Service terms · SiteManager Memory

Draft, not in force. Not yet approved by SiteManager; some parts describe measures that are still being built.

SiteManager Memory service terms

Draft of 22 October 2026

1. About these terms

1.1 These terms govern SiteManager Memory ("Memory"), provided by SiteManager NV, Dreefstraat 7A, 9260 Wichelen, Belgium, enterprise and VAT number BE-0656.994.559 ("SiteManager", "we", "us").

1.2 They supplement SiteManager's Terms of Service. For Memory, if documents conflict, this order applies: (a) a signed agreement for Memory, such as a pilot agreement; (b) the Data Processing Agreement, for personal data we process on your behalf; (c) these terms; (d) SiteManager's Terms of Service; (e) Belgian law.

1.3 Definitions:

Agency: a business that uses Memory for itself and for its clients, and may place a Memory request form ("embed") on its website.
Client: a business that holds a memory in an agency's workspace, invited by the agency or through the agency's embed.
Direct customer: a business that signs up to Memory without an agency.
Customer or you: an Agency, Client or Direct customer.
User: a person with a Memory account who acts for a Customer.
Memory (lower case memory): the record Memory builds for one website.
Output: anything Memory generates for you: business profile, llms.txt, SEO/GEO strategy and reports, website copy, chat answers, pre-call notes.

1.4 Business use only. Memory is for businesses and professionals, not consumers. By accepting these terms you confirm that you act for a business purpose, that you may bind the Customer, and that you are at least 18.

1.5 Acceptance. You accept these terms when you create an account or accept an invitation. We record the version you accepted and when.

2. The service

2.1 Memory reads the public pages of a website, can collect the business's Google rating, review count and reviews, measures SEO data, and uses AI to build a business profile, llms.txt, an SEO/GEO strategy, reports, website copy drafts and chat answers about that website. Chat actions that cost money (for example a new scan) start only after you confirm them.

2.2 Beta. Memory is in beta. Features may change, be limited or be withdrawn, and results may be incomplete. We tell you in advance about changes that reduce what you have paid for. Beta status does not limit rights that the law gives you.

2.3 We provide Memory with appropriate care, as a best-efforts obligation, in line with article 4 of SiteManager's Terms of Service. We do not promise uninterrupted availability. Maintenance and provider outages can interrupt scans and chat. Status: sitemanager.statuspage.io.

2.4 Support: support@sitemanager.io, on working days, best efforts.

2.5 We use service providers to run Memory (list: Sub-processors). We remain responsible for them towards you.

3. Accounts

3.1 Give accurate information, keep your password secret, use your own account only, and tell us at once about unauthorised use.

3.2 Agencies decide which clients they invite and manage their embed (allowed websites, texts, logo, notification address). Agency managers see the memories and requests of their clients in their workspace. They do not see a client's chat conversations.

3.3 Clients who join through an agency hold their memory; the agency is listed as technical contact and manages its daily use. If a Client leaves the agency, the memory stays in the agency's workspace; before leaving, the Client can download its documents or ask us to export or delete its data (clause 13). [to approve]

3.4 We may disable an account to protect security or other Customers (clause 12).

4. Personal data

4.1 SiteManager's privacy notice for Memory explains what we do as controller (accounts, security, service emails, usage limits).

4.2 For personal data we process on a Customer's behalf (for example names on a website the Customer adds), the Data Processing Agreement applies. It forms part of these terms.

4.3 You are responsible for having a legal basis for the websites you add and the data you enter, and for informing your own users and clients. Agencies are responsible for the privacy and cookie information on the web pages where they place an embed.

5. Websites you add and scan limits

5.1 Add only websites that you own or that you are authorised to have analysed, for example a client's website with the client's agreement.

5.2 Memory reads only publicly reachable HTTPS pages of the website's own host. It respects robots.txt, does not log in, skips admin, login, account, cart and checkout pages, and reads HTML only. Do not add a website whose public pages contain information that should not be processed (for example health records published by mistake).

5.3 Limits that apply today and may be adjusted in the app [to approve]:

at most 250 pages per free scan (3,000 for scans SiteManager runs); one scan at a time per website;
at most 100 newest Google reviews per business;
at most 3 scans per User per 24 hours, 10 free scans per hour across all Customers, and a spend limit of EUR 30 per hour for free scans across Memory;
for embed requests, the limits the Agency sets within SiteManager's maximums: by default 10 scans per hour (at most 30) and 20 free scans in total (at most 100) per embed.

