End User License Agreement
This agreement governs the use of the Cashflow Forecast Analyzer, a proprietary internal tool owned and operated exclusively by Ryan Panchuk, Balance My Books, Ottawa, Canada. This tool is not a public product and is not available to the general public.
1.1 License Grant
Balance My Books (the "Licensor") grants its authorized staff (each a "User") a limited, non-transferable, non-sublicensable, revocable license to access and use the Cashflow Forecast Analyzer (the "Tool") solely for internal bookkeeping and cashflow forecasting purposes in connection with the bookkeeping business operated under the name Balance My Books. Access is granted per user and, within the Tool, per client company, at the discretion of a Balance My Books administrator.
1.2 Restrictions
The User agrees not to:
- Share, distribute, sublicense, sell, or otherwise transfer access to the Tool to any third party
- Reverse engineer, decompile, or attempt to extract the source code of the Tool
- Use the Tool for any purpose other than internal bookkeeping and cashflow forecasting operations
- Upload or input any data belonging to third parties without a lawful basis for processing that data
- Attempt to access a client's data without having been granted access to that client within the Tool
- Use the Tool in any manner that violates applicable Canadian federal or provincial law
1.3 Ownership
All intellectual property rights in the Tool, including its design, code, and functionality, are owned by Balance My Books. This agreement does not transfer any ownership interest to the User.
1.4 Third-Party Services
The Tool integrates with the following third-party services. Use of these services is subject to their respective terms and policies:
- Intuit QuickBooks Online (QBO): transaction and account history synchronization. Subject to Intuit's Terms of Service and Developer Agreement.
- Supabase: database storage and authentication. Subject to Supabase's Terms of Service and Privacy Policy. Data is hosted in Supabase's Canada (ca-central-1) region.
- Netlify: web application hosting. Subject to Netlify's Terms of Use.
- Anthropic (Claude): powers the Tool's optional AI assistant, which answers questions about a client's cashflow in plain language. Summary figures are transmitted to Anthropic's API only when a staff member asks a question. Unlike the database above, this processing takes place in the United States, not in Canada. Subject to Anthropic's Commercial Terms of Service and Privacy Policy. See section 2.7 for exactly what is and is not sent, and where it goes.
By using the Tool, the User acknowledges and agrees to the terms of each of these third-party services as they apply to their respective functions within the Tool.
1.5 QuickBooks API Usage
The Tool connects to QuickBooks Online via the Intuit Developer API to read transaction and account history for the purpose of building cashflow forecasts. This access is read-only and is used solely to facilitate cashflow forecasting for clients of Balance My Books. The User is responsible for ensuring they have appropriate authorization from their clients to access data within their QBO accounts. QuickBooks access tokens are never exposed to the browser and are managed exclusively by server-side functions.
1.6 Disclaimer of Warranties
The Tool is provided "as is" without warranty of any kind, express or implied. Balance My Books does not warrant that the Tool will be error-free, uninterrupted, or that any forecast, projection, or figure produced through it will be completely accurate. Forecasts are estimates based on historical patterns and figures entered by the User; they are not a guarantee of future cashflow. The User assumes full responsibility for verifying all financial outputs before relying on them for decision-making or official purposes.
1.7 Limitation of Liability
To the maximum extent permitted by applicable law, Balance My Books shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from use of the Tool, including but not limited to errors in forecasting, reconciliation, or QBO synchronization. The User's sole remedy for any dissatisfaction with the Tool is to discontinue use.
1.8 Governing Law
This agreement is governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein. Any disputes arising from this agreement shall be subject to the exclusive jurisdiction of the courts of Ontario.
1.9 Modifications
Balance My Books reserves the right to modify this agreement at any time. Continued use of the Tool following any modification constitutes acceptance of the updated terms.
Privacy Policy
This Privacy Policy describes how Balance My Books collects, uses, and protects information processed through the Cashflow Forecast Analyzer. This is an internal tool used exclusively by Balance My Books staff. Client data is processed on behalf of clients in the course of providing bookkeeping and cashflow forecasting services.
2.1 Information Collected
The Tool may collect, process, or store the following categories of information:
- Client profile information: Client company name
- Financial transaction data: Bank and credit card transactions uploaded via Excel or CSV export, or synchronized from QuickBooks Online, including transaction dates, payees, amounts, and running account balances
- QuickBooks Online data: Account names, transaction history, and running balances synchronized via the QBO API
- Forecast inputs: Planned income and expense items, payee exclusions, and reconciliation status entered by staff
- Staff account data: Email address, role (admin or regular), and which client companies each staff member has been granted access to
- Authentication data: Login credentials and, where enabled, two-factor authentication status, managed through Supabase authentication
- AI assistant questions: Where a staff member uses the optional AI assistant, the question asked and the summary figures described in section 2.7
2.2 How Information is Used
All information processed by the Tool is used exclusively for the following purposes:
- Classifying recurring and one-off spending patterns for forecasting purposes
- Generating cashflow forecasts, payment calendars, and balance projections for client review and internal analysis
- Reconciling bank account activity against QuickBooks Online records
- Controlling which staff member may view or work on which client's data
- Answering a staff member's questions about a client's forecast, where the optional AI assistant is used (section 2.7)
No information collected or processed by the Tool is sold, rented, or shared with any third party for marketing or commercial purposes.
