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.

Scope of this policy. This policy describes the QuickBooks Online integration, in which your organization authorizes access to its QuickBooks Online company through Intuit's OAuth and API. It does not describe a QuickBooks Desktop connection. QuickBooks Desktop is not available to subscribe to today, and Desktop connections use the QuickBooks Web Connector rather than Intuit OAuth; if and when we offer Desktop support, we will describe its data, credential, and configuration handling in this policy before any Desktop connection can be made.

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. An Administrator of an organization can invite additional users by email address: we store that address in order to send the invitation and to record who sent it, and the invited person provides their own name and password when they accept. An invitation link can be used only once, expires on its own, and can be revoked by the organization at any time before it is used.
• 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.
• Waitlist information. If you ask us to email you when signups open, we store the email address you give us, together with the marketing page and campaign parameters that brought you to us. We use it for one purpose: to tell you when signups open. You can remove your address at any time, which deletes it.
• 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.

This section describes the QuickBooks Online integration only. The Intuit OAuth authorization described here does not apply to QuickBooks Desktop, which connects through the QuickBooks Web Connector instead. We will describe Desktop data, credential, and configuration handling in this policy before any Desktop connection is available.

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.

Our sign-in page uses Google reCAPTCHA to protect accounts from automated abuse; when it loads, Google collects information about your device and browser, and its use is subject to the Google Privacy Policy and Terms of Service.

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.

Backups. Deleted data can remain in our encrypted backups after we remove it from the live Service. Backups cannot be edited record by record, so a deleted record stays in them until those backups expire on their own schedule — up to seven years for the yearly backups we keep to meet financial-record retention expectations. If we ever restore from a backup, we reapply every deletion that took effect after that backup was taken — before the Service accepts customer traffic again — so a restore does not return deleted records to the Service.

Waitlist addresses are retained only until signups open and the launch announcement has been sent, or until you remove the address — whichever comes first. Removing an address deletes the record; nothing is kept to mark that you were on the list.

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.

Deletion applies to the live Service. As Section 7 explains, deleted data can remain in our backups until those backups expire; we do not restore it into the Service, and any restore reapplies deletions before the Service is reachable again.

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.

Closing your account. When an administrator of your organization disconnects QuickBooks Online from the Service's Settings page, the account is closed: the subscription ends, access to the Service ends, and the organization's data in the Service is scheduled for deletion 30 days after the account closes, subject to the exceptions above. Contact us within those 30 days to reopen the account. Your QuickBooks data is not changed.

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