Privacy Policy

AutoFund Accounting is a software product of Waddell Accounting ("we," "us," or "our"). We operate the website at www.autofundaccounting.com and the subscription service that automates fund-balance accounting for nonprofits using QuickBooks Online (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. When you sign up for the Service you provide your name, email address, a password, and the name of your organization. Additional users invited to your organization provide the same details.
• Billing information. Subscription payments are processed by Stripe. Your payment card details are collected and stored by Stripe — we never receive or store your full card number. We retain only a billing reference (such as the card brand and last four digits) and your subscription status.
• QuickBooks Online data. If your organization authorizes the QuickBooks Online integration, we access the QuickBooks company you connect in order to read your chart of accounts, classes, and financial reports, and to create the journal entries you approve. See "QuickBooks Online Integration" below.
• Referral information. If you participate in our referral program, we record the referral code used at signup and the relationship between referring and referred organizations so we can apply account credits.
• Usage and technical data. Standard log information such as IP address, browser type, and pages visited, used to operate and secure the Service.

2. How We Use Information

• To provide the fund-accounting automation service to your organization.
• To calculate, preview, and (with your approval) record monthly fund-balance adjustments in your QuickBooks Online company.
• To bill your subscription and apply referral credits.
• To authenticate users, secure the Service, and prevent abuse.
• To communicate with you about your account and respond to support requests.
• To provide support, our staff may access your account data to view what you see and help resolve issues; this access is logged. Support can make changes to your QuickBooks books on your behalf only with your explicit, time-limited permission, which you grant — and can revoke — from your account Settings.

3. QuickBooks Online Integration

When an authorized owner 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 and classes so your funds can be mapped correctly;
• Read financial reports (such as profit and loss by class and balance sheet data) to calculate fund balances and monthly adjustments; and
• Create journal entries that you have reviewed and approved.

Intuit OAuth credentials, including access tokens, refresh tokens, and associated QuickBooks company identifiers (realm IDs), are encrypted at rest and protected using industry-standard security controls. 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 your account settings, 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 fund-accounting, reporting, and related services requested by you.

We do not use QuickBooks data for:

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

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

5. Payments

Subscription payments are processed by Stripe. Payment card data is transmitted directly to and handled by Stripe under its own privacy policy and PCI-DSS obligations; it is never stored on our systems. Referral credits are applied to your billing account balance and appear on your invoices.

6. 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.
• Stripe — subscription payment processing.
• Microsoft Azure — application hosting and secure cloud infrastructure.
• Legal requirements. We may disclose information if required by law or to protect the rights, safety, or property of our customers or AutoFund Accounting.

All service providers are contractually required to protect information and may process data only on our behalf for authorized purposes.

7. Data Retention

We retain account, billing, and adjustment records for as long as needed to provide the Service and to meet recordkeeping obligations. QuickBooks access tokens are retained only while the integration remains connected. Journal-entry and adjustment history is retained while your subscription is active and for a reasonable period afterward for audit, legal, regulatory, backup, and dispute-resolution purposes. We delete or anonymize data when it is no longer needed, subject to legal and professional retention requirements.

8. Data Deletion Requests

You may request deletion of personal information by contacting us at support@autofundaccounting.com.

Upon receipt of a verified deletion request, we will delete, anonymize, or otherwise securely dispose of personal information within a reasonable period unless retention is required:

• 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 Service.

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.

9. Security

We protect your information using industry-standard safeguards, including encryption of sensitive credentials at rest, 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.

10. 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 cancel your subscription at any time through the billing portal.
• You may contact us to close your account.

11. 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.

12. 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.

13. 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.

14. Contact Us

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

Waddell Accounting (AutoFund Accounting)
support@autofundaccounting.com