Data Processing Addendum

1. Parties and scope

This addendum is between you (the "Customer", acting as controller) and Essence Apps, a sole trader based in the United Kingdom, of 13 Westgate Grove, Lofthouse, Wakefield, WF3 3NP, West Yorkshire, United Kingdom (the "Processor"). It forms part of our Terms of Service and applies automatically when you use HandyQuote to process personal data about third parties, such as your own clients. It takes effect from 17 August 2026 or the date you accepted the Terms, whichever is later. No signature is required.

2. Subject matter and duration

We process personal data only to provide HandyQuote to you: storing your business settings, calculating quotes, generating estimates, saving quotes and materials, and providing support. Processing lasts for as long as your account is open.

3. Nature of the data

• Categories of data subject — your clients and prospective clients, and the members of your team who use your account.
• Categories of personal data — client name, job location or area, job descriptions you write, and quote values.
• Special category data — none. You must not enter special category data into HandyQuote.

4. Our obligations

• We process personal data only on your documented instructions, which include your use of the app's features, unless required otherwise by law (in which case we will tell you unless prohibited).
• We keep personal data confidential and ensure anyone with access is bound by confidentiality.
• We implement appropriate technical and organisational measures: encryption in transit and at rest, row-level access rules so each account can read only its own data, hashed passwords, least-privilege administrative access and audit logging.
• We assist you, so far as reasonable, with data subject requests, data protection impact assessments and consultations with the ICO.
• We notify you without undue delay, and in any event within 48 hours, if we become aware of a personal data breach affecting your data, with the information you need to meet your own reporting duties.

5. Your obligations

• You confirm you have a lawful basis to collect and enter the client data you put into HandyQuote, and that you provide your clients with any privacy information required.
• You are responsible for the accuracy of that data and for entering only what is necessary.
• You must keep account credentials secure and remove access for team members who no longer need it.

6. Sub-processors

You authorise us to use the following categories of sub-processor, each under a written contract with equivalent obligations:

• Application hosting, database and authentication provider — stores account data, settings, quotes and support tickets.
• Payment provider — subscription billing and card processing (billing data only; no client records).
• AI provider — receives the job description and job area you submit when you request a time, material or market estimate. Data is not used to train public models.
• Built-in email delivery service — sends account and support emails.

We will give you notice of any new sub-processor through the app or by email. If you reasonably object on data protection grounds, you may terminate your subscription and we will refund the unused part of your paid period.

7. International transfers

Some sub-processors process data outside the UK. Where they do, transfers are made under an adequacy decision or the UK International Data Transfer Agreement / Addendum to the EU Standard Contractual Clauses, together with any additional safeguards required.

8. Audit and information

On reasonable written request, and no more than once a year unless required by a regulator, we will provide the information you need to demonstrate compliance with this addendum, including summaries of our security measures and those of our sub-processors.

9. Deletion and return

You can export or delete data at any time from within the app. When your account is deleted, we permanently remove the personal data we process on your behalf, except where we must keep records by law (for example billing records for 6 years). On request we will confirm deletion in writing.

10. Liability and precedence

Liability under this addendum is subject to the limits in our Terms of Service. If this addendum conflicts with the Terms or the Privacy Policy on the processing of client personal data, this addendum prevails.

11. Contact

Data protection queries, breach questions and audit requests should be sent through the Support page, or by post to Essence Apps, 13 Westgate Grove, Lofthouse, Wakefield, WF3 3NP, West Yorkshire, United Kingdom. If you need a countersigned copy of this addendum for your records, ask us through Support.