Privacy Policy
Last updated: November 7, 2026
This policy explains how COOL Books LLC ("COOL Books", "we", "us") collects, uses and protects information when you use the COOL Books app and its connection to Intuit QuickBooks Online (the "App") and the coolbooks.ai website.
1. Information we collect
- Account information: your name, business name, email, phone and role, and sign-in details.
- QuickBooks data you connect: with your permission (the QuickBooks accounting scope), the App reads your company information, chart of accounts, customers, vendors, items, classes, invoices, bills, transactions and reports, and writes only the changes you approve.
- Other connected services you choose, such as your card or spend platform, on the same permission basis.
- Usage and technical data: log entries about actions in the App (who, what, when), Intuit request IDs for support, device and browser information, and security events.
- Website data: what you submit in forms (for example a scan request) and basic analytics.
2. How we use it
- To provide the App: keep your books, prepare reports, suggest entries and make changes you approve.
- To keep a record of every change the App makes and to undo changes on request.
- To secure the App, prevent fraud and misuse, and fix problems.
- To communicate with you about your account and the App.
- To meet legal obligations.
We do not sell your information. We do not use your QuickBooks data for advertising. We do not use your data to train AI models.
3. AI processing
Some features use AI models to read and summarize your data or draft suggestions. We send only what a task needs, through providers under terms that do not keep your data or use it for training (zero data retention). A person approves every change before it reaches your books.
4. Who we share it with
Only service providers who help us run the App, under contracts that limit their use to providing services to us, for example: cloud hosting and database (Supabase, Vercel, Amazon Web Services), sign-in (Clerk), AI model providers with zero data retention (Anthropic), and our email delivery provider. We may also share information if the law requires it, to protect rights and safety, or as part of a merger or sale, with notice to you. People you authorize in your business (such as your bookkeeper) can see your data in the App.
5. Security
Data is encrypted in transit and at rest. Access tokens for QuickBooks are encrypted with keys held separately for each customer. Access is limited to people who need it, sign-in uses multi-factor authentication, and access to sensitive data is logged.
6. Retention
We keep your information while your account is active. When you disconnect QuickBooks, we revoke the connection and stop accessing your QuickBooks data. On request, or 90 days after your account ends, we delete your QuickBooks data from our systems, except records we must keep by law (for example billing records, kept up to 7 years). Logs of changes the App made to your books are kept for 7 years as part of your financial records, unless you ask us to delete them and the law allows it.
7. Your choices and rights
You can disconnect the App at any time from inside the App or from your QuickBooks settings. You can ask us to access, correct, export or delete your information by emailing privacy@coolbooks.ai. Depending on where you live, you may have more rights under local law; we honor them.
8. Children
The App is for businesses and is not meant for anyone under 18.
9. Changes
We will post any changes here and update the date above, and tell you of material changes.
10. Contact
COOL Books LLC, 245 N Highland Ave Ste 230-316, Atlanta, GA 30307. Privacy questions: privacy@coolbooks.ai