Privacy Policy

1. Information We Collect

We collect only the information necessary to deliver and improve our Services. This includes:

1a. Business and Account Information

• Business name, owner name, email address, and phone number
• Business address, service area, and hours of operation
• Website URL and social media account handles
• Billing and payment information (processed securely through our payment provider; we do not store full card numbers)
• Account credentials and authentication tokens

1b. Third-Party Platform Access Tokens

When you connect your accounts on Facebook, Instagram, LinkedIn, Google, or WhatsApp to ExtraHandz, we receive and securely store OAuth access tokens that allow our Agents to act on your behalf. We request only the minimum permissions required to deliver each Agent's functionality. These tokens are encrypted at rest and refreshed automatically on a scheduled basis.

1c. Agent-Collected Data (Earl Scanning)

When you onboard with ExtraHandz, our Earl Agent automatically scans publicly available data sources associated with your business, including:

• Your business website content and SEO metadata
• Your Google Business Profile (name, address, hours, reviews, ratings, photos)
• Publicly visible Facebook and Instagram posts and engagement metrics
• Online review platforms (Google, Facebook) for ratings and review content
• Publicly available competitive landscape data for similar businesses in your area

Earl only accesses publicly available data. It does not access private accounts, private messages, or any data that requires login credentials beyond what you have explicitly authorized.

1d. WhatsApp Communications

ExtraHandz delivers its primary customer experience through WhatsApp Business. When you interact with our platform via WhatsApp, we collect and store the content of those messages to deliver responses, maintain conversation context, and improve Agent performance. Message history is retained for the duration of your active subscription.

1e. Facebook Platform Data

When you connect your Facebook Page to ExtraHandz, we may access certain Page data, including Page information, posts, and customer comments. This data is used solely to provide the core functionality of the service — such as publishing posts and responding to comments on behalf of your business.

We do not use Facebook Platform data for advertising, resale, profiling, or any purpose unrelated to the specific actions you have requested. All actions performed using Facebook data are initiated or enabled by you, the business user, who remains in full control of your Page and connected data at all times.

You can disconnect your Facebook Page from ExtraHandz at any time through your account settings or directly through Facebook's App Settings. Upon disconnection, ExtraHandz will immediately cease accessing your Page data, and any stored Facebook data will be deleted or rendered inaccessible, except as required for legal or operational compliance purposes.

Users interact with ExtraHandz services via messaging platforms such as WhatsApp to manage their connected Facebook Page and other social accounts. All Page actions — including posts, comment responses, and engagement — are performed only in response to business user instructions.

1f. Usage and Technical Data

• IP address and device type when accessing our web properties
• Pages visited, features used, and time spent on extrahandz.com
• Browser type and operating system
• Cookies and similar tracking technologies (see Section 5)

2. How We Use Your Information

We use the information we collect for the following purposes:

• To deliver, configure, and operate ExtraHandz Agents on your behalf
• To authenticate and maintain connections to your third-party platform accounts
• To generate the Earl online presence report and score for your business
• To publish social media content, manage your Google Business Profile, and perform other authorized Agent actions
• To send you account notifications, billing communications, and service updates via email and WhatsApp
• To provide customer support and respond to your inquiries
• To improve and train our AI models using anonymized, aggregated, and de-identified data
• To detect, investigate, and prevent fraud, abuse, or security incidents
• To comply with applicable legal obligations

We do not use your business information for advertising purposes unrelated to ExtraHandz Services, and we do not sell your personal information to any third party.

3. How We Share Your Information

ExtraHandz does not sell your personal information. We may share your information only in the following limited circumstances:

3a. Service Providers

We work with trusted third-party vendors who help us operate our platform, including hosting providers, payment processors, analytics services, and AI infrastructure providers. These vendors are contractually required to handle your data only as directed by ExtraHandz and in accordance with this Policy.

3b. Third-Party Platforms

When our Agents post content, respond to messages, or take other actions on your behalf, data is necessarily transmitted to and processed by the relevant Third-Party Platform (Meta, Google, LinkedIn, WhatsApp). Your use of those platforms is also governed by their respective privacy policies.

3c. Legal Compliance

We may disclose your information if required to do so by law, regulation, court order, or government authority, or if we believe in good faith that disclosure is necessary to protect the rights, property, or safety of ExtraHandz, our customers, or the public.

