TBGS Books Privacy Notice
1. What this notice covers
TBGS Books is a private business application used for TBGS Holdings LLC’s quarry operations, sales, inventory, shipping, accounting records and financial review. This notice describes information handled through the app, including information about authorized users, customers, suppliers and other people whose details appear in business records.
Access to the books is limited to people TBGS authorizes. A public copy of this notice does not grant access to the app. Separate services used for email, payroll, banking, professional advice or data preparation have their own practices and terms.
2. Information handled
- User and access information: sign-in identity, email address, name, assigned role and records of application activity, such as changes, actors, timestamps and revision history. The hosting and sign-in services also process the connection and session information needed to provide their services.
- Business records: customer and vendor names and contact details, sales orders, invoices, bills, receipt and payment details, bank-record descriptions, account references, payroll-related records entered or imported into the books, and supporting notes.
- Operational records and files: block numbers, dimensions, inventory and factory information, photographs, shipping information, uploaded invoice or bill documents, and data extracted from those documents.
- QuickBooks connection and comparison data: authorized company identity, accounting preferences used to interpret currency, account and contact records, invoices, bills, payments, deposits, purchases, transfers, sales and refund receipts, credits, journal entries, items, and comparison results. These may contain personal information in contact fields or transaction descriptions.
- Connection credentials: encrypted OAuth access and refresh tokens and related connection metadata. TBGS Books does not ask you to enter your Intuit password into the TBGS app.
3. Where information comes from and how it is used
Information comes from authorized users, documents and files they provide, existing business records, and the QuickBooks company that the primary owner authorizes. TBGS uses it to maintain business records, coordinate work, review invoices and bills, compare accounting information, investigate discrepancies, administer access, preserve change history and supporting evidence, and operate and support the app.
The invoice and bill reading tools perform PDF text extraction and image recognition in the user’s browser using app-provided libraries. Extracted details remain drafts for user review. When a user saves or submits a document for review, the original and the selected information are sent to the TBGS server and retained with the relevant record or review item.
The QuickBooks connection retrieves posted records for comparison. It does not post changes to QuickBooks, automatically import those results into the TBGS books, or mark invoices paid. A date or amount match is a suggestion for review, not proof of payment. Unposted bank-feed items awaiting review are not included through this connection.
4. Hosting, storage and access
Cloudflare provides hosting, access control, database and file-storage services used by the app. Intuit provides QuickBooks authorization and the source accounting API. Authorized TBGS users and approved advisers can access information according to their assigned role. The app uses HTTPS, verifies access identity, and applies server-side role restrictions. Stored QuickBooks tokens are encrypted separately from ordinary business records.
Administrators have broad access to business records and permissions. Financial editors can work with records; financial viewers can review them. Inventory & Shipping access is restricted to operational information and excludes accounting reports and QuickBooks comparison results. Granting someone a TBGS role and allowing that person through the sign-in service are separate controls.
Authorized downloads create copies on the user’s device. Those copies must be protected under TBGS’s procedures. Cloud hosting, access logs and exported files may be subject to provider or device settings; this notice does not promise a particular storage country, certification or fixed log-retention period.
5. QuickBooks authorization and disconnecting
The primary owner selects and authorizes the intended QuickBooks company. The real-company connection checks its configured company ID, and its credentials and observations are separated from the sandbox connection. Intuit grants a broad Accounting OAuth permission; the TBGS implementation restricts accounting operations to reads. Where enabled, scheduled comparisons repeat those reads.
The primary owner can disconnect a connection in TBGS Settings. Disconnecting stops further reads through the connection, clears stored tokens, and requests revocation from Intuit. If revocation cannot be confirmed, the app flags it and the owner must remove the connection in Intuit before reconnecting. Requests already in progress may finish. It does not delete prior observations or change business records in either accounting system. Previously collected information remains subject to the retention and request process below.
6. Retention and deletion
TBGS retains underlying accounting and operational records, supporting documents, audit and revision history, and recovery copies until the owner and CPA approve a reviewed disposition. That review considers continuing business use, accounting and tax needs, applicable legal requirements and any preservation obligation or legal hold. No fixed number of years or automatic expiration is stated in this notice.
QuickBooks observations and comparison history are retained for comparison, investigation and review, subject to applicable requirements. They remain separate from the books. Disconnecting QuickBooks clears the app’s stored connection tokens and prevents further reads; it does not itself delete these observations, business records, recovery copies or downloaded files.
Privacy requests are assessed by the owner, who verifies identity and authority, consults the CPA or counsel where needed, and records the decision. Any authorized deletion or other disposition must consider supporting evidence, audit history, recovery copies and known local exports. Deletion is not automatic and this notice does not promise an immediate purge or a fixed response deadline.
7. Questions, access and correction requests
Contact info@tbgsholdings.com for questions or to request access, correction, restriction or deletion of information. We will verify the requester’s identity and authority before disclosing or changing business records. The owner assesses requests under applicable requirements and the retention approach above; recordkeeping obligations and other people’s rights may limit what can be changed or deleted.
Employees and advisers should also follow the privacy, confidentiality and security procedures applicable to their relationship with TBGS. Report suspected unauthorized access promptly to info@tbgsholdings.com.
8. Updates
TBGS will identify the effective date of this notice and provide the updated notice when it changes how the app handles information. Any material expansion of the QuickBooks integration, new recipients, or new purposes must be reviewed before the notice is changed to describe that practice.