Accounting integration privacy policy
Effective September 25, 2026
Scope and roles
This notice covers Optimum Group LLC’s QuickBooks Online accounting connector with the supplier-bill and optional receipt/POS workflows described below, for customer organizations and their authorized users. It applies only where this notice is identified for the relevant integration; it does not describe every Optimum product or integration. Customer organizations authorize their accounting connections and operate their source systems. Anthony Ramtulla is Optimum’s developer and privacy contact. The customer’s own privacy notice governs its underlying clinical, employment or customer operations. Separate payment-gateway services and unrelated professional services are outside this notice.
Connection and local information
The integration processes the authorized QuickBooks company identifier, environment, connection and expiry metadata, administrator attribution, accounting references, synchronization states and operational errors. OAuth refresh credentials are encrypted server-side; access tokens are used for authorized requests. The customer’s internal records can retain patient associations, staff audit details, payment allocations and terminal references. Those local records are distinct from the restricted POS payload sent to QuickBooks.
POS information sent to QuickBooks
When enabled, the POS workflow sends purchased item or service descriptions, quantities, amounts, tax, currency, dates, receipt references, accounting mappings and a configured anonymous retail customer reference. It reads matching accounting receipt information to reconcile uncertain writes and posts SalesReceipt or RefundReceipt records. The outgoing POS payload excludes patient names, national identification numbers, diagnoses, chart notes, vitals, employee identity and terminal authorization references. Purchase descriptions may still reveal sensitive service information; these exclusions do not make all transaction information non-sensitive.
Supplier bills are different
The supplier workflow processes invoice images or PDFs, original filenames, supplier details, invoice and due dates, totals, currency, extracted lines, reviewed memos and accounting mappings. It may look up or create a supplier, create a bill and upload the original invoice attachment to QuickBooks. Information visible anywhere in an attachment, or entered into its memo, can therefore be disclosed to Intuit. The POS exclusions are not a general redaction filter for supplier bills. Authorized staff must minimize and review content before submission.
OpenAI, Dropbox and international storage
When authorized users use configured invoice extraction, the invoice PDF or image content is sent to the OpenAI API to extract fields for review. The workflow supports local storage and Dropbox-backed retrieval, storage and movement of processed invoices. Hosting locations, file-storage arrangements and enabled providers depend on the customer deployment and must be disclosed in the applicable service documentation and private processing schedule. Processing by hosting providers, Intuit, OpenAI or Dropbox may take place outside the customer’s country. Applicable transfer safeguards and provider settings must be assessed for the deployment; this notice does not establish them by itself. No exclusive local residency, provider zero-retention or unverified provider no-training assurance is made.
Printing and security
Receipt printing uses a native monitor in the time clock application with a separate device-scoped credential; the server stores that credential’s hash. The monitor receives assigned print jobs and reports status, rather than receiving general patient-chart access. Receipt output excludes the specified patient and authorization fields, but descriptions of purchased services may remain sensitive. Role checks, server-side credential encryption and separate print access are implemented controls, not a guarantee against loss or a compliance certification. Keep printed receipts, local workstations and credentials secure.
Purpose, access and recipients
The described processing supports authorized company connection, supplier invoice review, recording and reconciling collections and refunds, receipt printing, accounting synchronization, support and troubleshooting. Intuit receives accounting records and supplier attachments. OpenAI receives invoice content when extraction is used; Dropbox receives files handled through its storage workflow. Authorized customer staff and support personnel may access relevant records for their responsibilities. Optimum does not sell client or integration data or use it for advertising, product analytics or AI model training beyond providing the client’s service. Authorized processing to operate and support the service, including configured invoice extraction, is distinct from these secondary uses. Third-party provider handling is governed by the applicable agreements and settings; this statement does not promise provider zero retention or unverified provider practices.
Retention and requests
Our retention standard is to retain information only as necessary for the customer’s operational purposes and applicable legal, accounting, security and dispute requirements. Record-specific periods, deletion responsibility and backup expiry must be documented; a universal statutory period is not assumed. Revoking QuickBooks authorization stops access once effective but does not automatically delete local records or prior Intuit entries and attachments. Contact the customer organization about its source and accounting records and Optimum about integration access or assistance with export, correction or deletion. Requests may require identity and authority checks and coordination with the customer organization or provider. Legal retention obligations may limit deletion.
Contact, changes and status
Contact Anthony Ramtulla at info@optimum-group-llc.com or 307.507.2743. Do not email patient documents, OAuth tokens, passwords or card details to this general address. Material changes will be reflected in an updated effective date and communicated where required by applicable law or the customer agreement. Descriptions of optional features apply only when those features are authorized and enabled for the customer. This notice does not announce availability or successful transaction or hardware acceptance for any deployment.