Privacy Policy

Who we are

ExtraAgree is a UK-hosted 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, email address, hashed password, business or trading name, trade category, contact phone number and VAT number if you choose to provide one.
• 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.
• 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;
• Process subscription payments and trial periods where applicable;
• Respond to support requests and fix problems;
• Meet our legal and regulatory obligations.

Service providers and processors

We work with a small number of service providers to run ExtraAgree. They process data only on our behalf and under appropriate safeguards:

• Hosting and database. Application and database hosting is provided by Lovable Cloud / Supabase, with data stored in the United Kingdom or European Economic Area.
• 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 and approval records remain in a read-only state unless you delete your account or ask us to remove them.

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.