5.4 We may queue, refuse or stop a scan that exceeds these limits, that could harm Memory or the scanned website, or whose website owner objects. A stopped scan keeps what was already read where possible.

6. Acceptable use

You must not, and must not let anyone:

use Memory for anything unlawful, or to infringe intellectual property, privacy or other rights;
use Memory to look up, monitor, profile or evaluate individual people, or to build lists of personal contact details;
enter special categories of personal data (such as health data) or confidential information of other people in the chat or instructions, unless you are allowed to and it is necessary;
try to reach another Customer's data, get around limits or security, or test security without our written permission;
overload Memory, or access it by automated means other than the interfaces we provide;
copy, decompile or reverse engineer Memory, except where the law allows it;
resell Memory or give access to third parties, except an Agency giving its own clients access as Memory intends;
use Output to mislead people, for example fake reviews or false claims about a business;
place hidden instructions in a website or document to manipulate Memory's AI;
place an embed on a website that is not registered for it.

7. AI-generated Output

7.1 Output is generated by AI models from the website's pages, reviews and SEO data. It can be wrong, incomplete or out of date, even where it cites sources. SEO figures are estimates from our data provider.

7.2 Check Output before you rely on it or publish it. You decide what you publish and you are responsible for it. Output is not legal, financial or other professional advice.

7.3 Memory tells Users in the chat that they are talking to an AI, and labels AI-written downloads. Where the law requires your readers to be told that a text is AI-generated, you are responsible for that when you publish it, and you must not remove technical marks that identify AI-generated content. [to approve: whether a machine-readable mark is also needed under article 50(2) of the AI Act]

7.4 Other Customers may receive similar Output.

8. Third-party data

8.1 Google reviews. Memory shows a rating, the number of reviews and recurring themes. It never shows review texts or reviewer names. Reviews are collected through a third-party service. Google's terms restrict copying Google Maps content, and we do not claim that this collection is authorised by Google. We may limit or stop this feature at any time. [to approve]

8.2 Company register. Company details come from KBO Open Data, shown with the source and date. Reuse is subject to the KBO open data licence, which forbids using the register's personal data for direct marketing.

8.3 We do not guarantee the accuracy, completeness or availability of third-party data.

9. Fees

9.1 During the free beta Memory is free. A memory is activated at no cost.

9.2 When paid use starts, the prices shown in the app before you buy apply: [FEE: proposal one-time activation EUR 75 excl. VAT per memory]; [FEE: price per embed scan, proposal EUR 3 or 5 excl. VAT]. Prices exclude VAT.

9.3 Payment by card through our payment provider. Card details go directly to the provider, never to our servers.

9.4 We announce price changes at least 30 days in advance. They apply to purchases made after that date.

9.5 We invoice electronically in the structured format the law requires. Invoices are payable as stated on them. Late payment: as in SiteManager's Terms of Service, article 5.3.

9.6 Refunds: work that fails or is cancelled is not charged. Fees paid are not refunded, except as clause 16 provides or the law requires (as in article 8.3 of SiteManager's Terms of Service). [to approve] After a full refund the memory is locked again until it is activated anew.

10. Rights in content and Output

10.1 Your content. You keep all rights in what you provide: website addresses, questions, instructions, logos and texts.

10.2 Output. As between you and us, you may use the Output generated for you for your business and your clients' businesses, without extra fees. Rights of others in the source material (website texts, reviews, register data) remain theirs.

10.3 Licence to us. You allow us to host, copy, process and transmit your content, and the website content we read for you, only to provide, secure and support Memory for you and as the Data Processing Agreement permits. We do not use your content or Output to promote SiteManager without your written consent.

10.4 No training. We do not use your content or Output to train AI models, and we use our AI providers' business services that do not train on it. [verify: the provider account setting]

10.5 Our rights. Memory, its software, prompts, design and names remain SiteManager's (as in article 11.1 of SiteManager's Terms of Service). These terms give you no rights in them beyond using Memory.

10.6 We may use your suggestions and feedback without obligation.

11. Confidentiality

Each party keeps the other's non-public information confidential, uses it only for Memory, and protects it with reasonable care, during the contract and for three years after it ends (as in article 10 of SiteManager's Terms of Service). This does not apply to information that is public or that the law requires to be disclosed.

