Effective date: 4 September 2026

This policy explains how Ethical Workforce Solutions Limited (“we”, “us” or “our”) handles personal data when using our internal integration with Intuit QuickBooks Online. It supplements our general Privacy Policy.

1. Who we are

Ethical Workforce Solutions Limited is the controller of personal data described in this policy. We are registered in England and Wales under company number 14711609. Our registered office is 28D Sunnybank Avenue, Heaton Moor, Stockport, Cheshire, SK4 3PR. Contact us at info@ethicalworkforcesolutions.co.uk or on 01492 551409.

2. What the integration does

The integration connects our authorised Microsoft Access CRM with our QuickBooks Online company. It helps authorised personnel review money received, select the correct VAT category and income account, and post approved Sales Receipt entries to QuickBooks Online. Our CRM remains the system in which customer invoices and invoice records are created and maintained; the integration does not create customer invoices in QuickBooks.

3. Information we may process

Depending on the transaction, the integration may process:

• customer or organisation names and internal customer references;
• invoice references and CRM record identifiers;
• payment dates, amounts, currencies and bank transaction descriptions;
• selected VAT or tax categories and income accounts;
• QuickBooks company, account, tax-code, Sales Receipt and transaction identifiers;
• posting status, timestamps, validation results and error or audit information;
• the identity of an authorised user who reviewed or approved a posting; and
• secure authorisation tokens needed to connect to QuickBooks Online.

The integration is not intended to collect special-category personal data. Users should not enter information that is unnecessary for its accounting purpose.

4. Where the information comes from

Information comes from records held in our CRM, bank-related information made available through our authorised QuickBooks connection, reference data returned by QuickBooks Online, and choices made by authorised users.

5. Why we use the information

We use this information to maintain accurate cash-accounting records, reconcile receipts, select appropriate VAT and income classifications, create approved Sales Receipt entries, prevent duplicate postings, investigate errors, maintain audit trails, and protect our systems.

6. Lawful bases

We generally rely on our legitimate interests in operating our business and maintaining accurate and secure financial records. Where relevant, processing may also be necessary to perform a contract or to comply with legal duties, including accounting, tax and record-keeping obligations.

7. How we use QuickBooks data

Information obtained through QuickBooks Online is used only to operate, secure, support and improve this internal integration and to maintain our financial records. We do not sell QuickBooks data or use it for unrelated advertising. Access is limited to authorised personnel and providers who need it for these purposes.

8. Who we share information with

Information may be shared, where necessary, with Intuit as the provider of QuickBooks Online; authorised members of our staff; our accountants and professional advisers; and vetted technology or support providers acting on our instructions, including our CRM or website support provider. We may also disclose information where required by law or to protect legal rights.

9. Storage and security

Information is stored within our CRM, our authorised operating environment and QuickBooks Online, as applicable. We use measures designed to protect it, including access controls, OAuth authorisation rather than collecting QuickBooks passwords, protected credential storage, audit logging, duplicate-posting controls and backups. No system can be guaranteed completely secure, but we review safeguards proportionately to the risks involved.

10. International transfers

Some service providers may process information outside the United Kingdom. Where UK data-protection law requires it, we use an approved transfer mechanism or rely on another lawful safeguard. Further information about a relevant safeguard can be requested from us.

11. Retention

We keep accounting records, transaction identifiers and audit information only for as long as needed for the purposes described above and to meet legal, tax, accounting, security and dispute-resolution requirements. Connection credentials are deleted or made unusable when no longer required. Retention periods may vary according to the type of record and our legal obligations.

12. Your rights

Depending on the circumstances, you may have rights to access, correct or erase personal data; restrict or object to processing; and receive certain information in a portable format. Some rights are subject to legal exemptions, including requirements to retain financial records. You may also withdraw consent where consent is the basis used, although the integration normally relies on the bases described above.

13. Complaints

Please contact us first so that we can try to resolve your concern. You also have the right to complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint/.

14. Disconnecting QuickBooks Online

Our QuickBooks administrator can revoke the integration’s access through QuickBooks Online or request that we disconnect it. Disconnecting stops new transfers through the integration but does not automatically delete accounting records that we must retain.

15. Changes to this policy

We may update this policy to reflect changes in the integration, our practices or the law. The effective date above will be changed when the policy is materially revised.

16. Contact us

For questions or data-protection requests, email info@ethicalworkforcesolutions.co.uk, call 01492 551409, or write to the registered-office address above.