FIELD TO BOOKS — PRIVACY POLICY

1. Who We Are and Scope of This Policy

Field to Books (https://fieldtobooks.com) is a business-to-business (B2B) bookkeeping verification and confirm-or-fix sync application built for home-service trade businesses (such as HVAC, plumbing, and electrical contractors) in the United States. This Privacy Policy explains what information we collect when you visit our website, join our pilot or waitlist, or connect your field-service management account (Jobber) and accounting account (Intuit QuickBooks Online) to Field to Books, how we use, store, protect, and disclose that information, and how you can disconnect your accounts or request deletion of the copy stored on our systems.

Independent Provider Notice: Field to Books operates as an independent application provider for your business. We do not process User Data or Personal Information on Intuit's or Jobber's behalf.

2. Information We Collect

Depending on how you interact with Field to Books, we collect and process the following categories of information:

• A. Information You Provide Directly on Our Website (/waitlist and Support): Shop name, contact name, business email address, optional business phone number, trade type, technician count, current field-service and accounting software, and any message or notes you send to support@fieldtobooks.com.
• B. Information Read from Jobber (Read-Only Connection): When you authorize our OAuth 2.0 connection to Jobber, we request read-only access to four scopes: read_clients, read_jobs, read_invoices, and read_jobber_payments. Using those read-only scopes and Jobber webhooks (CLIENT_CREATE, CLIENT_UPDATE, JOB_CREATE, JOB_UPDATE, JOB_CLOSE, INVOICE_CREATE, INVOICE_UPDATE, PAYMENT_CREATE, PAYMENT_UPDATE, and APP_DISCONNECT), we read client records (names, business/billing addresses, email addresses, phone numbers, and Jobber client IDs), jobs (job numbers, titles, statuses, and totals), invoices (invoice numbers, line items, quantities, unit prices, tax amounts, discounts, totals, dates, and statuses), and payments/deposits (payment amounts, payment dates, payment methods, and linked invoice IDs). We never write to, edit, or delete anything in your Jobber account.
• C. Information Read from and Created in Intuit QuickBooks Online: When you authorize our OAuth 2.0 connection to Intuit QuickBooks Online (scope com.intuit.quickbooks.accounting), we read your QuickBooks Realm ID (Company ID) and accounting records needed to match, verify, and post your field transactions: Customer (including inactive customers so we do not create duplicates), Item, Invoice, Payment, Account, CompanyInfo, Preferences, TaxCode, TaxRate, RefundReceipt, SalesReceipt, and Deposit. We do not read Vendor or Employee records. When live posting is enabled or when you approve a confirm-or-fix card, Field to Books creates new records in QuickBooks Online (Customer, Invoice, Payment, Item, SalesReceipt, and RefundReceipt). We never delete, void, or overwrite any record in your QuickBooks Online or Jobber books.
• D. Connection Credentials and Technical Logs: OAuth 2.0 access and refresh tokens for Jobber and QuickBooks Online, webhook event signatures and timestamps, idempotency request IDs, verification check results, and system health telemetry.

3. How We Use Your Information

We use the information we collect solely to provide, verify, secure, and support the Field to Books service for your shop:

1. Matching and Confirm-or-Fix Queue: Comparing field-service clients, jobs, invoices, and payments against QuickBooks Online records, holding ambiguous matches or edge cases in your confirm-or-fix review queue, and posting verified records to QuickBooks Online once.
2. Automated Verification and Safety Checks: Running our read-only Shadow Mode scan, Counted Once duplicate-payment and duplicate-invoice checks, Matches Field Records reconciliation, Ground Truth accounting invariant checks, Last Look outlier holds, and our automatic S0 read-only safety switch.
3. Shop Alerts and Support: Sending operational alerts (such as safety-switch pauses, connection expiration notices, or weekly sync summaries) to your designated shop alert email and responding to your support requests.
4. Security, Auditing, and Legal Compliance: Maintaining an audit trail of every sync decision and confirmation, preventing duplicate writes, detecting unauthorized access, and complying with applicable US laws.

4. What We Never Do With Your Data

• No Sale of Data: We never sell, rent, broker, or trade your business data, accounting records, or customer information to any third party.
• No Advertising or Cross-Shop Profiling: We never use your data for targeted advertising, marketing lists, or cross-shop benchmarking.
• No Cross-Shop AI Model Training: We never use your QuickBooks Online or Jobber data to train public or cross-customer artificial intelligence or machine-learning models. All accounting match and posting rules in Field to Books are deterministic code checks.
• No Deletion in Your Books: Field to Books has no code path that deletes records in your QuickBooks Online or Jobber accounts.

