Privacy Policy

Last updated: April 3, 2026

Who We Are

MTCS Business Finance LLC provides fractional CFO and bookkeeping services to group mental health practice owners. This privacy policy explains how we collect, use, and protect your information when you use our services, including our QuickBooks Online integration.

Information We Collect

When you connect your QuickBooks Online account to our platform, we access:

• Chart of Accounts — account names, types, and balances
• Transactions — purchases, journal entries, and bank transactions for the current engagement period
• Financial Reports — Profit & Loss, Balance Sheet, and Trial Balance
• Company Information — business name, address, and accounting preferences
• Bank Account Metadata — account names and connection status (we do not access bank login credentials)

We also collect contact information you provide during onboarding: name, email address, phone number, and business details.

How We Use Your Information

We use your QuickBooks data exclusively to provide our bookkeeping and CFO advisory services:

• Reviewing and categorizing transactions
• Preparing monthly financial statements
• Reconciling bank and credit card accounts
• Setting up and maintaining your Chart of Accounts
• Generating financial reports and analysis
• Providing CFO advisory recommendations

Data Storage and Security

• Your data is stored in encrypted databases hosted on secure cloud infrastructure (Neon PostgreSQL)
• OAuth tokens are encrypted at rest using AES-256-GCM and never logged or exposed in application output
• All API communication uses HTTPS/TLS encryption in transit
• Access to your data is restricted to authorized MTCS Business Finance LLC team members and our automated accounting systems
• We do not store sensitive credentials such as bank login passwords or Social Security numbers

Data Sharing

We do not sell, rent, or share your financial data with any third parties.

Your data is only accessed by:

• MTCS Business Finance LLC team members providing your bookkeeping and advisory services
• Our automated accounting systems that assist with transaction categorization and reporting

Data Retention

We retain your QuickBooks data for the duration of our service engagement plus 7 years as required for accounting records. Upon termination of services, you may request deletion of your data by contacting us.

Disconnecting QuickBooks

You can disconnect your QuickBooks Online account at any time by:

• Requesting disconnection from your MTCS Business Finance LLC account manager
• Disconnecting from the QuickBooks Online App Center
• Revoking access in your QuickBooks Online account settings under "Manage your apps"

When disconnected, we immediately revoke our access tokens. Previously synced data is retained per our retention policy above.

Your Rights

You have the right to:

• Request a copy of the data we hold about your business
• Request correction of inaccurate data
• Request deletion of your data (subject to legal retention requirements)
• Disconnect your QuickBooks account at any time

Contact Us

For privacy-related questions or requests, contact us at:
morgan@mtcsbusinessfinance.com
https://mtcsbusinessfinance.com