Privacy Policy

Waddell Accounting ("we," "us," or "our") operates the website at www.waddellaccounting.com and the secure client portal used to upload receipts and supporting documents and to record transactions (collectively, the "Service"). This Privacy Policy explains what information we collect, how we use it, and the choices you have. By using the Service, you agree to the practices described here.

1. Information We Collect

• Account information. User accounts are created by an administrator at Waddell Accounting; we do not offer public self-registration. Account records include your name, email address, and the organization you are associated with.
• Documents you upload. Receipt images, invoices, statements, and other files you submit through the portal, along with any details you enter about them (vendor, amount, date, account, and notes).
• Financial data extracted from documents. We use automated tools to read uploaded documents and extract structured details such as vendor, amount, date, and line items to speed up bookkeeping.
• QuickBooks Online data. If your organization authorizes the QuickBooks Online integration, we access the QuickBooks company you connect in order to read its accounting data and to create and update transaction records on your behalf. See "QuickBooks Online Integration" below.
• Contact form inquiries. If you send us a message through the contact form on our website, we collect what you enter: your name, email address, phone number (if you give one), organization name, organization type (if you choose one), and your message. We use this information to respond to your inquiry.
• Usage and technical data. Standard log information such as IP address, browser type, and pages visited, used to operate and secure the Service. Our website and portal also use Google Analytics, which uses cookies, to measure how pages are used.

2. How We Use Information

• To provide accounting and bookkeeping services to your organization.
• To extract, classify, review, and record transactions from your documents.
• To synchronize approved records with your QuickBooks Online company, when connected.
• To authenticate users, secure the Service, and prevent abuse.
• To communicate with you about your account and respond to support requests.

3. QuickBooks Online Integration

When an authorized administrator connects your organization's QuickBooks Online company, you grant the Service permission to access that company's accounting data using Intuit's API (the com.intuit.quickbooks.accounting scope). We use this access to:

• Read your chart of accounts, classes, vendors, customers, and related reference data, and the transactions, budgets, and reports in your company, so transactions can be coded correctly and reconciliations, statements, and reports can be prepared; and
• Create and update transaction records, delete a record we created when it is reversed, and attach supporting documents, as part of the services you request.

Intuit OAuth credentials: QuickBooks access tokens and refresh tokens are stored encrypted. The QuickBooks company identifier (realm ID) is stored with them. Access to these credentials is restricted to authorized systems and personnel with a legitimate business need. You may disconnect the integration at any time from within QuickBooks Online (Apps → Connected apps) or by contacting us; once disconnected, we stop accessing your QuickBooks company.

4. QuickBooks Data Usage

When you connect your QuickBooks Online account, we access and use QuickBooks data solely to provide the bookkeeping, accounting, document-processing, reconciliation, reporting, and related services requested by you.

We do not use QuickBooks data for:

• Advertising or marketing purposes;
• Building customer profiles unrelated to the Services;
• Selling or licensing customer financial information;
• Data brokerage activities; or
• Any secondary purpose unrelated to providing the Services requested by the customer.

QuickBooks data is accessed, processed, and retained only as necessary to provide and maintain the Services and comply with applicable legal, regulatory, and professional obligations.

5. How We Share Information

We do not sell your personal or financial information. We share information only with trusted service providers that help us operate, secure, and maintain the Service, and only for authorized purposes:

• Intuit QuickBooks Online: accounting platform integration.
• Third-party AI providers: AI-powered reading and classification of uploaded documents, and research of email you send to our office.
• Microsoft: secure cloud document storage (Microsoft 365 / OneDrive), email delivery (Microsoft Graph), and application hosting (Microsoft Azure).
• Stripe: payment processing.
• Google: website and portal analytics (Google Analytics) and spam protection on the sign-in and contact forms (reCAPTCHA).
• Legal requirements. We may disclose information if required by law or to protect the rights, safety, or property of our clients or Waddell Accounting.

