Privacy Policy

This policy explains how the QuickBooks Agent (the "App") handles information. The App is an internal tool built for and used only by ATC Mechanical Corp ("we", "us"). It connects to a single QuickBooks Online company, our own.

Information the App accesses

With our authorization through Intuit's sign-in, the App reads and writes records in our QuickBooks Online company, such as customers, jobs, vendors, products and services, invoices, estimates, bills, payments, time entries and reports. This includes names, addresses, email addresses, phone numbers and amounts belonging to our customers and vendors.

How the information is used

We use this information only to run our own bookkeeping: preparing and sending invoices and proposals, recording bills and payments, tracking job costs and producing reports. Every change to QuickBooks must be reviewed and approved by a person at ATC Mechanical Corp before it is made.

Where the information is kept

• The App runs on computers owned and controlled by ATC Mechanical Corp. It is not a hosted service.
• The language model the App uses runs on our own hardware. QuickBooks data is not sent to any outside AI or analytics service.
• The App keeps a small amount of data on those computers: the QuickBooks access credentials (encrypted with AES-256 and stored in the signed-in user's own profile folder, with the key kept in a separate file), a queue of changes awaiting approval, invoice or proposal PDFs we choose to save, and a log of failed QuickBooks requests with Intuit's reference ID, kept for troubleshooting with Intuit support. The log never contains credentials.
• The source code is kept in a private repository, and credentials and business data are never stored in it.

Sharing

We do not sell, rent or share this information with anyone. Data moves only between our computers and Intuit's QuickBooks Online service, over encrypted HTTPS connections. Invoices, proposals and reminders are emailed to our customers only when we approve sending them.

Access and security

Only the people at ATC Mechanical Corp who manage our books can use the App. Access to QuickBooks is through Intuit's OAuth sign-in, and can be revoked at any time by disconnecting the App in QuickBooks Online or from within the App (see Disconnect from QuickBooks).

Retention

Records in QuickBooks follow our normal bookkeeping retention. Disconnecting the App, from QuickBooks Online or from within the App, makes its stored credentials unusable immediately. Disconnecting from within the App also deletes those credentials and the queue of changes awaiting approval from that computer. Saved PDFs and the error log are deleted when no longer needed; the error log is capped in size and its oldest entries are removed automatically.

Changes

If this policy changes, we will update this page and its effective date.

Contact

ATC Mechanical Corp, New York
privacy@atcmechanicalcorp.net