2.3 Data Storage and Security
Transaction data and client records are stored in a Supabase database hosted in Canada (ca-central-1). Access to client data is restricted by row-level security, such that a staff member may only read or write data for clients they have been explicitly granted access to, or clients that an administrator has full access to. All data transmission between the Tool, Supabase, and QuickBooks Online uses HTTPS encryption. QuickBooks access tokens are stored server-side only and are never readable by the browser or by staff accounts directly, regardless of role.
Balance My Books takes reasonable technical and administrative measures to protect the data stored in the Tool against unauthorized access, loss, or misuse, including optional two-factor authentication enforced at the database level. However, no system is completely secure, and the User acknowledges this inherent risk.
2.4 Data Retention
Client transaction data is retained in the Tool for as long as needed to support ongoing bookkeeping and forecasting services. Data may be deleted at any time at the request of the client or at the discretion of Balance My Books. Deletion of data from the Tool does not affect data held within the client's own QuickBooks Online account.
2.5 Client Data and PIPEDA
Balance My Books is subject to the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation. Client financial data is processed on the basis of a service relationship between Balance My Books and its clients. Clients are informed that their financial records may be processed using cloud-based software tools as part of the bookkeeping service provided to them, including the third-party services listed in section 1.4 and the AI assistant described in section 2.7.
2.6 QuickBooks Data Access
The Tool accesses QuickBooks Online data through the official Intuit Developer API using OAuth 2.0 authentication. The Tool does not store QuickBooks login credentials. Access is read-only: the Tool retrieves transaction and account history and does not create, modify, or delete any record within QuickBooks Online. Access tokens are managed securely via server-side functions and are not exposed in the browser. A connection may be disconnected at any time by an administrator, which revokes the Tool's access at Intuit.
2.7 AI Assistant
The Tool includes an optional AI assistant which answers questions about a client's cashflow in plain language. It is powered by Claude, a service operated by Anthropic PBC. The assistant is used only when a staff member types a question; it is not consulted in the background, and the rest of the Tool functions normally without it.
What is transmitted to Anthropic. When a question is asked, the Tool sends the question, the earlier questions and answers in that conversation, and a summary of the figures the Tool has already calculated for the client then on screen. That summary typically includes the client company name, the names of their bank and credit card accounts, the most recent balance of those accounts and their month-end balances over the preceding twelve months, the names of recurring payees and income sources, the expected income and expense items recorded against the client including any description a staff member has typed against them, dollar amounts, and dates.
What is not transmitted. Individual transactions and full bank registers are not sent; they remain within the Tool. QuickBooks access tokens, login credentials, and two-factor authentication details are never sent. Data belonging to any client other than the one being asked about is never sent.
Accuracy. The assistant is provided with figures already calculated by the Tool and is instructed to report those figures rather than derive new ones. It is a convenience for reading a forecast, not a source of financial advice, and it does not replace professional judgement. All calculations shown in the Tool's reports are produced by the Tool itself, not by the AI assistant.
Proposed changes. The assistant may propose additions or amendments to a client's planned income and expense items, the forward-looking entries a staff member would otherwise type in by hand. It cannot carry them out. A proposal is displayed for the staff member to review and is saved only if they confirm it; discarding it changes nothing. The assistant cannot alter transaction history, account records, staff accounts, or access permissions, and it has no ability to write to QuickBooks Online, which the Tool reads from only.
Where this processing happens. The Tool's database is hosted in Canada, but the AI assistant is not. Questions sent to the assistant are processed and stored in the United States. The Tool requests United States processing explicitly on every request rather than accepting Anthropic's default, which may route a request to any of several countries. Anthropic does not offer a Canadian region. Data held in the United States may be accessible to United States authorities under the laws of that country. A client who would rather their figures did not leave Canada can have the assistant switched off for their records, and it is off unless deliberately enabled.
Anthropic's handling of this data. Anthropic states that inputs and outputs submitted through its commercial API are not used to train its models, and that inputs and outputs are deleted within 30 days, except where content is flagged by its safety systems, in which case it may be kept for up to two years. Use of the assistant is subject to Anthropic's Commercial Terms of Service and Privacy Policy, and information about Anthropic's security and data-retention practices is published at trust.anthropic.com. Balance My Books does not control Anthropic's processing of this data beyond the terms of that agreement.
Client choice, and consent by default. The assistant is disabled for every client unless it has been deliberately enabled for them. Enabling it is restricted to administrators, is intended to be done only once the client has agreed, and the date of the change is recorded. Until then, no figures belonging to that client are sent to Anthropic at all. This is enforced by the Tool itself, not merely by staff practice. A client may withdraw that agreement at any time and the assistant will be switched off for their records. Contact details are in section 2.9.
Demonstration mode. The Tool includes a demonstration mode showing a fictional company with invented figures, used to show the software to prospective clients without exposing anyone's records. The assistant is available in that mode, because the figures involved belong to no one and are not real.
2.8 Changes to this Policy
Balance My Books may update this Privacy Policy from time to time. The most current version will always be available at this URL. Continued use of the Tool following an update constitutes acceptance of the revised policy.
2.9 Contact
For any questions about this agreement or privacy policy, or to
request deletion of your data, please contact:
Ryan Panchuk
Balance My Books
Ottawa, Ontario, Canada
ryan@balancemybooks.ca
balancemybooks.ca