Privacy Policy

We collect information in the following ways:

We use the information we collect to:

• Create and manage your account and provide the Application.
• Import, synchronize, and display financial data from your connected QuickBooks Online account.
• Generate accounting reports, reconciliations, and analytics within the Application.
• Send transactional emails (e.g., password resets, security alerts, approval notifications).
• Detect, investigate, and prevent fraudulent or unauthorized activity.
• Comply with applicable legal and regulatory obligations.
• Improve, personalize, and expand the Application’s features based on aggregate, de-identified usage data.

If you are located in the European Economic Area or the United Kingdom, we process your personal data on the following legal bases:

• Contract performance: processing necessary to deliver the Application you have subscribed to.
• Legitimate interests: security, fraud prevention, and service improvement.
• Legal obligation: compliance with applicable laws.
• Consent: where you have given explicit consent (e.g., optional analytics). You may withdraw consent at any time.

We do not sell your personal data or your QuickBooks data to third parties. We may share information only as follows:

• Service providers: third-party vendors who assist us in hosting, storage, email delivery, analytics, and security — all bound by confidentiality obligations and prohibited from using your data for their own purposes.
• Intuit: OAuth tokens and API calls are exchanged with Intuit solely to fulfill the QuickBooks Online integration you authorized.
• Legal requirements: when required by law, court order, or governmental authority.
• Business transfers: in the event of a merger, acquisition, or asset sale, your data may be transferred as a business asset. We will provide notice before your data is transferred and becomes subject to a different privacy policy.
• With your consent: in any other circumstance where you have given explicit consent.

In accordance with Intuit’s platform requirements, we make the following commitments regarding data obtained through the QuickBooks APIs:

• QuickBooks data is used only to provide features and services explicitly requested by you within the Application.
• We do not use QuickBooks data for advertising or to build advertising profiles.
• We do not share QuickBooks data with data brokers or sell it to any third party.
• We do not allow humans to read your QuickBooks data unless you have given explicit permission, or it is necessary for security purposes or legal compliance.
• You may revoke the Application’s access to your QuickBooks account at any time. Revocation can be performed from the Application settings or directly through your Intuit account at accounts.intuit.com.
• Upon disconnection or account deletion, QuickBooks-sourced data is purged from our systems within 30 days unless retention is required by law.

We retain your personal data and financial records for as long as your account is active or as needed to provide the Application. If you delete your account, we will delete or anonymize your personal data within 30 days, except where retention is required by applicable law (e.g., tax or financial record-keeping obligations).

The Application uses the following types of cookies and similar technologies:

• Strictly necessary cookies: session and authentication tokens required for the Application to function. These cannot be disabled.
• Functional cookies: remember your preferences (e.g., selected company, UI settings).
• Analytics cookies: aggregate, de-identified data on feature usage. You may opt out via your browser settings or by contacting us.

We implement industry-standard technical and organizational measures to protect your data, including:

• Encryption of data in transit (TLS 1.2+).
• Encryption of sensitive data at rest, including OAuth tokens and credentials.
• Role-based access controls limiting data access to authorized personnel.
• Regular security assessments and vulnerability scanning.
• Multi-factor authentication available for all user accounts.

No method of transmission over the internet is completely secure. While we strive to protect your data, we cannot guarantee absolute security and encourage you to use a strong, unique password and enable multi-factor authentication.

Depending on your location, you may have the following rights regarding your personal data:

• Access: request a copy of the personal data we hold about you.
• Correction: request correction of inaccurate or incomplete data.
• Deletion: request deletion of your personal data, subject to legal retention requirements.
• Portability: request your data in a machine-readable format.
• Objection / Restriction: object to or request restriction of certain processing activities.
• Withdraw consent: where processing is based on consent, withdraw it at any time without affecting prior processing.

To exercise any of these rights, contact us at contact@automate-accounting.com. We will respond within 30 days.

The Application is not directed to individuals under the age of 18. We do not knowingly collect personal data from minors. If you believe we have inadvertently collected such data, please contact us and we will delete it promptly.

Your data may be processed in countries outside your own, including the United States. Where required by law, we ensure appropriate safeguards are in place for international transfers, such as Standard Contractual Clauses approved by the European Commission.

The Application may contain links to third-party websites or integrate with third-party services (including Intuit QuickBooks Online, Google Sheets, and banking data providers). This Privacy Policy does not apply to those third-party services. We encourage you to review the privacy policies of any third-party service you use.

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy within the Application or by email at least 14 days before the changes take effect. Your continued use of the Application after the effective date constitutes acceptance of the revised policy.

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact our Privacy team: