Privacy Policy

1. Introduction

This Privacy Policy describes how FileEZ Folder ("we," "us," or "our") collects, uses, stores, and protects information when you use our inventory and warehouse management application (the "Service"). By accessing or using the Service, you agree to the practices described in this Privacy Policy.

2. Information We Collect

We collect information in the following categories:

Account information

• Name and email address
• Authentication credentials (passwords are stored in hashed form)
• User role and profile settings

Business and operational data

When you use the Service, we store data you enter or generate, including products, inventory adjustments, warehouses, orders, transfers, vendors, and related operational records.

QuickBooks Online integration data

If an authorized administrator connects QuickBooks Online, we may store OAuth access and refresh tokens, QuickBooks company identifiers (realm ID), connection metadata, and inventory item data retrieved from QuickBooks Online (such as item names, SKUs, descriptions, prices, and quantity on hand references).

Technical and security information

• Session identifiers and login activity
• IP addresses, including for trusted-login features where enabled
• Server and application logs used for security, troubleshooting, and audit purposes

3. How We Use Information

We use collected information to:

• Provide, operate, and maintain the Service
• Authenticate users and enforce role-based access
• Sync and display data between the Service and connected third-party systems such as QuickBooks Online
• Generate reports and support inventory, order, and warehouse workflows
• Protect the Service, investigate issues, and prevent unauthorized access
• Improve reliability and functionality

4. Legal Bases and Authorization

We process information as necessary to provide the Service to your organization, based on your organization's use of the application and, where applicable, administrator authorization to connect third-party services. Administrators are responsible for ensuring they have authority to connect QuickBooks Online company data to the Service.

5. How We Share Information

We do not sell your personal information. We may share information only in these circumstances:

• Service providers: With hosting, infrastructure, or support providers that help us operate the Service, subject to appropriate safeguards
• Third-party integrations: With services you or your administrator choose to connect, such as Intuit QuickBooks Online, according to the permissions granted during authorization
• Legal requirements: When required by law, regulation, legal process, or to protect rights, safety, and security
• Business transfers: In connection with a merger, acquisition, or asset sale, with notice where required by law

6. Cookies and Session Data

The Service uses cookies and similar technologies to maintain authenticated sessions, remember login preferences where selected, and protect against cross-site request forgery. You can control cookies through your browser settings, but disabling cookies may limit your ability to use the Service.

7. Data Retention

We retain information for as long as your organization uses the Service and as needed to provide functionality, comply with legal obligations, resolve disputes, and enforce agreements. QuickBooks OAuth tokens are removed when an administrator disconnects the integration. Operational business data is retained according to your organization's use of the Service unless deleted by authorized users or administrators.

8. Security

We implement reasonable administrative, technical, and organizational measures designed to protect information, including encrypted storage of sensitive credentials such as QuickBooks OAuth tokens and hashed user passwords. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Your Choices and Rights

Depending on your location and role, you may have rights to access, correct, delete, or restrict certain processing of your personal information. Account profile information may be updated through the Service where available. For other requests, contact your system administrator. Administrators may disconnect QuickBooks Online and manage user accounts within the Service.

10. Third-Party Services

The Service may link to or integrate with third-party services, including QuickBooks Online operated by Intuit Inc. Those services have their own privacy policies, and we are not responsible for their practices. We encourage you to review Intuit's privacy policy when using the QuickBooks Online integration.

11. Children's Privacy

The Service is intended for business use and is not directed to children under 16. We do not knowingly collect personal information from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page indicates when it was last revised. Continued use of the Service after changes become effective constitutes acceptance of the updated policy.

13. Contact

Questions about this Privacy Policy or our data practices may be directed to your FileEZ Folder system administrator.