Home / Access and security
Your books stay in your QuickBooks account
We work in your own subscription. You control the account and can remove our access.
This page explains the access we use and how we handle your records.
Access agreed before we connect
We begin the Diagnostic with the reports and user access needed for the initial checks. Before connecting an application, we explain the permissions it requests and get your approval.
Administrator permissions give broad access. Where they’re required, we identify what they allow and record the limits on our use in the client agreement.
We don’t take payment or signing authority, or hold your money. Changes to users or additional application connections need your approval.
We show you how to disconnect the application and remove our user account during onboarding. Our application doesn’t delete ledger records; corrections and reversals remain in the file.
Where your information goes
- →QuickBooks. Intuit holds your ledger under your own subscription.
- →Working records. We work on an encrypted computer in Canada. Temporary extracts and document copies are deleted when the related work is complete.
- →AI processing. Anthropic processes the extracts or source documents used for AI-assisted work. Information sent to Intuit or Anthropic can be stored or processed outside Canada.
We use multi-factor authentication on accounts holding client information. Credentials aren’t sent by email or chat.
Your document folder remains under your control. We retain the work records described in the privacy policy, including the change log.
How we use AI
AI helps read documents and identify transactions for checking. A person checks each proposed entry against the source records before it goes into QuickBooks.
Before AI-assisted work starts, we describe the service and data handling in the engagement documents. Retention depends on the product and configuration used. Anthropic’s policies include retention for some models and features, as well as exceptions for flagged content and legal holds.
Manual processing is available by separate quote. The privacy policy explains what information is shared.
Handling an incident or an error
- →Notification. Within 24 hours of becoming aware of actual or reasonably suspected unauthorised access, we contact you by phone and in writing.
- →Containment. We revoke affected access and replace or destroy affected credentials immediately.
- →Written account. Within 5 business days, we explain what happened, the information affected and the action taken.
For a bookkeeping error, the change log shows the original entry and the supporting record so we can trace and correct it. We supply incident information needed by you and your advisers.
When the engagement ends
After any agreed minimum term, either party can end the engagement with 30 days’ written notice.
- →Access. We disconnect the application and destroy company credentials within 10 business days of termination.
- →Records. You keep your QuickBooks file and receive the complete change log.
- →Prepaid fees. We refund fees for work not done, proportionately.
- →Equipment. A scanner you own stays with you. We clear stored credentials and confirm its configuration.
Our agreement also allows us to stop work if we’re asked to record false information or act unlawfully.