Privacy Policy

1. Who we are and our roles

sqlbook is a product by Sitelabs, the trading name of Christopher John Pattison, a sole trader registered in the Netherlands.

This policy covers personal information about website visitors, account users, business contacts and people who contact us. Sitelabs is the controller for account administration, its customer relationship, security, service communications, internal product measurements and legal compliance.

For personal information the Customer supplies or connects for its workspace (“Customer Personal Data”), Sitelabs normally acts as a processor on the Customer’s instructions. The Customer determines why that content is processed and must have authority and a lawful basis for it. The Data Processing Agreement governs that processing. A person whose information appears in a Customer’s dataset should normally direct a request to that Customer; we assist as required under the DPA.

sqlbook account use is intended for business and professional users aged 18 or older. Customer datasets may contain information about other people; the Customer must assess whether its use is lawful and appropriate.

2. Information we handle

• Account and access information: name, email, preferred language, memberships, roles, settings, sign-in state, invitations and the timestamp and version of terms acceptance.
• Workspace content: uploaded files, selected synchronized data, datasource configuration, encrypted authorization credentials, schema, saved SQL, selected query results, dashboards, visualizations, Data Context, chat prompts, history and attachments. This may include personal information in a Customer’s source data.
• Customer and support correspondence: contacts, pilot orders, invoicing information and messages or attachments you choose to send us.
• Technical and security information: IP addresses, request headers, routes, request identifiers, errors, stack traces and bounded diagnostic information needed to serve, secure and troubleshoot the service. Exceptional diagnostic paths can include an account email or internal identifiers.
• Internal product measurements: allowlisted service events with pseudonymous user/workspace identifiers and limited role, language, performance and outcome information. These measurements exclude names, email addresses, IP addresses, browser identifiers, SQL, query rows, chat text and credentials.

Information comes from you, authorized workspace members, Customer-directed sources and service operation. Live database connections do not copy the entire external database. Uploaded and synchronized sources store the approved content needed for the workspace feature.

3. Purposes and legal bases

For information we control, we use the following purposes and legal bases under the GDPR where applicable:

Accounts, authentication and the agreed service

We administer accounts, access, requested features and essential service messages to perform our agreement with you, or take steps you request before an agreement. Where the contract is with your employer or another business, our legitimate interest is providing and administering that business service and its authorized users.

Security, support and reliability

We prevent abuse, investigate errors, respond to requests and operate the service based on our legitimate interests in protecting users, troubleshooting faults and maintaining a useful, reliable product.

Internal product measurement

We measure feature adoption, performance and product usefulness based on our legitimate interests in improving sqlbook, using limited pseudonymous events rather than Customer content.

Business administration and legal obligations

We administer pilot agreements and payments to perform the agreement and maintain necessary business records. We comply with applicable tax, accounting, legal and regulatory obligations and may preserve information needed for legal claims.

Uses requiring consent

Where a use legally requires consent, we request it separately and you may withdraw it. Acknowledging this policy does not subscribe you to marketing or authorize unrelated processing.

Necessary account and contact information is required to provide an account or enter a pilot agreement. Without it, we may be unable to provide the requested service. Datasource connections, publication, AI requests and optional Google change detection are choices controlled by authorized users. We do not use this information to make solely automated decisions with legal or similarly significant effects on you.

4. Google Sheets

Connecting Google is optional. We request Google identity information and permission for the specific Drive files you select through Google Picker. The selected-file scope includes editing permission; sqlbook implements read operations and does not edit your spreadsheet. Authorization tokens are encrypted when stored. Selected ranges and the metadata needed to interpret them are imported into a private workspace replica.

Refresh is manual by default. Optional change detection checks Google Drive change notifications and marks an update as available; it does not automatically import cell changes. Structural changes require review before a replacement copy is approved. Connection and incident notices can be sent according to the feature and notification settings.

Remove a connection in sqlbook or revoke authorization in your Google Account to stop provider access. Revocation does not itself delete data already imported into the workspace. Use datasource/workspace deletion or ask the workspace administrator to remove that copied data. Deleting a sqlbook datasource does not delete the original Google file.

We use information received from Google APIs only for the selected user-facing features, including imports, queries, requested analysis, dashboards and optional change detection. Our use and transfer of that information adhere to the Google API Services User Data Policy and the Google Workspace API user data policy, including Limited Use requirements. We do not sell Google user data, use it for advertising, or use it to develop, improve or train general-purpose AI or machine-learning models. Transfers and human access are limited to the circumstances those policies permit.

5. AI features

When you request AI features, relevant prompts, conversation history, schema, SQL, selected query results, images and other feature context may be sent to OpenAI to generate the response. Some features use only limited metadata, such as query titles or product strings. Uploading a file or connecting a source alone does not send its complete contents to AI.

Our API requests disable response application storage. Provider security and abuse-monitoring retention can still apply; this is not a promise of zero retention. sqlbook stores the history and outputs needed for its own chat and workspace features under the retention and deletion rules below. Do not supply content to an AI feature unless you are authorized to do so.

6. Sharing and service providers

Access to source data is controlled by workspace roles and datasource read permissions. Access to published dashboards is governed by separate sharing settings. Changing datasource read permissions does not automatically revoke access to separately shared dashboard results. Public dashboards can be accessed publicly; standalone visualizations shared by link can be accessed by anyone who obtains their link. Email invitations and notifications disclose the included information to the intended recipients. A recipient may retain or forward information independently.