3d. Business Transfers

In the event of a merger, acquisition, sale of assets, or similar corporate transaction, your information may be transferred to the successor entity. We will provide notice before your information is transferred and becomes subject to a different privacy policy.

4. Data Retention

We retain your data for as long as your account is active and for a reasonable period thereafter to fulfill legal and business obligations. Specific retention periods include:

• Account and business information: Retained for the duration of your subscription plus 90 days after cancellation, after which it is deleted upon request or automatically purged
• Third-party platform access tokens: Deleted within 7 days of account cancellation or platform disconnection
• WhatsApp message history: Retained for the duration of your active subscription
• Earl scan data and reports: Retained for the duration of your subscription and available for export within 30 days of cancellation
• Billing records: Retained for 7 years as required by applicable tax and financial regulations
• Anonymized and aggregated data: May be retained indefinitely for AI model improvement purposes

You may request deletion of your personal data at any time by contacting us at support@extrahandz.com. We will process deletion requests within 30 days, subject to any legal retention requirements.

5. Cookies and Tracking Technologies

Our website at extrahandz.com uses cookies and similar tracking technologies to enhance your experience and understand how our site is used. We use the following types of cookies:

• Essential cookies — Required for the website to function properly (e.g., session management, security)
• Analytics cookies — Used to understand visitor behavior and improve our website (e.g., HubSpot analytics)
• Marketing cookies — Used to track interactions with our marketing content and measure campaign effectiveness

You can control cookie preferences through your browser settings. Note that disabling certain cookies may affect the functionality of our website. We honor Do Not Track signals where technically feasible.

6. Data Security

ExtraHandz implements commercially reasonable technical and organizational security measures to protect your information, including:

• Encryption of third-party platform OAuth tokens at rest
• Encrypted communications (TLS/HTTPS) for all data in transit
• Access controls limiting employee access to customer data on a need-to-know basis
• Regular security reviews of our infrastructure and third-party integrations
• Secure secrets management for API keys and credentials

No system is completely secure. While we take every reasonable precaution, we cannot guarantee absolute security of your data. In the event of a data breach that affects your personal information, we will notify you as required by applicable law.

7. Your Privacy Rights

Depending on your location, you may have the following rights with respect to your personal information:

7a. General Rights

• Access — Request a copy of the personal information we hold about you
• Correction — Request correction of inaccurate or incomplete information
• Deletion — Request deletion of your personal information, subject to legal retention requirements
• Portability — Request a machine-readable export of your data
• Objection — Object to certain types of processing, including direct marketing
• Restriction — Request that we restrict processing of your data in certain circumstances

7b. California Residents (CCPA)

If you are a California resident or operate a business with California customers, you have additional rights under the California Consumer Privacy Act (CCPA):

• The right to know what personal information is collected, used, shared, or sold
• The right to delete personal information we have collected
• The right to opt out of the sale of personal information (ExtraHandz does not sell personal information)
• The right to non-discrimination for exercising your CCPA rights

To exercise any of these rights, contact us at support@extrahandz.com. We will respond to verified requests within 45 days as required by the CCPA.

7c. Texas Residents

Texas residents may also have rights under the Texas Data Privacy and Security Act (TDPSA), including the right to access, correct, delete, and port your personal data, and to opt out of targeted advertising. To exercise these rights, contact us at support@extrahandz.com.

8. Children's Privacy

ExtraHandz Services are intended for use by business owners and are not directed to individuals under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that a child under 13 has provided us with personal information, we will delete it promptly. If you believe we have inadvertently collected such information, please contact us at support@extrahandz.com.

9. Third-Party Links and Services

Our website and Agent communications may contain links to third-party websites or reference third-party services (Facebook, Google, LinkedIn, WhatsApp). This Privacy Policy does not apply to those third-party services. We encourage you to review the privacy policies of any third-party platforms you connect to ExtraHandz, as their data practices are governed independently.

10. Changes to This Policy

ExtraHandz may update this Privacy Policy from time to time to reflect changes in our practices, technology, or applicable law. When we make material changes, we will update the Effective Date at the top of this Policy and, where appropriate, notify you directly via email or WhatsApp. Your continued use of our Services after any changes take effect constitutes your acceptance of the updated Policy.

11. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us:

• Email: support@extrahandz.com
• Mailing Address: ExtraHandz LLC, 2011 County Road 432, Taylor, Texas 76574
• Website: extrahandz.com
• Phone: (512) 677-4586

We are committed to responding to all privacy-related inquiries within 2 business days.