About this policy
This policy explains how Reylix Inc. (“Reylix”, “we”) handles information through the Reylix QuickBooks Online Connector (the “Connector”). The Connector lets the AI assistant a business’s team uses (for example Claude or ChatGPT) read and record accounting information in that business’s QuickBooks Online company files. It’s provided only to Reylix clients (each a “Client”), with a separate copy for each Client.
This policy covers the Connector only. Reylix’s website and other services have their own policies.
What we handle
- QuickBooks accounting data of the Client’s connected company files, for example suppliers, customers, bills, invoices, payments, accounts, tax codes and reports. The Connector reads it from QuickBooks and returns it to the person’s AI assistant when they ask, and records changes they ask for.
- Sign-in information for each person on the Client’s access list: their work email address, name, and the permanent account identifier from Google or Microsoft. We never see or store their password.
- The QuickBooks connection key that Intuit issues when a QuickBooks administrator connects a company file.
- An activity log of every action through the Connector: when, who, which company file, what was asked, the result, the QuickBooks record numbers and, for changes, the record before and after. Download and upload links are cut down to their website name, and tokens and passwords are never logged.
- Working records that stop the same entry being posted twice and let an interrupted action resume safely.
- Documents passing through, such as a supplier invoice being attached to a bill or a report being saved to the person’s Drive or OneDrive. The Connector passes these straight between QuickBooks and the person’s own file storage and doesn’t keep a copy.
We don’t use the Client’s data for advertising, sell it, or use it to train AI models.
Why
Only to provide the Connector to the Client: to let authorised people work in the Client’s books, enforce each person’s role and the Client’s limits, prevent duplicate entries, and keep a record of what was done.
Where it’s kept
Each Client has its own copy of the Connector in Google Cloud in Canada (Montréal). Secrets, including the QuickBooks connection key, are kept encrypted in Google Secret Manager and replicated only within Canada (Montréal and Toronto). No other Client’s copy can reach it.
Who can see it
- The Client’s own people on its access list, according to their role.
- Reylix, to set up, support and secure the Client’s copy.
- Intuit, which hosts the Client’s books in QuickBooks Online.
- The AI assistant’s provider the Client’s team chooses (for example Anthropic or OpenAI). What the Connector returns is shown in the person’s conversation and handled under the Client’s own account and agreement with that provider, which may process it outside Canada.
- Google or Microsoft, which handle sign-in, and Google Cloud, which hosts the copy.
We share information with anyone else only if the law requires it.
How long
- The activity log is kept for 6 years, to match the Canada Revenue Agency’s record-keeping period, in storage that can’t be altered or deleted early.
- The QuickBooks connection key stops working when the company file is disconnected, and is removed when the Client stops using the Connector.
- Sign-in, access-list information and working records are kept while the Client uses the Connector, and removed when it stops, apart from what’s in the activity log.
Security
People sign in with their work Google or Microsoft account; their organisation sets multi-factor sign-in. Every request checks the person’s access and role. Connections are encrypted, secrets are stored encrypted, each Client’s copy is separate, and the Connector never deletes QuickBooks records.
Disconnecting and your choices
- A QuickBooks administrator can disconnect a company file at any time in QuickBooks under Apps, or ask Reylix to. See Disconnecting.
- The Client can ask Reylix to remove a person’s access, see what information is held about its people, or correct it.
- People with questions about their own information can contact us or their employer.
Changes
We’ll update this policy when the Connector changes how it handles information, and tell Clients about material changes.
Contact
Reylix Inc., Ontario, Canada. [email protected]