Privacy Policy — AGSF Accounting Bridge
Effective date: [Pending decision P10: effective date and last updated date; set on approval] · Last updated: [Pending decision P10: effective date and last updated date; set on approval]
1. Who we are
ACCOUNTING GROUP OF SOUTH FLORIDA LLC, a Florida limited liability company (“AGSF”, “we”, “us”), is an accounting firm at 20200 West Dixie Highway, Ste 902, Aventura, FL 33180. Contact for privacy matters and security reports: alex@agosfl.com. When we work with the QuickBooks Online company of a client, we process the information it contains on behalf of that client and under its instructions; the client remains responsible for its own records and for its relationship with the people whose information appears in them.
2. What this policy covers
This policy covers AGSF Accounting Bridge (the “Service”), a private service that we operate on a hosted server so that our authorized staff can work, through an artificial intelligence assistant, with the QuickBooks Online company of AGSF and with the QuickBooks Online companies of clients that have authorized us in writing. The Service is not distributed, not sold, not listed on any marketplace and has no public sign-up; clients do not operate it. It also covers the public pages where this policy is published. It does not cover QuickBooks Online itself, which Intuit Inc. operates under its own privacy statement (https://www.intuit.com/privacy/), nor any other business process or system of AGSF.
3. What information the Service handles
- Information in QuickBooks records. Through the single scope
com.intuit.quickbooks.accounting, the Service can read and change the records of each connected company: names, business names, email addresses, telephone numbers and addresses of customers, vendors, contractors and employees of AGSF and of its clients, and business and financial information such as invoices, bills, line items, amounts, balances, payments, journal entries, accounts and attachment details. - Information about our staff. For each staff member who uses the Service: their Microsoft account identifier, name, email address, role, whether they are active, which companies they may use, and their activity in the Service.
- Connection information. For each connected company: the credentials issued by Intuit, the company's QuickBooks identifier (Company ID) and name, and where the client's written authorization is kept.
4. What the Service stores, and where
The Service stores the following in its database, on servers of Amazon Web Services [Pending decision P9: hosting region of Amazon Web Services; set in stage E3]:
| What | Details |
|---|---|
| QuickBooks connection credentials | Access and refresh tokens issued by Intuit for each connected company, encrypted by the Service before they are saved, with their expiry dates; the company's Company ID, name and type (test or real), and its settings in the Service. |
| Connection requests | For each connection a firm administrator starts: the expected Company ID and name, where the client's written authorization is kept, who started it and when. |
| Staff records | Microsoft account identifier, name, email address, role, active status and company access of each staff member. |
| Activity log | For each use of the Service: who, which company, which action, the result, whether it was simulated, a short technical note, Intuit's reference number when there is one, and a one-way fingerprint (hash) of what was asked. It is designed not to contain the contents of QuickBooks records. |
| Changes awaiting approval | The exact change a staff member prepared, encrypted, until it is approved or expires (10 minutes). |
| Read counts | How many QuickBooks reads were made per company, per staff member and per month. |
| Protected accounts | QuickBooks account numbers that changes through the Service may not touch, with the reason and who added them. |
| Report figures | When a firm administrator requests a Profit and Loss report: the account names and period totals of that company. |
| Administrator sessions | A one-way fingerprint (hash) of each session identifier and the times of sign-in and last activity. |
In addition, the server keeps request logs for each company in files: the time, type and address of each request to Intuit (the address includes the Company ID), the result and Intuit's reference number; for changes, the record type, its identifier and the names, not the values, of the fields sent; and the error messages returned by Intuit, which can include details of records. The server and Amazon Web Services also record technical information about visits and requests, such as IP addresses, the addresses requested and times. The authoritative copy of the accounting data stays in QuickBooks Online; the Service does not keep a copy of QuickBooks records beyond what this section lists.
5. What the Service does not do
- It does not ask for payment card numbers, bank account or routing numbers, or Social Security Numbers, and has no function dedicated to them. Records returned by QuickBooks are passed on as QuickBooks provides them.
- It requests no Intuit identity scopes (OpenID, profile, email, phone or address) and no QuickBooks Payments or Payroll scopes.
- It contains no analytics, advertising or tracking. The public pages set no cookies and run no scripts. The administration screens, used only by firm administrators, set one session cookie and one short-lived sign-in cookie, both needed to sign in.
- It is not used for marketing, profiling, automated decisions about people, credit scoring or advertising, and AGSF does not use the information to train any machine learning model.
6. Why we process this information
To provide the accounting and bookkeeping services each client engaged us for, and to run our own accounting: preparing and issuing invoices, recording bills and payments, managing receivables and payables, posting journal entries and producing reports. The information of each client is used only for the work of that client. When we process information on behalf of a client, we do so as its service provider, under a written engagement. We do not sell personal information and do not share it for targeted advertising.
7. Who the information is shared with
The Service involves these service providers:
- Intuit Inc. (QuickBooks Online): the Service reads from and writes to QuickBooks through Intuit's API, as approved by our staff.
