Justin QBO Bookkeeping Pilot Privacy Policy

This Privacy Policy explains how Calyx CPA LLC (“Calyx CPA,” “we,” “us,” or “our”) handles information through the Justin QBO Bookkeeping Pilot (the “Pilot”). The Pilot is an internal, limited-access integration used to evaluate AI-assisted bookkeeping workflows for a QuickBooks Online company expressly connected by its authorized owner. It is not currently offered to Calyx CPA clients or the public.

1. Scope

This policy applies to information accessed, processed, or retained through the Pilot. It supplements Calyx CPA’s general website privacy policy. If the Pilot is expanded to serve clients or additional companies, Calyx CPA will update this policy and its operational controls before that expansion.

2. Information the Pilot May Handle

With the QuickBooks Online company owner’s authorization, the Pilot may handle:

• QuickBooks company information and company identifiers;
• chart-of-accounts information, including bank and credit-card ledger accounts;
• vendor and payee information;
• posted accounting transactions and related descriptions, dates, amounts, accounts, and references;
• financial reports, including Profit and Loss and Balance Sheet reports;
• OAuth authorization information, including the QuickBooks company realm identifier and access or refresh tokens;
• bookkeeping rules, review decisions, corrections, confidence assessments, and audit records created through the Pilot; and
• limited technical logs needed for security, troubleshooting, and reliable operation.

The Pilot does not request or store a user’s QuickBooks username or password. Intuit handles the user’s sign-in, multifactor authentication, company selection, and authorization consent.

3. How Information Is Obtained

Information may be obtained directly from:

• Intuit’s official QuickBooks Online Accounting API after the company owner authorizes access;
• an authorized user who supplies instructions, supporting information, or corrections; and
• the Pilot’s own operational and audit logs.

The Pilot does not use undocumented Intuit endpoints to access the QuickBooks Bank Transactions / For Review queue.

4. How Information Is Used

Information is used only to:

• establish, maintain, and test the authorized QuickBooks Online connection;
• retrieve company information, accounts, vendors, posted transactions, and financial reports;
• evaluate and improve internal bookkeeping-review workflows;
• identify possible classifications, transfers, duplicates, anomalies, and items requiring professional review;
• maintain security, reliability, troubleshooting, and auditability; and
• comply with applicable legal and professional obligations.

During the initial connection phase, the Pilot is limited to read-only verification. It will not create, modify, categorize, match, add, delete, or void accounting transactions, create journal entries, or modify the chart of accounts unless the company owner separately authorizes a tested write workflow.

5. AI-Assisted Processing

The Pilot may use authorized AI service providers to analyze information and assist with bookkeeping recommendations or workflow execution. Access will be limited to information reasonably necessary for the authorized task. AI output is subject to review and is not treated as conclusive evidence of accounting treatment. Material uncertainty and judgment-sensitive items are escalated rather than guessed.

6. Disclosure of Information

Calyx CPA does not sell Pilot information or use it for third-party advertising. Information may be disclosed only:

• to Intuit as necessary to authenticate and use the QuickBooks Online Accounting API;
• to service providers supporting the Pilot, subject to appropriate access restrictions and only as necessary to provide the service;
• to authorized Calyx CPA personnel with a legitimate need to access it;
• with the connected company’s authorization; or
• when required by law, legal process, or professional obligations.

Information from the connected company will not be used to influence another client’s bookkeeping or disclosed to another client. Each future client, if any, must have a separate connection, permissions, accounting profile, rules, history, and data boundary.

7. Security

Calyx CPA uses reasonable administrative and technical safeguards designed for the Pilot’s risk and scope. These include encrypted network transport, access restrictions, least-privilege practices, separation of client or company connections, and protected local storage for OAuth tokens where supported. No method of storage or transmission is completely secure, and absolute security cannot be guaranteed.

Users must not send QuickBooks passwords, multifactor authentication codes, client secrets, access tokens, or refresh tokens through ordinary chat or email.

8. Retention and Deletion

OAuth tokens and connection identifiers are retained only while needed to maintain an authorized connection or satisfy security and audit requirements. Accounting information, review history, and audit records are retained only as reasonably necessary for the Pilot, applicable professional obligations, dispute resolution, security, or law.

When the connection is revoked or the Pilot ends, Calyx CPA will delete or securely dispose of stored authentication material and Pilot data that is no longer required, subject to legal, professional, backup, and audit-retention obligations.

9. Disconnecting QuickBooks Online

The company owner may revoke the Pilot’s QuickBooks Online access through Intuit’s connected-app settings or by contacting Calyx CPA. Revocation prevents future API access but may not automatically delete information already retained under the terms above.

10. Privacy Requests

An authorized user may request access to, correction of, or deletion of Pilot information by contacting Calyx CPA. Requests may be subject to identity verification and applicable legal or professional retention requirements.

11. Children

The Pilot is a business accounting tool and is not directed to children.

12. Changes to This Policy

Calyx CPA may update this policy as the Pilot, applicable law, or service-provider requirements change. The effective date will be updated when material changes are published. The Pilot will not be expanded to client use under this internal-pilot policy without an appropriate policy and control review.

13. Contact

Calyx CPA LLC
221 West 10th Street
Medford, OR 97501
Info@calyxcpa.com
(541) 816-4483