Privacy Policy
This notice explains what the AR Collections Dashboard (the “Application”) does with information. The Application is an internal tool operated by PuroClean Kelowna and is used only by its own staff.
What we access
With the account owner’s authorisation, the Application reads the following from PuroClean Kelowna’s own QuickBooks Online company file:
- Invoices — number, date, due date, amount, and outstanding balance
- Customers and sub-customers — names, and the billing contact email recorded on the invoice
- Invoice custom fields, such as the insurance claim number and the name of the assigned adjuster
- Company profile information identifying the QuickBooks company
Access is read-only. The Application never creates, edits, deletes, or sends anything in QuickBooks Online.
Why we access it
Solely to identify which invoices are overdue, to determine who should be contacted about them, and to help a member of staff compose a collection email. The information is not used for any other purpose.
What we do not collect
- No payment card numbers, bank account numbers, or payment credentials.
- No payroll, employee, or tax information.
- No information about anyone who is not a business contact on an invoice.
Where it is stored
Retrieved data is stored within PuroClean Kelowna’s own Microsoft 365 tenant and on a website reachable only by named PuroClean Kelowna staff who have signed in. It is not stored on any public server and is not sold, rented, or shared with third parties. Access credentials are held on company-controlled systems and are never stored alongside the application code.
How long we keep it
Only for as long as the invoice remains relevant to collections, plus the retention period PuroClean Kelowna applies to its own accounting records. A record of collection emails sent is retained so staff can see what has already been sent.
Disconnecting
The QuickBooks account owner may revoke the Application’s access at any time from within QuickBooks Online, or by visiting the disconnect page. Revocation takes effect immediately and no further data is retrieved.
Your choices
To ask what information is held about a business contact, or to request its correction or deletion, write to achapman@puroclean.ca.