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.
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
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
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.
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 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.
2.8 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