1. Who we are
Extrusia is a cloud-based enterprise resource planning suite for fenestration manufacturers. It is provided by [LEGAL ENTITY NAME], of [REGISTERED ADDRESS] ("Extrusia", "we", "us"). We are responsible for the personal information described in this policy, and we are the point of contact for any question about it.
2. Whose data this is
Two very different kinds of information pass through Extrusia, and they are not treated the same way.
Information we hold for ourselves
When you visit our website, ask for a demo, or sign in to a workspace, we hold a small amount of information about you: your name, your work email address, the workspace you belong to, and technical records of your visit. We decide how that is used, and this policy governs it.
Information our customers put into their workspace
A manufacturer using Extrusia enters their own business records: quotes, orders, customers, dealers, suppliers, prices, production and shipping records, employee time entries, and accounting figures. Some of that is personal information about people who are not our customers, such as a homeowner named on an order or an employee clocking on at a bench.
That data belongs to the customer, not to us. We hold and process it on their instructions so that we can run the service for them. We do not sell it, we do not use it to advertise, and we do not use one customer's business data to serve another. If you are a homeowner, dealer or employee whose details are in a manufacturer's Extrusia workspace, that manufacturer is the right first point of contact, and we will help them respond to you.
3. What we collect
| What | Examples | Why we have it |
|---|---|---|
| Account details | Name, work email address, job role, workspace, password (stored only as a cryptographic hash), and any second-factor setting | To create your sign-in, decide what you are allowed to see, and keep the account secure |
| Business records | Quotes, orders, customers, dealers, suppliers, catalogues and prices, production and shipping records, invoices, bills, payments and time entries | This is the service. Without it there is nothing to run |
| Connected accounting data | What we read from and write to QuickBooks Online, described in section 5 | To keep the books and the workspace agreeing with each other |
| Enquiries | What you type into the demo request form on extrusia.com, and emails you send us | To answer you and to keep a record of the conversation |
| Technical records | IP address, browser and device type, pages and API endpoints requested, timestamps, and error diagnostics | To keep the service running, to investigate faults, and to detect abuse |
| Audit records | Who changed what, and when, inside a workspace | Accountability. An ERP that cannot say who changed a price is not usable in a business |
We do not run advertising networks or third-party tracking pixels on extrusia.com, and we do not buy personal information about you from data brokers.
4. How we use it
- To provide the service: quoting, ordering, production, shipping, purchasing, inventory, accounting and reporting.
- To secure it: authenticating sign-ins, enforcing what each role may see, spotting unusual activity, and keeping the audit trail.
- To support you: answering questions, diagnosing faults, and restoring data.
- To operate our business: billing, subscription management, and keeping records we are required to keep.
- To improve the product: understanding which features are used and where they fail. We do this from aggregate and technical information wherever it is possible to do so.
- To communicate with you: service notices, security notices, and, if you asked for them, occasional messages about the product. You can stop the last kind at any time.
5. QuickBooks and Intuit data
A customer may connect their QuickBooks Online company to their Extrusia workspace. This section describes exactly what that connection does, because it involves a third party's system and a customer's financial records.
How the connection is made
Connecting is done through Intuit's own authorisation screen. You sign in to QuickBooks at Intuit, not at
Extrusia, and you approve the connection there. We never ask for and never receive your QuickBooks
username or password. Intuit gives us access tokens instead, and we request a single permission
scope, com.intuit.quickbooks.accounting.
What we send to QuickBooks
- Customers you invoice, as QuickBooks customer records
- Invoices you have issued in Extrusia
- Payments you have received against those invoices
What we read from QuickBooks
- Open supplier bills and vendor credits
- Your vendor list, including vendor contact details and terms
- Your Balance Sheet report, used only to check that the bills we read add up to the figure QuickBooks itself reports
The read side cannot change your books. The part of Extrusia that reads accounts payable issues no request other than a read. It cannot create, edit, void or delete anything in QuickBooks.
How the tokens are held
Access and refresh tokens are encrypted before they are stored, using AES-256-GCM with a key held outside the database. They are decrypted only at the moment they are used to make a request to Intuit. They are never shown in the application, never written to logs, and never included in an error message.
Disconnecting, and what happens then
Any administrator can disconnect QuickBooks from the Integrations screen in the workspace. When you do, we ask Intuit to revoke the authorisation and we delete every stored credential immediately. You can also disconnect from within QuickBooks itself. After disconnecting, we stop sending and stop reading. Records already created in QuickBooks stay in QuickBooks, and records already in your Extrusia workspace stay in your workspace, because both are your business records.
