Privacy Policy — Systematiq AP Agent

Systematiq Accounting LLC ("Systematiq," "we," "us," or "our") is an accounting firm based in New York. This Privacy Policy describes how we collect, use, store, and share information when Systematiq AP Agent (the "Application") is used to automate accounts payable workflows through Intuit's QuickBooks Online platform. The Application is operated by Systematiq from the United States for use in connection with our accounting services.

1. Information We Collect

Information from QuickBooks. When QuickBooks access is authorized via Intuit's OAuth flow, Systematiq AP Agent may access and process the following types of QuickBooks data:

• Company and account profile information
• Vendor records and contact details
• Bills, purchase orders, and payment records
• Expense and transaction data
• Chart of accounts and items
• Attachments to bills and expenses, such as vendor invoices and receipts

The Application requests only the OAuth scopes necessary for accounts payable automation. Authorization may be revoked at any time from the relevant Intuit account.

Information from authorized users. We collect names, email addresses, and authentication credentials for Systematiq personnel authorized to operate the Application.

Automatically collected information. The Application automatically collects technical information including IP addresses, device type, browser, log data, and usage events. We use this for security, debugging, and improving the Application.

2. How We Use Information

We use the information we collect to:

• Operate and maintain Systematiq AP Agent
• Sync vendor, bill, and payment data between QuickBooks accounts and the Application
• Automate accounts payable workflows
• Process incoming emails and vendor statements through AI-powered classification and data extraction (see Section 3 for the provider used)
• Authenticate users and secure access
• Diagnose issues, improve the Application, and develop new features
• Comply with legal, professional, and ethical obligations applicable to accounting services

We do not sell personal information or QuickBooks data. We do not share QuickBooks data with advertising networks or use it for advertising purposes. We do not use QuickBooks data to train machine learning models for use outside Systematiq's accounting work.

3. How We Share Information

• Service providers. We use trusted third parties to host infrastructure and monitor performance. Our hosting provider is Hetzner Online GmbH. Service providers are contractually bound to protect information and use it only to provide services to us.
• Anthropic (AI processing). We send the contents of incoming emails and vendor statements (which may include vendor names, invoice amounts, line items, dates, and account references) to Anthropic, PBC for processing through its Claude API. Anthropic uses this data solely to return classification and data-extraction results to the Application. Under Anthropic's commercial API terms, Anthropic does not use this data to train its models and retains it only as needed to provide the service. Anthropic processes data on infrastructure located in the United States.
• Intuit. We exchange data with Intuit's QuickBooks API as needed to provide the integration.
• Legal requirements. We may disclose information if required by law, subpoena, or other legal process, or to protect the rights, property, or safety of Systematiq, our personnel, our clients, or others.
• Business transfers. If Systematiq is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction.

4. Data Storage and Security

We store data on servers operated by Hetzner Online GmbH in their U.S. data center located in Ashburn, Virginia. Hetzner maintains ISO 27001 certification for its data centers.

We implement administrative, technical, and physical safeguards designed to protect information, including:

• Encryption in transit (TLS) and at rest
• Access controls and authentication requirements for our personnel
• Regular security reviews and monitoring
• OAuth tokens stored using industry-standard encryption

No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

5. Data Retention

We retain QuickBooks data only as long as needed to operate the Application or as required by law and applicable professional obligations. When the Application is disconnected from a QuickBooks account, we will delete or anonymize the associated data within 30 days, except where retention is required for legal, tax, or compliance purposes.

Deletion requests may be sent to tech@systematiq.co.

6. Your California Privacy Rights

If you are a California resident, the California Consumer Privacy Act (CCPA), as amended by the CPRA, gives you the following rights:

• Right to know what personal information we collect, use, and disclose
• Right to access a copy of your personal information
• Right to correct inaccurate personal information
• Right to delete your personal information, subject to certain exceptions
• Right to opt out of the sale or sharing of personal information (we do not sell or share personal information as defined by the CCPA)
• Right to limit the use of sensitive personal information
• Right to non-discrimination for exercising these rights

To exercise these rights, email us at tech@systematiq.co with the subject line "California Privacy Request." We will verify identity before responding and will respond within 45 days as required by law.

7. Other State Privacy Rights

Residents of other U.S. states that grant similar rights (including but not limited to Virginia, Colorado, Connecticut, Utah, and Texas) may have comparable rights to access, correct, delete, and obtain a copy of personal information we hold about them. To exercise these rights, contact us at tech@systematiq.co.

8. Children's Privacy

The Application is not intended for use by children under 13, and we do not knowingly collect personal information from children under 13.

9. Third-Party Services

Systematiq AP Agent integrates with Intuit's QuickBooks Online. Intuit's handling of information is governed by its own privacy policy, available at https://www.intuit.com/privacy/. We are not responsible for Intuit's practices.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated policy on this page and update the "Last updated" date.

11. Contact Us

If you have questions or concerns about this Privacy Policy or our practices, contact us: