Quickbooks Online Internal Sync Tool Privacy Policy
Privacy Policy
Effective Date: June 30, 2026
California Arborists LLC, DBA California Ecology Arborists (“Company,” “we,” “us,” or “our”) uses the QuickBooks Online Internal Sync Tool (“Tool”) for internal business purposes, including data synchronization, reporting, reconciliation, migration, billing support, accounting support, and operational administration.
The Tool is not a public application or commercial software service. It is used only by authorized Company personnel, contractors, and service providers supporting Company operations.
Data We Access
The Tool may access Company QuickBooks Online data, including:
Customer and client records.
Company names, display names, billing names, and contact names.
Email addresses, phone numbers, billing addresses, service addresses, and related contact details.
Invoices, invoice numbers, invoice dates, balances, totals, line items, payments, and related transaction details.
Products, services, items, rates, and related accounting references.
QuickBooks Online internal identifiers, including customer IDs, invoice IDs, item IDs, payment IDs, and related entity references.
Authentication and connection metadata needed to operate the Tool, including OAuth tokens, realm/company identifiers, scopes, and API configuration details.
Purpose of Use
We use data accessed through the Tool only for internal Company operations, including:
Synchronizing data between QuickBooks Online and Company-approved systems.
Maintaining operational records, client records, billing records, service records, and related internal workflows.
Creating lookup tables and references for customers, invoices, items, services, payments, and transactions.
Improving data accuracy and consistency across Company systems.
Supporting accounting, billing, reporting, reconciliation, migration, and business administration.
Troubleshooting, validating, and maintaining internal sync processes.
Data Storage and Processing
Data processed through the Tool may be stored or processed in Company-approved systems, including QuickBooks Online, Google Workspace, Google Sheets, Google Drive, Microsoft 365, Microsoft Lists, SharePoint, OneDrive, local files, CSV files, Excel files, logs, scripts, or other internal business systems approved by Company.
Credentials, OAuth tokens, API keys, and other sensitive configuration data must be stored only in Company-approved secure locations, such as a password manager, secure credential store, or restricted administrative environment.
Data Sharing
We do not sell data processed through the Tool.
We do not make the Tool available to public users.
Data processed through the Tool may be accessed only by authorized Company personnel, contractors, administrators, and service providers who need access for accounting, IT, billing, reporting, synchronization, migration, or operational support.
Data may also be processed by third-party platforms used by Company, including Intuit QuickBooks Online, Google Workspace, Microsoft 365, and other Company-approved systems.
We may disclose data if required by law, legal process, audit, regulatory obligation, or to protect Company rights and operations.
Security
Company uses reasonable administrative, technical, and operational safeguards intended to protect data processed through the Tool. These may include access controls, account permissions, OAuth authorization, restricted file sharing, credential protection, password manager storage, and revocation of unnecessary access.
Users must not store credentials, OAuth tokens, exported data, sync files, or migration files in unauthorized personal accounts or unmanaged locations.
Retention
Data processed through the Tool is retained only as long as reasonably necessary for Company’s internal synchronization, accounting, billing, reporting, audit, legal, migration, or operational purposes.
Temporary files, exports, logs, and working files should be deleted or archived according to Company policy when no longer needed.
OAuth tokens, API credentials, and app access should be revoked, rotated, or disabled when no longer required.
Access and Revocation
Company controls access to the Tool and to its QuickBooks Online account. Company may revoke the Tool’s access to QuickBooks Online through QuickBooks Online, Intuit account controls, or related administrative settings.
Access for users who no longer require the Tool should be removed from relevant Company systems.
Children’s Privacy
The Tool is not intended for children and is not directed to children. It is used only for Company’s internal business operations.
Changes to this Policy
Company may update this Privacy Policy as business, technical, legal, or operational requirements change. Updates will be posted at the location where this policy is hosted or otherwise made available to authorized users.
Contact
Questions about this Privacy Policy or the Tool may be directed to:
California Arborists LLC
DBA California Ecology Arborists
Los Angeles, California
privacy@calecoarborists.com
