Privacy Policy

Last Updated: April 27, 2026

1. Who We Are

This Privacy Policy applies to the Application provided by:

• VI Software Solutions
• Jordan Aasen, Owner
• Comox Valley, British Columbia, Canada
• Email: jordan@visolutions.ca

We are committed to protecting the privacy of our users in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and British Columbia's Personal Information Protection Act (BC PIPA).

2. Scope of This Policy

This Privacy Policy applies specifically to the VI Software Solutions QuickBooks Online Integration Application. It covers:

• Information collected through the Application itself;
• Data accessed from your QuickBooks Online account via Intuit's authorized API;
• Information you provide when contacting us for support.

This policy does not apply to third-party services such as Intuit QuickBooks Online, whose privacy practices are governed by their own policies. We encourage you to review Intuit's Privacy Statement separately.

3. Information We Collect

3.1 Information You Provide to Us

When you set up or use the Application, you may provide us with:

• Your name and contact information (name, email address, phone number);
• Business name and details;
• Account credentials or configuration preferences needed to set up the integration;
• Communications you send to us (e.g., support requests, feedback).

3.2 Data Accessed from QuickBooks Online

With your explicit authorization through Intuit's official OAuth process, the Application may access the following categories of data from your QuickBooks Online account, as required for your specific integration configuration:

• Financial data: invoices, bills, payments, expenses, accounts, transactions;
• Customer & vendor data: names, contact information, account balances;
• Product & service data: item lists, descriptions, pricing;
• Company information: business name, address, tax settings;
• Reports data: profit and loss, balance sheets, and other financial summaries as configured.

We only access the data necessary to perform the integration you have requested. We do not access QBO data beyond what is required for the configured workflows.

3.3 Technical & Usage Data

We may automatically collect limited technical information to maintain and improve the Application, including:

• Application logs and error reports;
• Integration activity records (e.g., timestamps of sync events, success or failure status);
• Your browser type and operating system (if applicable);
• IP address (used for security monitoring and fraud prevention).

4. How We Use Your Information

We use the information we collect for the following purposes:

• To provide the Application: To perform the data integration and synchronization services you have configured between QuickBooks Online and other platforms;
• To communicate with you: To respond to support requests, send important notices about the Application, and provide updates about changes to this policy or our terms;
• To maintain and improve the Application: To diagnose technical issues, monitor performance, and enhance functionality;
• To ensure security: To detect, prevent, and respond to fraudulent activity, security incidents, or violations of our terms;
• To comply with legal obligations: To meet our obligations under applicable Canadian law.

We do not use your data for advertising, and we do not sell your personal information or your QBO data to any third party — ever.

5. How We Share Your Information

We do not sell, rent, or trade your personal information. We may share information in the following limited circumstances:

5.1 Integrated Platforms

Data is exchanged with QuickBooks Online and other platforms you have explicitly configured as part of your integration. This is the core function of the Application and is performed under your direction and authorization.

5.2 Service Providers

We may use trusted third-party service providers to help us operate and host the Application (e.g., cloud hosting, server infrastructure). These providers are permitted to use your information only to perform services on our behalf and are bound by appropriate confidentiality obligations.

5.3 Legal Requirements

We may disclose your information if required to do so by law, regulation, court order, or government authority, or if we believe disclosure is necessary to protect the rights, property, or safety of VI Software Solutions, our users, or the public.

5.4 Business Transfer

In the event VI Software Solutions is sold, merged, or its assets are transferred, your information may be transferred to the successor party, subject to the same privacy protections described in this policy. You will be notified of any such change.

6. Data Retention

We retain your personal information and integration data only as long as necessary to:

• Provide the Application services to you;
• Comply with our legal obligations;
• Resolve disputes and enforce our agreements.

When data is no longer needed, we securely delete or anonymize it. If you terminate your use of the Application, we will delete your data within 90 days, unless we are required by law to retain it longer.

Integration logs and activity records are retained for up to 12 months for troubleshooting and audit purposes, after which they are deleted.

7. Data Security

We take the security of your information seriously. We implement reasonable and appropriate technical and organizational safeguards, including:

• Encryption of data in transit using TLS (Transport Layer Security);
• Encrypted storage of sensitive credentials and API tokens;
• Access controls limiting who can access your data within our systems;
• Use of Intuit's official OAuth 2.0 authorization protocol — we never store your QBO username or password;
• Regular review of security practices.

No method of electronic transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security. If you believe there has been unauthorized access to your data, please contact us immediately.

8. QuickBooks Online Authorization & Tokens

Access to your QuickBooks Online account is granted through Intuit's secure OAuth 2.0 authorization process. This means:

• You authorize the Application directly through Intuit — we never see or store your QBO password;
• We store only the access tokens issued by Intuit, which are encrypted;
• These tokens are used solely to perform the integration functions you have configured;
• You can revoke the Application's access to your QBO account at any time via your Intuit Account settings. Doing so will immediately stop the Application from accessing your QBO data.

9. Your Privacy Rights

Under Canadian privacy law (PIPEDA and BC PIPA), you have the right to:

• Access: Request a copy of the personal information we hold about you;
• Correction: Request that we correct inaccurate or incomplete personal information;
• Withdrawal of consent: Withdraw your consent to our collection and use of your personal information at any time (subject to legal and contractual restrictions);
• Deletion: Request that we delete your personal information, subject to our legal obligations;
• Complaint: Lodge a complaint with the Office of the Privacy Commissioner of Canada or the BC Office of the Information and Privacy Commissioner.

To exercise any of these rights, please contact us at jordan@visolutions.ca. We will respond within 30 days.

10. Children's Privacy

The Application is intended for use by businesses and adults only. We do not knowingly collect personal information from individuals under the age of 19. If you believe a minor has provided us with personal information, please contact us and we will promptly delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our practices, the Application, or applicable law. When we make material changes, we will:

• Update the "Last Updated" date at the top of this page;
• Notify you by email if you have provided us with your email address;
• Where required by law, obtain your consent.

Your continued use of the Application after changes are posted constitutes your acceptance of the updated Privacy Policy.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

• VI Software Solutions
• Jordan Aasen, Privacy Officer
• Comox Valley, British Columbia, Canada
• Email: jordan@visolutions.ca

We are committed to resolving privacy concerns promptly and fairly. If you are not satisfied with our response, you have the right to contact the relevant privacy authority:

• Office of the Privacy Commissioner of Canada: www.priv.gc.ca
• BC Office of the Information & Privacy Commissioner: www.oipc.bc.ca