Each service provider handles information under its own terms with us. Under the terms that apply to our use of their services, our AI providers do not use the data we send them to train their models.

AI processing of receipts. When you upload a receipt, invoice, or other document, or attach one to a check request, the document and your organization's account, class, and vendor lists are sent to a third-party AI provider so it can read the document and suggest how to record it. Before your first upload, the portal and our apps show a notice describing this and ask you to agree; nothing you upload is sent to an AI provider until you do. Documents attached through a public check request form are read the same way once the request is approved. You can withdraw your agreement at any time from your Profile. While it is withdrawn, uploading is paused, and documents you uploaded that have not been read yet are not sent to an AI provider.

AI research of email. When you email our office, our staff may send your message and its attachments, with the records the Service holds for your organization, to a third-party AI provider so it can research your question and prepare a draft reply. A person reviews every draft, and the Service never sends a reply on its own. If you have a portal account and have not agreed to automatic reading, or have withdrawn your agreement, your email is not sent to an AI provider.

6. Data Retention

We retain documents and records for as long as needed to provide the Service and to meet recordkeeping obligations. Uploaded receipts, supporting documents, and bank reconciliation files are kept for up to seven (7) years from the date they are uploaded, and the files are then deleted. The details recorded from them, such as vendor, amount, and date, are not deleted automatically. The copy of a contact form inquiry that our website stores is deleted 90 days after the inquiry is delivered to us or marked as handled, and in every case no later than 180 days after we receive it. The email our office receives is kept with our other business correspondence. When the QuickBooks Online integration is disconnected in the portal, we delete the stored QuickBooks tokens; a token revoked from within QuickBooks Online can no longer be used. Deletion of other information is available on request, as described in section 7.

7. Data Deletion Requests

Deletion of personal information is available on request. There is no self-service way to delete it in the portal or our apps. You may request deletion of personal information by contacting us using the information provided below. This includes an inquiry you sent through the contact form on our website.

If you have a portal account, you can also send a deletion request for your account from inside the portal or the mobile apps: go to Profile and choose Request account deletion. We are notified right away, and within 5 days the account is deactivated (you can no longer sign in). Your login keeps working until then, and you can cancel the request from the same page while it is pending. The request is handled as a deletion request under this section.

After we verify a deletion request, we will delete or anonymize the personal information it covers, unless we must keep it:

• By law or regulation;
• For tax, accounting, or audit purposes;
• To comply with professional recordkeeping obligations;
• To resolve disputes or enforce agreements; or
• To protect the security or integrity of the Services.

Where complete deletion is not possible due to legal or operational requirements, the data will be retained only for those limited purposes and protected in accordance with this Privacy Policy.

Disconnecting a QuickBooks Online account will revoke future access to QuickBooks data, though previously collected information may be retained as required for service delivery and legal compliance.

8. Security

We protect your information using industry-standard safeguards, including encryption of sensitive credentials, encrypted connections (HTTPS), access controls, and role-based permissions that limit who can view financial data. No method of transmission or storage is completely secure, but we work to protect your information and to promptly address any issues.

9. Your Choices

• You may request access to, correction of, or deletion of your personal information.
• You may disconnect the QuickBooks Online integration at any time.
• You may contact us to deactivate your account.

10. Privacy Rights

Depending on your location, you may have certain rights regarding your personal information, including:

• The right to access the personal information we maintain about you;
• The right to request correction of inaccurate information;
• The right to request deletion of personal information;
• The right to receive information about how personal information is used and disclosed; and
• The right to object to or restrict certain processing activities where permitted by law.

To exercise these rights, contact us using the information provided below. We may need to verify your identity before processing certain requests.

11. Children's Privacy

The Service is intended for business use and is not directed to children under 13. We do not knowingly collect personal information from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Effective" date above. Material changes will be communicated to account holders where appropriate.

13. Contact Us

If you have questions about this Privacy Policy or how your information is handled, contact us at:

Waddell Accounting
New Berlin, WI 53151
info@waddellaccounting.com
(414) 369-0872