Privacy policy
1. Who is responsible
MD Digital Solutions Ltd (“MDDS”, “we”) operates MDDS AI Bookkeeper as a private internal bookkeeping application. Contact for privacy matters: mark@mddsolutions.co.uk. MDDS determines how personal information in its own accounting records is used, subject to applicable arrangements with customers, suppliers and other parties.
2. Information processed
Depending on the authorised QuickBooks company and records, the Application may process business contact names, supplier and customer details, accounting references, transaction descriptions, invoice and payment information, account classifications and limited user authentication information. Accounting descriptions may incidentally contain personal information.
3. Sources and purposes
Data is retrieved from QuickBooks Online following authorised OAuth connection, and may later be supplied through approved document or receipt imports. We use it to review accounting history, investigate matching and categorisation, maintain a learning dataset, and—only where separately introduced and authorised—prepare bookkeeping suggestions or entries.
4. Legal basis
Where UK GDPR applies, processing may rely on legitimate interests in administering accurate business accounts, compliance with applicable legal obligations, or another relevant lawful basis depending on the record and context. This policy does not replace contractual privacy information supplied to individual data subjects.
5. Storage and service providers
The Application is intended to run on a controlled Windows host managed by MDDS. QuickBooks data is obtained using Intuit APIs. Cloudflare may process security, access, DNS, tunnel and request metadata in delivering the protected web connection. QuickBooks authentication tokens are encrypted for local storage. No external AI-model submission is enabled in the current read-only release; if an external AI service is enabled later, this notice must first be updated to describe the provider, data submitted and safeguards.
6. Access, retention and deletion
Access is restricted to authorised personnel. We retain records only as long as needed for the operational or legal purpose concerned, including applicable accounting record retention requirements. Local test datasets and tokens are removed when no longer required, subject to controlled backups. Disconnecting QuickBooks stops further authorised retrieval but does not automatically erase retained data; deletion requests can be directed to the contact above.
7. International transfers
Connected technology providers may process information outside the UK. Where relevant, we assess their transfer mechanisms and applicable safeguards before enabling production features or new providers.
8. Individual rights and concerns
Where applicable, individuals may request access, correction, deletion, restriction or object to processing by contacting us. Rights depend on the circumstances and legal obligations. Complaints may also be made to the UK Information Commissioner's Office at ico.org.uk.
9. Changes
This notice will be reviewed before enabling live accounting changes, external AI data processing, or other material new features. The current version date is shown above.