privacy

Last updated: 〈August 10, 2025〉

1.  Scope  
    This Privacy Policy explains how New Life Landscape LLC (“Company,” “we”) collects, uses, and protects information when employees or contractors use our internal receipt-to-QuickBooks Service (“Service”).

2.  Information We Collect  
    •  Receipt data: images, totals, vendor information, dates, memo fields.  
    •  User metadata: phone number or email address of sender, timestamp, IP address.  
    •  Authentication: OAuth tokens (access & refresh) required to connect to Company’s QuickBooks Online account.

3.  How We Use Information  
    – To create Purchase, Expense, or Bill records in QuickBooks Online.  
    – To reconcile corporate credit-card transactions.  
    – For internal bookkeeping, audit, and tax compliance.  
    – To improve the Service (debugging, usage analytics).

4.  Legal Basis  
    Processing is based on Company’s legitimate interest in maintaining accurate financial records and fulfilling contractual & legal obligations.

5.  Sharing & Disclosure  
    We never sell data. We share it only with:  
    – Intuit Inc. (QuickBooks Online) under our enterprise subscription.  
    – Cloud service providers (e.g., n8n host) under confidentiality agreements.  
    – Government authorities if legally compelled.

6.  Data Retention  
    – Receipt images & metadata are retained for 7 years (IRS guideline) unless Company policy requires longer.  
    – OAuth refresh tokens rotate; obsolete tokens are deleted automatically.

7.  Security  
    •  TLS encryption in transit.  
    •  Role-based access controls; logs reviewed periodically.  
    •  Refresh tokens stored in encrypted secrets management.

8.  International Transfers  
    Data may be processed on servers located in the United States. By using the Service you consent to such transfer.

9.  Your Choices  
    Employees may request deletion or correction of receipt data by emailing **[email protected]**. Some data (e.g., posted transactions) may be retained to satisfy legal obligations.

10.  Changes to This Policy  
    We may update this Privacy Policy. Material changes will be communicated via internal email.

11.  Contact  
    For privacy questions, Email [email protected] or write to:  
    New Life Landscape LLC, 246 N Robinson Blvd, Nampa, ID 83687.