Privacy Policy

Waddell Accounting ("we," "us," or "our") operates the website at staging.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 your chart of accounts and classes and to create expense and transaction records on your behalf. See "QuickBooks Online Integration" below.
• 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 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, and related reference data so transactions can be coded correctly; and
• Create and update expense and transaction records 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 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.
• Anthropic (Claude) and OpenAI — AI-powered extraction of details from uploaded documents.
• Microsoft — secure cloud document storage (Microsoft 365 / OneDrive), email delivery (Microsoft Graph), and application hosting (Microsoft Azure).
• Stripe — payment processing.
• Legal requirements. We may disclose information if required by law or to protect the rights, safety, or property of our clients or Waddell Accounting.

All service providers are contractually required to protect information and may process data only on our behalf for authorized purposes. Our AI extraction providers process data under strict confidentiality and do not use your data to train their models.

6. Data Retention

We retain documents and records for as long as needed to provide the Service and to meet recordkeeping obligations. Uploaded receipts and supporting documents are generally retained for up to twelve (12) months while awaiting processing. Once successfully processed and recorded, documents are typically retained for up to ninety (90) days unless a longer retention period is required for bookkeeping, audit, legal, regulatory, backup, or dispute-resolution purposes. Reconciliation records are retained for up to seven years. QuickBooks access tokens are retained only while the integration remains connected. We delete or anonymize data when it is no longer needed, subject to legal and professional retention requirements.

7. Data Deletion Requests

You may request deletion of personal information by contacting us using the information provided below.

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 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