Privacy Policy
Last updated: 2026-10-04.1. This is a template pending review by counsel and does not constitute legal advice.
This Privacy Policy explains how SmartCloud USA Inc. ("we," "us") collects, uses, protects, and shares information in connection with the SmartCloudEV operations platform and its related services (the "Service"). The Service is a private, business-to-business application used by our customer's authorized users; it is not a consumer product and is not listed on any public app store.
1. Information We Collect
- Account information — name, work email address, and assigned role for each authorized user, so we can authenticate them and apply role-based access.
- Customer Data you submit — the business records you enter or import into the Service (for example leads, contacts, properties, projects, legal entities, and financial records). You control this content.
- Connected accounting data (QuickBooks Online) — if you connect a QuickBooks Online company, we access accounting records (such as payments, invoices, and journal entries) on a read-only basis, solely to reconcile them against the Service's internal fee ledger (FeeEvents). We do not write to, modify, or delete anything in your QuickBooks account.
- Operational logs — audit and security logs (who did what, and when) needed to operate and secure the Service.
We do not use the Service to run advertising, and we do not sell personal information.
2. How We Use Information
We use information only to provide, secure, support, and improve the Service: to authenticate users and enforce permissions; to store and display the records you submit; to reconcile connected QuickBooks Online data against your fee ledger; to maintain audit trails; and to meet legal and security obligations. QuickBooks Online data is used only for reconciliation and reporting inside your own account — it is never used to build advertising profiles and is never sold.
3. QuickBooks Online Integration
When you authorize the QuickBooks Online connection, Intuit returns OAuth access and refresh tokens to the Service. Those tokens are encrypted at rest (Fernet symmetric encryption keyed by SECRET_ENCRYPTION_KEY) and are used only to call Intuit's API on your behalf with a read-only accounting scope. You can revoke access at any time — from Chargeline by disconnecting the company, or from within QuickBooks (Apps → Connected apps). When a company is disconnected, we delete the stored tokens and the accounting data we cached for reconciliation.
4. How We Share Information
We do not share QuickBooks Online data, or any Customer Data, with third parties for their own purposes. We rely on a small set of infrastructure sub-processors that host and operate the Service on our behalf — for example cloud hosting, a managed PostgreSQL database, object storage, and transactional email — under contracts that require them to protect the data and use it only to provide those services to us. We may disclose information if required by law, to protect our rights or the safety of others, or in connection with a merger or sale (with notice as required by law).
5. Data Security
We maintain administrative, technical, and physical safeguards appropriate to the risk, including: encryption in transit (TLS); encryption at rest for sensitive secrets such as OAuth tokens; per-tenant database isolation so one customer cannot access another's data; least-privilege access controls; audit logging; and regular, encrypted backups. No method of transmission or storage is perfectly secure, but we work to protect information consistent with these measures.
6. Data Retention and Deletion
We retain Customer Data for as long as your account is active or as needed to provide the Service. Connected QuickBooks Online tokens and cached accounting data are deleted when you disconnect the company. On termination of your account we make Customer Data available for export for a limited period and then delete or anonymize it, except where retention is required by law. Backup copies are purged on our standard rotation.
7. Your Choices and Rights
You can access and correct most information directly in the Service, disconnect the QuickBooks Online integration at any time, and request export or deletion of your data. Depending on where you are located, you may have additional rights (such as access, correction, deletion, or portability); to exercise them, contact us at the address below and we will respond as required by applicable law.
8. Cookies
The Service uses a single, first-party session cookie to keep you signed in. We do not use advertising or cross-site tracking cookies.
9. Children's Privacy
The Service is a workplace tool intended for business users. It is not directed to children and we do not knowingly collect personal information from anyone under 16.
10. Changes to This Policy
We may update this Privacy Policy from time to time. For material changes we will provide notice through the Service or by email, and update the "Last updated" version above.
11. Contact Us
Questions about this Privacy Policy or our data practices can be sent to guy@smartcloudusa.com.