- Amazon Web Services, Inc.: hosts the server and the database described in section 4.
- Microsoft Corporation: our staff sign in with accounts of our Microsoft 365 organization, so Microsoft verifies who they are. The Service does not send QuickBooks records to Microsoft.
- Anthropic, PBC [Pending decision P8: whether these pages name the AI provider; this draft names it; the alternative wording is “a third-party artificial intelligence service provider”]: our staff use the Service through Claude, Anthropic's artificial intelligence assistant, under the commercial terms of our Claude Enterprise plan. When a staff member asks Claude about a company, the QuickBooks records the Service returns, including personal information described in section 3, are transmitted to and processed by Anthropic [Pending decision P7: where Anthropic processes the data under the firm's Claude Enterprise plan; to be confirmed in that plan's terms]. This happens only on the direct instruction of our staff, and it is a disclosure to a third party.
The records of one client are used only for the work of that client and are not disclosed to another client; each person can use only the companies an administrator has given them access to. We may also disclose information when required by law (for example, a valid subpoena, court order or tax authority request) or to our professional advisers bound by confidentiality. There are no other service providers, analytics providers, advertising networks or data brokers in the Service.
8. How the information is protected
We describe only measures that exist:
- Staff sign in with their firm Microsoft 365 accounts, and our Microsoft 365 sign-in rules apply. The Service then checks each request against its own list of people, roles and company access; a person sees no company until an administrator gives them access. The administration screens are for firm administrators only, and their sessions end after 30 minutes without activity and after 8 hours at most.
- QuickBooks connection credentials and changes awaiting approval are encrypted by the Service with a key that is kept outside the database. The Service's connections to Intuit use HTTPS.
- Nothing is changed in QuickBooks without a preview and a one-time approval issued by the Service for that exact change, valid for 10 minutes. Each company starts in practice mode, where approved changes are only simulated. Deleting, voiding and emailing documents are off for each company until an administrator turns them on. Administrators can protect accounts, such as client trust (IOLTA) accounts, so that no change through the Service touches them.
- The activity log records who did what in which company. Neither it nor the server's log files are encrypted by the Service, and they are not tamper-proof.
- No independent security certification, external security audit or third-party security testing has been obtained or performed for the Service.
- Security reports can be sent to alex@agosfl.com. We do not currently have a written incident-response procedure and have not committed to a specific notification timeline; where the law requires notification, we will notify as the law requires.
9. How long the information is kept
- Accounting records stay in QuickBooks Online, under the control of their owner and of Intuit.
- QuickBooks connection credentials are kept while a company is connected and are erased when a firm administrator disconnects the company in the Service. If the connection is ended from QuickBooks instead, the stored credentials stop working at once and remain, encrypted, until an administrator records the disconnection. Erasing is an ordinary database update, not a secure wipe.
- Changes awaiting approval are erased when they are used; once expired, they are erased the next time the Service is used or restarted.
- The request logs on the server are rotated automatically: each file is replaced when it reaches about 10 MB, keeping five older files per company, so how far back they go depends on activity. They are not deleted when a company is disconnected.
- The activity log, read counts, staff records, connection requests, protected accounts and report figures: [Pending decision P5: retention period; proposed: seven years after the record is created, then deleted].
- Server and hosting logs and database backups: [Pending decision P6: retention of server logs, hosting logs and database backups; set when the server is built (stage E3)].
- Copies held by Anthropic are kept according to our Claude Enterprise settings and Anthropic's commercial terms; we do not control them beyond those settings.
10. Your privacy rights
If your information appears in records that the Service accesses, you may ask us to tell you what information about you we hold, to correct it, to delete it, or to give you a copy, and you will not be treated differently for asking. Write to alex@agosfl.com with the subject “Privacy request” and enough information to find your records (for example, the business name and email address used in the invoices). We may ask for more information to verify your identity and will use it only for that. We will respond within the time required by the law that applies to your request. Some information cannot be deleted, because accounting, tax and contract records must be kept by law and must remain auditable; where we cannot delete, we will tell you why. If your information appears in the records of one of our clients, you may also contact that client; if you write to us, we will tell the client and act on your request as it instructs. Requests about Intuit's own processing should go to Intuit.
11. Children
The Service is a business accounting tool. It is not directed at children, and we do not knowingly collect information from children through it.
12. How to end the Service's access to QuickBooks
A user of a QuickBooks company with sufficient rights can disconnect the application from the list of connected apps in that company's settings; a firm administrator can disconnect a company in the Service, which also erases the stored credentials; and regenerating the application's client secret at Intuit stops every connection from renewing. Ending access does not delete the accounting data in QuickBooks Online, the activity log or the server logs.
13. Changes to this policy
If we change this policy we will publish the new version at the same address with a new “Last updated” date.
14. Contact
ACCOUNTING GROUP OF SOUTH FLORIDA LLC, 20200 West Dixie Highway, Ste 902, Aventura, FL 33180. Privacy and security: alex@agosfl.com.