Smedja Helm QuickBooks connection. Privacy Policy.

Effective date: October 15, 2026

Smedja LLC ("Smedja", "we") operates the Smedja Helm software for its business clients. This policy explains what the QuickBooks Online connection reads, what it writes, what we keep, and who can see it. It applies to the software only. Our clients' own privacy practices toward their customers are theirs.

Who we are. Smedja LLC, 5517 Rockwood Dr, The Colony, TX 75056. Contact: danny@smedja.ai.

What the connection reads from QuickBooks. With the client's authorization, the software reads the client's QuickBooks company identifier, customer records (name, email, phone, billing and shipping address), the list of products and services, invoices the software created and their payment status, and payment records linked to those invoices. It does not read bank account details, payroll, employees, or reports.

What the connection writes to QuickBooks. The software creates invoices and customer records in the client's company, and voids an invoice it created, only when a signed-in, authorized user of the client directs it. It does not send emails, take payments, or change accounting settings. Every write is recorded with the name of the user who directed it.

What we store. We store the access tokens Intuit issues for the connection, encrypted before they reach our database. We store the invoices our software created (customer, items, amounts, status, and the QuickBooks invoice number), payment status as reported by QuickBooks, the webhook notifications QuickBooks sends about those records, and an activity log of which user did what and when. We do not store the client's QuickBooks password.

Where it is stored. On Cloudflare and Supabase infrastructure in United States regions. Each client has its own isolated data store.

Who can see it. The client's authorized users, through a sign-in protected by Cloudflare Access. Smedja staff, for operating and supporting the software. Our processors (Cloudflare, Supabase, Intuit and Shippo) handle the data on our behalf under their own terms. When a client uses address checking or shipping, the delivery address on an invoice or order is sent to the carrier account that client has connected, such as UPS, to check the address or to ship to it. When a client compares shipping rates or buys a label, the recipient's name, phone number and delivery address, with the package's size and weight, are also sent to Shippo, the shipping service we use for rates and labels, which passes them to the carrier that delivers the package. We do not sell personal data and we do not share it with anyone else, except when the law requires it.

How long we keep it. Access tokens are revoked and deleted when the client disconnects QuickBooks. Invoice and payment records stay for the client's bookkeeping until the client asks us to delete them or the engagement ends, after which we delete them within 90 days unless the law requires longer. Activity logs follow the same schedule.

Security. All traffic is encrypted in transit. Tokens are encrypted at rest. Database access uses least-privilege roles that expire, and the software's own code can never send an email on the client's behalf. If we learn of a security incident affecting client data, we notify the client without undue delay.

Your choices. Clients can disconnect QuickBooks at any time from the software's Settings page or from the Apps section of QuickBooks Online, and can ask us to delete the records we hold by writing to danny@smedja.ai. End customers whose details appear on an invoice should contact the business that issued it.

Children. The software is for businesses and is not directed at children.

Changes. We may update this policy by posting a new version here with a new effective date. Material changes will also be sent to the client contact on file.