Privacy Policy

1. Information handled by the application

• Accounts and work records: names, email addresses, account identifiers, access roles, and information entered in the work modules you use. Depending on those modules, this includes business contacts, event and facility records, employee timekeeping entries, repair descriptions and photos, assignments, progress notes, and review history.
• Receipts and reimbursements: uploaded images or files, printed or handwritten content, readable text, vendor, date, amount, currency, account number, Location, Class, memo, cash-payment evidence, reimbursement requests, decisions, and approver identity and timestamps.
• QuickBooks connection: the authorized company's name and company ID, encrypted authorization tokens, expiration times, the connecting administrator's identity, and connection verification results. During verification, the application reads the company's active Account, Class, and Location lists and saves their counts and availability warnings. Intuit handles the QuickBooks sign-in; Grove does not receive your Intuit account password.
• Technical records: session and authorization cookies, request information such as IP address and browser information, error records, security events, and logs needed to operate and protect the service.

2. How information is used

Information is used to authenticate users, apply staff permissions, carry out the work functions selected by authorized users, keep receipts readable and reviewable, record independent reimbursement decisions, verify the accounting company connection, maintain audit history, troubleshoot problems, and protect accounts and records.

Receipt transcription, when configured, suggests readable text and receipt details. Employees and reviewers remain responsible for checking the original. Transcription does not authorize a reimbursement or payment.

The current QuickBooks connection reads company and accounting-list information for verification. Connecting alone does not upload receipts, create accounting transactions, create or print checks, or pay employees. Additional posting features require separate setup and authorization; this policy will be updated to describe materially different information handling before those features are introduced.

3. Access and service providers

Access follows application roles and work responsibilities. Employees can view their own receipts; authorized Finance reviewers and administrators can review employee submissions. Other work records are available to staff with the relevant permissions. Administrators and authorized technical support may handle records as needed to maintain the application or resolve an issue.

The application uses Vercel for hosting and server processing, Supabase for authentication, database records, and private file storage, and Intuit for an authorized QuickBooks Online connection. These providers process the information needed to deliver their services under their applicable terms and privacy notices. Processing may occur where those providers operate.

If automatic receipt reading is enabled, the receipt file and its content are sent through Vercel AI Gateway to the configured model provider for transcription. The provider's processing terms apply to that feature. Manual entry remains available when a reader is not configured.

The application does not sell personal information or QuickBooks data or use them for advertising. Information may also be disclosed to authorized accounting advisers, in response to a lawful requirement, or as reasonably needed to investigate misuse or protect people and records.

4. Storage, security, and cookies

Receipt and repair originals are stored in private file storage with access checks. The application uses account permissions and database access rules to restrict records. Saved QuickBooks tokens are encrypted on the server and are not displayed in application pages. These controls reduce risk but cannot guarantee that every security incident can be prevented.

Essential cookies keep users signed in and bind a QuickBooks authorization request to the initiating browser. Blocking or deleting these cookies can interrupt sign-in or connection setup. Intuit may use its own cookies when you visit its sign-in and authorization pages.

5. Retention and disconnecting QuickBooks

Work and financial records are retained as needed for Grove's operations, accounting, audit, employment, and legal obligations. Some originals and decision histories are preserved to protect the accuracy of those records. This application does not promise a fixed automatic deletion period.

An administrator can use Finance → QuickBooks connection → Disconnect QuickBooks to revoke access. A successful disconnect revokes the Intuit authorization and removes the saved connection record from Grove. It does not automatically delete receipts, approval history, other work records, or data held separately in QuickBooks. Contact Grove for a retention or deletion review.

6. Your questions and requests

To ask about information held in the application, request access or an export, correct inaccurate information, or request a retention or deletion review, email john@jump-in.org. We may need to verify your identity and authority over the records. Available rights and the response depend on applicable law and record-keeping obligations; some financial or audit records may need to be retained.

This application is intended for authorized Grove personnel and work use, rather than as a public service for children.

7. Changes and contact

Updates will appear on this page with a revised effective date. For privacy questions, contact Canby Grove Christian Center at john@jump-in.org. The application's End User License Agreement describes its permitted use.