Privacy policy
Last updated [date]
Scrub Solutions LLC ("we") runs AutoBooks, a service that suggests categories for expenses in a client's QuickBooks Online company and posts the categories a person approves. This policy explains what information AutoBooks handles and how it is protected.
What we collect
- Login details for each user: name, email address, a one-way scrambled form of the password (never the password itself) and the two-step login key, which is stored encrypted.
- The connection keys Intuit issues when a QuickBooks company is connected. They are stored encrypted. We never see or store your Intuit password.
- From your QuickBooks company: the company name, the chart of accounts, and expense transactions for the review period (date, amount, payee, description, memo and category).
- A record of activity: logins with the internet address they came from, connections, and every category approved, changed or skipped, with who did it and when.
How we use it
Only to provide the service: to suggest categories, to post approved categories to your QuickBooks company, to show your reports, and to keep a record of who approved what. We do not sell information or use it for advertising.
Who else handles it
- Intuit, because the information comes from and returns to your QuickBooks Online company.
- Our hosting provider, [Render Services, Inc.], which runs the AutoBooks servers in the United States.
- Our AI provider, [Anthropic, PBC], which receives the transaction details that need a suggestion, together with your chart of accounts. Under its commercial terms it does not use this information to train its models and deletes it within 30 days.
How it is protected
All traffic uses HTTPS. QuickBooks connection keys and two-step login keys are encrypted in storage, backups are encrypted, every login requires a password and a code from an authenticator app, and repeated wrong passwords lock the login for a period. Each client can see only its own company.
How long we keep it
[While you use the service, and for [number] years after it ends for the activity record, as our professional obligations require. Other information is deleted within [number] days after the service ends.]
Disconnecting
You can disconnect AutoBooks at any time from the Apps area of QuickBooks Online or by asking us. Once disconnected, AutoBooks can no longer read or change your books.
Contact
Questions or requests: amariadvisory@gmail.com, [mailing address].