email services. Email storage, backup replication, and support access may involve other countries through Hostinger’s affiliates and service providers.

Hostinger’s processing of personal information for its hosting and email services is governed by its Data Processing Addendum. Where applicable, this includes the EU Standard Contractual Clauses and the UK International Data Transfer Addendum for covered international transfers.

Keeping information safe

The portal includes permission checks and protected access to client files. Website credentials and payment receipts use encrypted storage in the current portal implementation. Security also depends on hosting configuration and operational practices; no system can guarantee absolute security. Contact us promptly if you suspect unauthorised account access.

How long we keep information

We keep information only for as long as needed for the purposes described above, including applicable accounting, dispute and legal requirements. Account closure does not necessarily require immediate deletion of records we must lawfully retain.

We retain personal information for the periods below, unless a legal obligation or an unresolved dispute requires us to retain specific records for longer:

• Enquiries: If you do not become a client, we delete enquiry records within 12 months of our last contact.
• Client accounts: We keep account information while you remain a client. Within 12 months of account closure, we delete or anonymise information no longer needed, while retaining any required financial or contractual records separately.
• Task messages and files: We keep these during our service relationship and for up to 12 months afterward to address follow-up questions or service issues. We may delete unnecessary copies sooner.
• Website credentials: We delete stored credentials when access is no longer needed and no later than 30 days after our service ends. You should revoke SiteOwl’s website access when the service ends.
• Payment receipts and invoices: We retain records needed for accounting and tax compliance for the period required by Philippine law, generally five years calculated from the applicable tax-return filing deadline or later filing date. Relevant records may be retained longer where required for an audit, claim or proceeding.
• Referral records: We retain these while a referral or service credit remains outstanding and for up to 12 months after redemption or final resolution, unless they form part of financial records that must be retained longer.
• Security logs controlled by SiteOwl: We retain these for up to 90 days, unless specific records are needed to investigate an incident or meet a legal obligation.

Hosting logs and backups: Hostinger manages separate hosting logs and backup systems. Their retention periods are governed by Hostinger’s service arrangements and are still being confirmed. The seven-day backup interval on our hosting plan describes backup frequency, not how long information is retained.

Deletion: We review retained information regularly and delete or irreversibly anonymise records when they are no longer required. Our cleanup process covers the client portal, email and working files under our control. Information remaining in backups is subject to the applicable backup-retention cycle. If we restore a backup, we reapply relevant deletions.

If longer retention is necessary, we limit it to the relevant information and restrict its use to the reason for retention.

Your rights and choices

Under the Philippine Data Privacy Act of 2012 and other applicable laws, rights may include being informed, access, correction, objection, erasure or blocking, data portability, and seeking damages or lodging a complaint for unlawful processing. You may also withdraw consent where processing relies on it. These rights may have lawful exceptions. Withdrawing consent does not invalidate earlier lawful processing.

Send requests to privacy@siteowl.online. We may request proportionate information to verify your identity and will respond within the period required by applicable law. You may contact the Philippine National Privacy Commission about concerns under the Data Privacy Act of 2012. You do not have to contact us first where the law permits a direct complaint.

Cookies, other sites and updates

See our Cookie Policy for information about cookies and similar technologies. Other websites and services have their own privacy notices. We update this policy when our practices change and provide any additional notice required by law. The effective date appears above.