Privacy Policy
Last updated: February 2025
1. Overview
VeloDoc ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your information when you use our document extraction and QuickBooks integration services. We do not sell your data. We do not share your data with third parties for marketing or advertising purposes.
2. Data We Collect
We collect only what is necessary to provide and improve the Service:
- Account data: email, name, and organization membership (via Clerk).
- Document data: files you upload, extracted structured data (e.g. vendor, total, date), and sync status for QuickBooks.
- Usage data: credit consumption, API logs for security and troubleshooting, and sync history for institutional reporting.
3. How We Use Data
We use your data solely to operate the Service: to authenticate you, run AI extraction on your documents, store results, sync to QuickBooks when you request it, manage credits and roles, and send transactional or security-related communications. We do not use your documents or extracted data for advertising, profiling, or sharing with third parties.
4. Intuit / QuickBooks Data
Intuit Data Protection
When you connect QuickBooks or sync documents to Intuit's services, we store only the tokens and identifiers necessary to perform the sync (e.g. access token, refresh token, company/realm id). We do not share your Intuit data, your extracted document data, or any personally identifiable information with third parties. Data sent to Intuit is limited to what you explicitly authorize (e.g. creating a Bill in your QuickBooks company). We do not use Intuit data for any purpose other than fulfilling the sync and related support you request.
We do not sell, rent, or disclose your data to third parties for their marketing or analytics. Our processing of Intuit-related data is consistent with our Data Processing Agreement and applicable data protection requirements.
For QuickBooks or Intuit app support inquiries, contact VeloDoc Support at support@velodoc.app.
5. Institutional Management
For organizations, we provide role-based access and data permissions so you can maintain institutional control over who sees and acts on your data:
- Admins have full access to credits, team management, all documents in the organization, sync history, API logs, and export capabilities.
- Editors can upload, edit, and delete their own files; they can edit all organization documents but may only delete documents they personally uploaded. They can trigger QuickBooks sync for documents they are permitted to edit.
- Viewers have read-only access to processed data; they cannot edit, delete, or sync documents.
Data visibility and export (e.g. CSV of sync history) are restricted by role so that only authorized users can access or export organizational data. This institutional management model helps you meet compliance and internal governance requirements.
6. Retention & Security
We retain your account and document data for as long as your account is active or as needed to provide the Service and comply with legal obligations. We use industry-standard security measures (encryption in transit and at rest, access controls, secure authentication) to protect your data. Details are in our Security & Trust and Data Processing Agreement.
7. Contact
For privacy questions or requests (access, correction, deletion), contact VeloDoc Support at support@velodoc.app. We will respond in accordance with applicable law.