This Privacy Policy explains how Grime Guardians, operated by RobGen LLC ("we," "us," "our"), handles information in connection with our internal financial-operations application (the "Application") — an AI-assisted tool used by our business to draft invoices and estimates and to review our own financial reports, including through an integration with Intuit QuickBooks Online.
The Application is an internal business tool used by Grime Guardians' owner and authorized staff. It is not a consumer product and does not offer accounts to the public.
1. Information we access
Through the QuickBooks Online integration and our own systems, the Application may access:
- Business financial data in our QuickBooks company — customers, products/services, estimates, invoices, payments, and financial reports (e.g., profit & loss, accounts-receivable aging).
- Connection credentials — the secure OAuth tokens and company identifier that authorize the Application to connect to our QuickBooks company.
- Customer contact details that already exist in our business records (e.g., a client's name, email, or phone) solely to prepare that client's estimate or invoice.
2. How we use the information
- To draft estimates and invoices for our own customers, held for human review and approval before anything is sent.
- To summarize our own financial performance (revenue, margins, receivables, cash position) for the business owner.
- To operate, secure, and improve our internal financial workflows.
We use the information only to run our own business. We do not sell it, and we do not use it for advertising.
3. AI processing
The Application uses artificial-intelligence services (including large-language-model providers such as Anthropic) to generate drafts and summaries. Data sent to these providers is processed under their business/enterprise terms and is not used to train publicly available models. All AI-generated output is reviewed by a human before any customer-facing action is taken.
4. Sharing & service providers
We share information only as needed to operate the Application, with:
- Intuit / QuickBooks — to read and write our own accounting records via Intuit's APIs, in accordance with Intuit's terms.
- AI and cloud/hosting providers — to process drafts and host the Application securely.
- Legal / compliance — where required by law or to protect our rights.
We do not sell personal information to third parties.
5. Data security
Connection tokens and data are protected with industry-standard measures, including encryption in transit, restricted access limited to authorized personnel, and secure credential storage. No method of transmission or storage is 100% secure, but we work to protect information consistent with its sensitivity.
6. Data retention
We retain financial records for as long as needed to operate the business and to meet legal, tax, and accounting obligations, after which they are deleted or archived. QuickBooks records remain governed by our QuickBooks account.
7. Your choices & rights
Because the Application processes our own business records, individuals whose information appears in those records (e.g., our customers) may request access to, correction of, or deletion of their information by contacting us. We disconnect the QuickBooks integration and revoke its tokens at any time from within QuickBooks.
8. Intuit QuickBooks
Our access to and use of QuickBooks data is subject to Intuit's Terms of Service and Developer terms. The Application uses only the permissions required for accounting operations.
9. Changes to this policy
We may update this policy from time to time. Material changes will be reflected by the "Last updated" date above.
10. Contact
Questions about this policy or our data practices: BrandonR@grimeguardians.com · RobGen LLC (Grime Guardians), Minnesota, USA.