5. How We Store and Protect Your Information (Encryption at Rest and in Transit)

• US Hosting Location: Field to Books is hosted in the United States (Ohio region, us-east) on Render's managed cloud infrastructure with a dedicated persistent disk.
• Encryption in Transit: All web pages, API endpoints, OAuth callbacks, and webhook receivers enforce HTTPS / TLS encryption in transit.
• Application-Level Encryption at Rest (AES-256-GCM): Both your OAuth 2.0 connection tokens (tokens.enc) and your stored shop ledger, client, invoice, payment, and reconciliation snapshots on our persistent disk are encrypted at rest by our application using AES-256-GCM authenticated encryption (256-bit SHA-256 key derivation, random 96-bit initialization vector, and 128-bit authentication tag).
• Access Controls and Webhook Verification: Administrative routes are protected by authentication and rate limiting. Incoming platform webhooks are verified using HMAC-SHA256 cryptographic signatures before processing.

6. Outside Services and Subprocessors

We share limited data only with the infrastructure and notification providers required to run Field to Books, and only to the extent necessary for their technical role:

We require our service providers to protect information they process on our behalf and do not permit them to sell or use your data for their own marketing.

7. Cookies and Tracking Technologies

Field to Books does not use third-party analytics, advertising pixels, session-replay scripts, or cross-site tracking cookies on fieldtobooks.com.

The only cookie set by our application is a short-lived, strictly necessary security cookie (qbo_oauth_state / jobber_oauth_state, marked httpOnly, secure, and sameSite=lax, expiring in 10 minutes) used solely during the OAuth 2.0 connection flow to prevent cross-site request forgery (CSRF).

8. Data Retention, Disconnection, and Secure Deletion of Our Stored Copy

We distinguish strictly between your own books (in QuickBooks Online and Jobber) and the copy stored on Field to Books's systems:

1. Your Own Books Are Never Deleted: Field to Books never deletes, voids, or overwrites any customer, job, invoice, payment, or accounting entry inside your QuickBooks Online or Jobber accounts—neither during active use, nor when you disconnect, nor when you request data deletion.
2. What Happens Immediately When You Disconnect: You may disconnect QuickBooks Online or Jobber at any time from within Field to Books, from Intuit's App Manager, or from Jobber's Marketplace Manage App settings. Immediately upon disconnection (or upon receiving a revoke or APP_DISCONNECT notice):
   • Field to Books ceases all syncing, background polling, and webhook processing for that connection; and
   • Field to Books revokes and invalidates our stored OAuth access and refresh tokens for the disconnected account.
3. Requesting Secure Deletion of Field to Books's Stored Copy (14-Day Undoable Hold):
   • While your account is active or disconnected, we retain your encrypted reconciliation history so your confirm-or-fix audit trail and duplicate-prevention markers remain intact if you reconnect.
   • At any time, you may request deletion of your shop's data stored on Field to Books's systems by emailing support@fieldtobooks.com from your authorized shop email address (or using the in-app deletion request control).
   • Upon verifying your request, we immediately place your stored shop data into a 14-day undoable hold (during which syncing remains stopped, and you may cancel the deletion request if it was made by mistake).
   • After the 14-day undoable hold expires, Field to Books Securely Deletes your stored shop data, customer records, snapshots, and tokens from our systems so that they are permanently unrecoverable from our storage media.
   • Post-Purge Non-Personal Audit Record: After the 14-day hold expires, we retain only a minimal non-personal audit record (such as deletion hold timestamps and aggregate purged record counts, plus any non-personal transaction logs where required by law) with no customer names, email addresses, phone numbers, or street addresses.
4. Waitlist Submissions: If you join our waitlist at /waitlist and do not connect an account, we keep your contact submission until we invite you to the pilot or up to 24 months, and we delete it promptly at any time if you email support@fieldtobooks.com.

9. Security Incident Notification

If we discover a security breach or unauthorized access affecting your stored shop data or QuickBooks Online / Jobber data:

• We immediately activate our emergency read-only safety switch (S0) and revoke affected credentials as appropriate;
• For any security incident involving Intuit QuickBooks Online data, we notify Intuit as soon as possible and no later than twenty-four (24) hours after discovery and coordinate customer notifications in accordance with Intuit's Developer Terms; and
• We notify affected shops promptly at their registered account email address with a clear description of what happened, what data was involved, and the steps we have taken.

10. Your Privacy Rights and State Law Disclosures

Field to Books is a B2B service for US trade businesses. Whatever state your business operates in, you have the right to:

• Request a copy of the shop data we hold for your business;
• Correct inaccurate account contact information;
• Disconnect your QuickBooks Online or Jobber accounts at any time; and
• Request Secure Deletion of your shop's stored copy on our systems (subject to the 14-day undoable hold and minimal non-personal audit record described in Section 8).

To exercise any of these rights, email support@fieldtobooks.com. We verify requests using your registered shop email address and respond within 15 business days.

11. Eligibility and Children's Privacy

Field to Books is intended solely for business owners, bookkeepers, and authorized employees aged 18 and older operating in the United States. We do not knowingly collect personal information from anyone under 18.

12. Changes to This Privacy Policy and How to Contact Us

If we make material changes to this Privacy Policy, we will update the “Last Updated” date at the top of this page and notify connected shops by email at least 14 days before the changes take effect.