We use the following providers for the information needed to operate their services:

• Render: application hosting, databases, background services and infrastructure logs.
• Scaleway: private file, replica and attachment storage, published result storage and delivery.
• OpenAI: the relevant content used for requested AI features.
• AhaSend: recipient addresses, service-email content and delivery information.
• Sentry: application error and performance diagnostics and uptime monitoring.

Support correspondence is handled through our email service. Google Fonts receives browser requests as explained below. Customer-selected databases, Google Sheets, Stripe, HubSpot, remote content providers and recipients are destinations chosen through the Customer’s use of the service; they are distinct from providers we select to operate sqlbook. Customer-directed services apply their own privacy terms to their own processing.

We may disclose information where required by law, to respond to a lawful request, or where necessary and lawful to protect rights or security. We do not sell personal information. A proposed business transfer must comply with applicable confidentiality and data-protection obligations; it does not automatically change a signed pilot’s supplier.

7. International processing

Providers may process information outside the Netherlands or your country, including in the European Economic Area and the United States. A European storage location does not necessarily prevent international support or other provider processing.

Where a transfer is restricted by applicable data-protection law, Sitelabs must establish an applicable transfer mechanism before making it, such as an adequacy decision where it applies or appropriate contractual safeguards. Contact us for information about the applicable safeguards and how to obtain a copy, subject to necessary redactions.

Provider details: exact production locations, accepted provider arrangements and transfer mechanisms are still being confirmed. Contact us for current details. This policy does not represent that every provider safeguard has already been accepted or verified.

8. Retention and deletion

We retain account, workspace and business information while needed for the service, our legitimate operational purposes or applicable legal obligations. The relevant criteria include whether the account/workspace remains active, Customer instructions, security or support needs, and legally required business-record retention.

• Workspace content: retained until deleted through authorized controls or handled on termination under the DPA. Finalized uploads and approved synchronized copies remain workspace content while their datasource exists.
• Individual account deletion: deletes or redacts live identity and private content. Collaborative content owned by a surviving workspace can remain with attribution removed or shown as “Former member”.
• Datasource and workspace deletion: removes the relevant stored content through the application’s deletion process, including its object-storage copies. This does not erase originals held in a Customer’s connected service or copies already obtained by recipients.
• Internal analytics: raw pseudonymous product events are retained for up to 730 days under the default retention setting. Aggregate product measurements may be retained without a fixed expiry; they exclude underlying Customer content and account profile details.
• Backups and provider records: deleted records can remain in time-limited backups until rotation; the documented database recovery window is up to three days. Diagnostic records, email-provider records and recipient copies have separate retention processes and may not disappear when a live account is deleted.

Account closure does not erase information we must retain by law or reasonably need for a legal claim. Retained information remains restricted to the purpose requiring retention. For a paid pilot, arrange data return before access ends; the agreement does not provide an additional retrieval window.

Retention details: production log, support-mailbox and provider retention settings, and the applicable business-record schedule, are still being confirmed. Contact us for current details.

9. Cookies, browser storage and fonts

sqlbook uses an encrypted session cookie for authentication and essential application state, with a 24-hour expiry. Browser storage also supports application preferences, such as display settings. Blocking essential storage may prevent sign-in or parts of the service from working. Our internal product measurements are generated on the server; we do not install third-party advertising or browser analytics trackers.

The current website and dashboard pages load font styles and files from Google Fonts. Your browser contacts Google to retrieve those fonts and supplies technical request information, including its IP address and browser headers. Loading a font does not send your workspace datasets or the page’s layout to Google. See Google’s font privacy explanation.

Customer-selected remote images and embedded content can make a viewer’s browser contact their hosts and may use those providers’ cookies or other technologies. The dashboard author selects that external content; sqlbook does not control those providers’ independent practices. Optional marketing subscriptions or non-essential tracking, if introduced, require their own notices and any legally required consent.

10. Security

We use HTTPS, encrypted stored connection credentials, workspace permissions, private storage for non-public content, query restrictions and diagnostic filtering to protect information. Access is limited according to the service feature and user role. The DPA describes the current technical measures for Customer Personal Data. No service can guarantee absolute security.

11. Your choices and rights

Depending on applicable law and the processing involved, you can request access, correction, erasure or a portable copy of your personal information; restriction of processing; or object to processing based on legitimate interests. Where processing relies on consent, you can withdraw it without affecting the lawfulness of earlier processing. These rights have legal conditions and exceptions.

Contact hello@sqlbook.com. We may request proportionate information to verify your identity and will respond within the time required by applicable law, normally one month for GDPR requests, with any permitted extension explained. For Customer-controlled dataset content, contact the workspace Customer; we assist it with its obligations.

You may complain to the Dutch Autoriteit Persoonsgegevens or another competent supervisory authority, including one in the EU country where you live or work or where an alleged infringement occurred.

12. Changes and contact

We will update this policy when our practices change, show the revised version and date, and communicate material changes where required by law. Updating the policy does not expand processing permissions beyond applicable law or silently amend a signed pilot agreement.

For service, legal or privacy questions, contact Sitelabs at hello@sqlbook.com. The Terms of Service explain the commercial relationship.