Privacy notice

Draft for review. Fill in the bracketed details and have this notice reviewed before requesting Intuit production keys or listing the app.

Effective date: [YYYY-MM-DD]. This notice explains how QBO Tools, operated by [Company legal name] ("we"), collects, uses, stores, shares and deletes information when you connect a QuickBooks Online company to it. It covers the website at qbotools.syneo.ca and its API.

What we access, and why

You connect a QuickBooks Online company by signing in with Intuit and authorizing this app. We request only the QuickBooks Online accounting permission (com.intuit.quickbooks.accounting) and use it only for features you start:

• Connection check: we read your company profile to show the company name. We don't store it.
• Bills and expenses export: when you request an export for a period, we read that period's bills, expenses, cheques, credit card charges and credits, vendor credits and bill payments, their journal entries, your fiscal-year and currency settings, and the documents attached to those transactions. We use them to build a ZIP file (an Excel workbook and the documents) for you to download.

We don't use your QuickBooks data for anything else. We don't sell it, use it for advertising or profiling, combine it with other data, or use it to train models.

What we store, where, and for how long

Everything we store is kept in Amazon Web Services' Canada (Central) region (ca-central-1), encrypted at rest.

• QuickBooks authorization tokens and your company ID, so we can call QuickBooks on your behalf. We encrypt them ourselves (AES-256) before storing them. We delete them when you disconnect, when Intuit reports that the authorization is no longer valid, or when it expires (at most about 100 days without use). Encrypted database backups (production only) keep them for up to 35 more days.
• Export files (the ZIP described above, which can include names, amounts, memos and the contents of your attached documents, such as receipts). They're stored privately so you can download them. We offer the download for 24 hours and delete the file automatically one to two days after it's created. Disconnecting doesn't delete an export already created; it expires on the same schedule. Once you download it, the copy on your device is yours to protect.
• Export records: the period, status and counts of each export (no QuickBooks content), with your company ID encrypted. Deleted after two days.
• Sessions: a random session identifier, stored only in hashed form, linked to your connected company. Sessions end after 8 hours or when you disconnect.
• Operational logs: technical events (for example "export finished, 120 transactions") with a pseudonymous company reference. They never contain tokens, your company ID, or QuickBooks data. Kept for 90 days (production).

Who we share it with

We don't share your QuickBooks data with third parties. Your data is processed only by:

• Intuit, which provides the QuickBooks data and authorization you approve.
• Amazon Web Services, our hosting provider, which stores and processes data on our behalf in Canada. Requests to the app travel through Amazon CloudFront's network, which may route them through locations in North America and Europe. QuickBooks data isn't cached there.

We'll disclose information only if the law requires it, and we'll tell you when we're allowed to.

Cookies

We use two strictly necessary cookies and no analytics, advertising or third-party cookies or scripts:

• __Host-qbotools_session: keeps you signed in to your connected company, for up to 8 hours.
• __Host-qbotools_oauth_state: protects the QuickBooks sign-in from forgery, for up to 10 minutes.

Security

All traffic uses HTTPS (TLS 1.2 or later). Tokens and company IDs are encrypted by the app before storage, and the encryption keys are kept separately from the data. Export downloads use links that expire after 5 minutes and are issued only to a session of the company that requested the export. Access to our systems is limited to the people who operate the service.

Your choices and rights

• Disconnect at any time with the Disconnect button on the home page: it revokes our authorization at Intuit and deletes your tokens and session immediately. You can also disconnect from your QuickBooks Online account (Apps); Intuit then revokes our access at once, and we delete the unusable tokens the next time the app tries to use them, or when they expire.
• You can ask us to access, correct or delete information we hold about you, or ask questions about this notice, by contacting our person in charge of the protection of personal information: [Name or title], [privacy contact email], [mailing address]. We respond within 30 days.
• If you're not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada or, in Québec, the Commission d'accès à l'information.

The service is meant for businesses and isn't directed at children.

Changes

We'll post changes to this notice here with a new effective date.