Privacy Policy

ClearBooks Portal · Last updated October 29, 2026

ClearBooks Portal (“the Portal”) is a private work-management app operated by ClearBooks Solutions (“we”, “us”), 1 Paragon Drive, Montvale, NJ 07645. Our team uses it to organize bookkeeping work for our clients. This policy explains, in plain language, what information the Portal handles, why, and how we protect it.

Who uses the Portal

Only ClearBooks Solutions staff with an account we create can sign in. The Portal is not offered to the public, and it is not intended for children.

Information we handle

Staff accounts: name, work email, role, a securely hashed password (we never store passwords in readable form), sign-in times, and basic session details (IP address and browser type) for security.
Client records: client business names, which services we provide, which staff member is assigned, notes, tasks, comments and the activity history of each task.
QuickBooks Online data: when an authorized ClearBooks Solutions user connects a client’s QuickBooks Online company, the Portal reads accounting data needed for our work, currently invoices and payments (for example invoice number, customer name, amounts, balance, dates) and the company name and company ID. We request only the com.intuit.quickbooks.accounting permission.
Connection credentials: the access and refresh tokens Intuit issues for each connected company. These are stored encrypted (AES-256) and are never shown to anyone.

How we use it

To create and track work, for example a “follow up on payment” task when an invoice is created, and closing it when the invoice is paid.
To show our staff what is due, and to keep a history of who did what.
To keep the Portal secure and working (sign-in protection, error logs, backups).

We do not sell, rent or share QuickBooks data or any personal information for advertising or marketing. We do not use it to train AI models. We use QuickBooks data only to provide our bookkeeping services to the client it belongs to.

Who can see it

Signed-in ClearBooks Solutions staff. We use a hosting provider to run the Portal’s servers; it processes data only to host the service for us. We may disclose information if the law requires it. If our business is ever transferred, this policy will continue to apply to the data transferred.

How we protect it

All traffic uses HTTPS encryption.
Passwords are hashed with a slow, salted algorithm (scrypt). QuickBooks tokens and app secrets are encrypted at rest.
Access is limited to staff accounts; sessions expire, sign-in attempts are rate-limited, and deactivated staff lose access immediately.
Webhook messages from Intuit are verified with Intuit’s signature before they are accepted.
The database is backed up daily and backups are kept for 30 days.

How long we keep it

We keep client and task records while we work with the client and as needed for our professional records. When a QuickBooks company is disconnected, its tokens are revoked with Intuit and deleted from the Portal; invoice summaries already used for tasks remain in task history unless deletion is requested. Backups roll off after 30 days.

Your choices

A client can ask us to disconnect their QuickBooks company at any time, or disconnect our app from inside QuickBooks (Settings → Manage apps / Apps).
Anyone whose information is in the Portal can ask us to access, correct or delete it by emailing shlomo@clearbookssolutions.com. We will respond within 30 days.

Cookies

The Portal uses only essential cookies: one to keep you signed in and short-lived ones to show messages after an action. No tracking or advertising cookies, and no third-party analytics.

Changes

If we change this policy we will update the date above and, for meaningful changes, tell our users in the Portal.

Questions? Email shlomo@clearbookssolutions.com or write to ClearBooks Solutions, 1 Paragon Drive, Montvale, NJ 07645.