We do not sell QuickBooks data, we do not use it for advertising, and we do not share it with anyone except the infrastructure providers listed in section 8 who host the service on our behalf.
6. Other connected services
Some features rely on outside services. Those marked optional only run if a customer switches them on.
| Service | Used for | What it receives |
|---|---|---|
| Intuit QuickBooks Online | Accounting | As described in section 5 |
| QuickBooks Time (optional) | Plant capacity from the crew who clocked in | A read of who is on the clock and daily hours |
| Stripe | Card payments and subscriptions | Payment details, which go to Stripe directly. We do not receive or store full card numbers |
| Resend | Sending email | The recipient address and the contents of the message being sent |
| Anthropic | The Josie assistant and other AI features | See section 7 |
| Open-Meteo | Weather for the plant location | A town or city name only. No personal information |
| Social networks (optional) | Publishing marketing posts a customer has written | Only the post the customer chose to publish |
7. Artificial intelligence features
Josie and the other assistive features work by sending relevant parts of your workspace content to Anthropic's API so that a model can answer a question, draft a message, or summarise a situation.
- Only the content relevant to the request is sent. We do not upload a workspace wholesale.
- Under our agreement with the provider, content sent through the API is not used to train their models.
- AI features can be switched off for a workspace, and a customer may supply their own provider key instead of using ours.
- Assistive output can be wrong. Anything that changes records or money is presented for a person to approve, except where a customer has deliberately granted narrower automatic authority to specific named actions.
8. Who we share with
We do not sell personal information, and we never have. We share it only in these circumstances:
- Infrastructure providers who run the service for us. These are Vercel (application hosting) and Supabase (database hosting), both in the United States, together with the service providers named in section 6. They may process data only on our instructions.
- Within your own organisation, according to the role each person has been given.
- When the law requires it, such as a valid legal request. We will tell the affected customer unless we are prohibited from doing so.
- In a business transfer, if Extrusia is ever merged or acquired. Any successor would be bound by this policy until it is properly replaced, and we would give notice first.
9. How long we keep it
- Workspace business records are kept for as long as the customer's subscription is live, because they are the customer's operating records.
- After a subscription ends, the customer may request an export. We then delete the workspace and its database within 90 days, unless a longer period is required by law.
- Connected-service credentials are deleted as soon as the connection is removed.
- Technical logs are kept for a short operational period and then discarded.
- Audit records are kept for the life of the workspace. They are append-only by design, which is what makes them worth having.
10. How we protect it
- Every customer is isolated at the database. Customers are given their own database, and row-level security is enforced inside PostgreSQL as well. A request that carries no customer context returns nothing rather than defaulting to something.
- Encryption. Traffic is encrypted in transit with TLS. Credentials we hold for outside systems are encrypted at rest with AES-256-GCM. Passwords are stored only as cryptographic hashes.
- Least privilege. What each person can reach is decided by their role. Sensitive areas, such as what the company owes its suppliers, are restricted further, and shop-floor logins are limited to the bench they belong to.
- Two-factor sign-in is available for office accounts.
- Accountability. Changes are written to an audit trail in the same transaction that makes the change, so the record cannot drift from what happened.
No system is perfectly secure. If we become aware of a breach affecting personal information, we will notify affected customers without undue delay and comply with applicable law.
11. Your choices and rights
Depending on where you live, you may have the right to ask for a copy of the personal information we hold about you, to have it corrected, to have it deleted, to object to or restrict how we use it, and to withdraw consent you previously gave. You will never be treated differently for exercising these rights.
To make a request, contact us using section 13. If the information is inside a manufacturer's workspace, we will pass your request to that manufacturer and support them in answering it, because it is their record and they are the ones who decided to collect it.
You can turn off product marketing email at any time using the unsubscribe link it carries. We will still send you service and security notices, because you need those to use the account safely.
12. Location, children, and changes
Where the data lives. Extrusia is hosted in the United States. If you use it from elsewhere, your information is transferred to and processed in the United States.
Children. Extrusia is business software. It is not directed at children, and we do not knowingly collect personal information from anyone under 16.
Cookies. We use only what is necessary to keep you signed in and to remember small preferences, such as which colour theme you chose. We do not use advertising cookies.
Changes. If we change this policy we will update the date at the top. If a change materially affects how we handle personal information, we will give notice in the workspace or by email before it takes effect.
13. Contact us
Questions, requests and complaints about privacy go to:
Extrusia
[LEGAL ENTITY NAME AND REGISTERED ADDRESS]
Email: privacy@extrusia.com
We aim to answer within 30 days. If you are not satisfied with our response, you may have the right to complain to your local data protection authority.