Privacy Policy

Who we are

ExtraAgree is a UK software service operated by Liam Chandler trading as ExtraAgree. This policy explains what personal information we collect, how we use it, and the rights available to you under UK data protection law.

What information we collect

We collect only the information needed to provide and support the ExtraAgree service.

• Account and business information. When you sign up, we collect your name and email address and use authentication information needed to secure your account. You may also provide a business or trading name, trade category, contact phone number, VAT-registration status and a default VAT rate.
• Customer information you enter. To send approval requests, you may enter your customers' names, email addresses, phone numbers, addresses and any notes you choose to add.
• Job, extra-work and approval records. We store the descriptions, prices, VAT amounts, time or project impact, photos or other evidence, approval or decline decisions, timestamps and the version of each record that the customer reviewed. If you add completion evidence after approval, that evidence is stored separately from the customer-approved version.
• Optional device location. In Quick Camera, after you take or choose a site photo, ExtraAgree may ask your device for its current location so the photo can be stored with GPS context. Your browser or device controls whether permission is granted, and the photo can still be saved without location. For completion evidence, location is requested only when you choose the location option. When location is recorded, we store the latitude, longitude and accuracy estimate reported by your device.
• Technical and service information. Our servers automatically record information such as IP addresses, browser type, request timestamps and error logs. We also use cookies and similar technologies to keep you signed in and to maintain the security of the service.

Why we process your information

We use the information above to:

• Provide, operate and secure the ExtraAgree service;
• Authenticate you and keep your account safe;
• Send approval-request emails and contractor notifications about customer decisions;
• Store the approval and completion evidence you choose to record against a job;
• Process subscription payments and trial periods where applicable;
• Respond to support requests and fix problems;
• Meet our legal and regulatory obligations.

Optional location in site photos and completion evidence

Device location is optional and is intended to give you additional context about where an evidence item was recorded. Quick Camera can attempt to request location when a site photo is selected; the permission decision remains with you and your device, and saving the photo does not depend on granting location access. Completion-evidence location is requested only when you choose to add it.

ExtraAgree stores the coordinates and accuracy estimate supplied by your device; we do not independently verify that location or treat it as proof that physical work was carried out at a particular place or time. Location recorded with evidence may appear in an evidence document that you choose to save or share. You are responsible for deciding whether recording and sharing location information is appropriate for the job and people involved.

Service providers and processors

We work with a small number of service providers to run ExtraAgree. They process data only as needed to provide their services to us and under the safeguards that apply to those services:

• Hosting and database. Application and database infrastructure is provided through Lovable Cloud / Supabase.
• Email delivery. Approval-request and notification emails are sent through our email-sending infrastructure using the notify.extraagree.co.uk domain.
• Payment processing. Subscription payments are handled by Stripe. We do not store full payment card details.
• Error reporting. We use error-reporting services to identify and fix technical problems.

Data security and retention

We protect your data using encryption in transit, access controls, row-level security in the database and regular security practices. We do not sell your personal information.

We keep your information for as long as your account is active and for a reasonable period afterwards so you can recover records, comply with legal obligations or resolve disputes. If you cancel your subscription, your jobs, extras, approval records and stored completion evidence remain in a read-only state unless you delete your account or ask us to remove them, subject to any legal reason we need to retain information.

Your UK data protection rights

Under UK data protection law you have the right to:

• Access the personal information we hold about you;
• Ask us to correct inaccurate information;
• Request erasure of your personal information in certain circumstances;
• Restrict or object to processing in certain circumstances;
• Request a portable copy of your information;
• Complain to the Information Commissioner's Office (ICO) if you believe your rights have been infringed.

Contact us about privacy

If you have any questions about this policy or want to exercise your rights, please contact us at support@extraagree.co.uk.