12. Suspension

We may suspend a User, an embed or a Customer's access, in whole or in part, if this is needed to address a security risk, a serious breach of clauses 5 or 6, unpaid fees, or a legal order. We act proportionately, tell you in advance where we can, and restore access once the cause is resolved.

13. Term, termination, export and deletion

13.1 These terms apply from acceptance until ended.

13.2 You may end them at any time by e-mail to support@sitemanager.io, without notice during the free beta and with 30 days' notice for paid use. [to approve]

13.3 We may end them with 60 days' notice [to approve], for example if the beta ends, or at once if you seriously breach these terms and do not remedy it within 15 days of written notice (as in article 8.1 of SiteManager's Terms of Service).

13.4 Export. Until 30 days after the end [to approve], you can download, or ask us to export, the data you can see in Memory: the memory documents (memory.md, llms.txt, strategy and reports), saved action results, and your own conversations, in common formats (Markdown, text, JSON, CSV).

13.5 Switching. [to approve] You may ask us at any time to help you switch to another provider or to your own systems. The notice period is at most two months. After it, we give you a transition period of 30 days (longer if technically needed, with notice) to export your exportable data and digital assets listed in clause 13.4 and their metadata, in a structured, commonly used, machine-readable format, and keep them retrievable for at least 30 days. We charge no switching fee. Information on where our infrastructure is located and how we protect data against unlawful foreign government access is in our legal notice and sub-processor list.

13.6 Deletion. After the export period we delete the Customer's memories, conversations and account data within 30 days [to approve], except data we must keep by law (for example invoices). Backups expire within 14 days, plus 7 days of recovery logs. Copies at our providers are deleted as described in the sub-processor list.

13.7 Clauses 4, 7, 10, 11, 14 and 18 survive the end of these terms.

14. Liability

14.1 Our liability is assessed against our best-efforts obligation. If Memory does not perform as agreed, we first redo or correct the service. If that is not possible or reasonable, you are entitled to compensation (as in article 6.1.1 of SiteManager's Terms of Service).

14.2 Our total liability for all claims in any 12 months is limited to the higher of (a) the fees you paid for Memory in the 12 months before the claim and (b) EUR 1,000. [to approve]

14.3 We are not liable for indirect or consequential damage, such as lost profit, lost revenue, lost savings, business interruption, or claims of third parties, nor for damage caused by your use of Output without checking it (clause 7.2), by incorrect information or instructions you give, or by use in breach of clauses 5 or 6.

14.4 Nothing in these terms limits or excludes liability for fraud, intentional fault, gross fault, death or personal injury, or any liability that cannot be limited under Belgian law. [Lawyer to check against the Code of Economic Law, articles VI.91/1 to VI.91/7, and article 5.89 of the Civil Code.]

14.5 You indemnify us against third-party claims caused by content you provide, websites you add without the right to, or your use in breach of clauses 5 or 6, provided we tell you promptly about the claim and let you take part in the defence.

15. Force majeure

Neither party is liable for delays or failures caused by events beyond its reasonable control that it could not reasonably avoid or overcome, as described in article 9 of SiteManager's Terms of Service. If such an event lasts more than three months, either party may end these terms by written notice.

16. Changes to these terms

We may change these terms. We tell you by e-mail or in the app at least 30 days before a change applies. If you do not agree, you may end these terms before the change applies, and any prepaid fees for the unused period are refunded. Changes required by law or needed for security may apply sooner; we tell you as soon as we can.

17. Notices

We send notices to the e-mail address of your account. You send notices to support@sitemanager.io or by post to SiteManager NV, Dreefstraat 7A, 9260 Wichelen, Belgium. An e-mail notice counts as received one working day after it is sent.

18. Law and courts

Belgian law applies, excluding its conflict of laws rules. The courts of Ghent, Belgium have exclusive jurisdiction.

19. General

If a clause is invalid, the rest stays valid and the parties replace it with a valid clause as close as possible to its purpose. Not exercising a right is not a waiver. You may not transfer these terms without our written consent; we may transfer them to a successor of the Memory business after telling you, and you may then end them. These terms are available in English, Dutch and French; if they differ, the English version prevails. [to approve]