Privacy policy

Draft — pending attorney review.

Last updated: June 10, 2026

This policy explains how FoxTrove LLC (“we,” “us”) collects, uses, and protects information when you use ReconcileIQ, our cash application service for QuickBooks Online, and this website. We process accounts-receivable data on your behalf, so we have tried to be specific rather than vague.

1. Information we collect

  • Account information. Name, email address, company name, and authentication data when you create an account or sign in.
  • QuickBooks data. When you connect QuickBooks Online via OAuth, we access open invoices, customer records, credit memos, and payment records needed to match and post payments. We never receive your QuickBooks password.
  • Remittance content. Emails, PDFs, CSVs, and scanned documents you forward or upload for processing, including the payment and invoice details they contain.
  • Billing information. Processed and stored by Stripe; we do not store your full card number.
  • Usage data. Log and device data (IP address, browser type, pages viewed, actions taken) used for security, debugging, and improving the service.

2. How we use information

  • To provide the service: extract remittance lines, match them to invoices, and post payments to your QuickBooks account at your direction.
  • To maintain your audit trail of payment applications and exception resolutions.
  • To operate, secure, and improve the service, including debugging extraction or matching errors.
  • To bill you, communicate with you about the service, and provide support.
  • To comply with legal obligations.

We do not sell your personal information, and we do not use your customer content for advertising.

3. AI processing and no training on your data

Remittance documents are processed by AI subprocessors (Anthropic’s Claude API for extraction and matching; Google Cloud Vision for OCR of scanned documents) under commercial API terms. Your content is not used to train AI models — by us or by these vendors under the terms we operate on.

4. Sharing and subprocessors

We share data only with the subprocessors needed to run the service — hosting, database, AI processing, OCR, billing, and email delivery. The current list, with each vendor’s purpose and the data it touches, is published on our security page. We may also disclose information if required by law, or in connection with a merger or acquisition (in which case this policy continues to apply to data collected before the change).

5. Data retention

We retain your customer content while your account is active, because it constitutes your payment-application audit trail. After account closure, we delete customer content within 30 days of a written request, except records we are legally required to retain (such as billing records). Disconnecting QuickBooks immediately revokes our access to your QuickBooks data.

6. Security

Data is encrypted in transit (TLS 1.2+) and at rest (AES-256). Access tokens for QuickBooks are restricted to backend service processes. Consequential actions are recorded in an append-only audit log. See the security page for details. No system is perfectly secure; we will notify affected customers of a breach as required by applicable law.

7. Your rights

Depending on where you live, you may have rights to access, correct, export, or delete your personal information, or to object to certain processing. To exercise any of these, email kyle@foxtrove.ai. We will respond within the timeframe required by applicable law.

8. Cookies

We use cookies for authentication and session management, and local storage for preferences such as dark mode. We do not use third-party advertising cookies on this site.

9. Children

The service is for businesses and is not directed to anyone under 16. We do not knowingly collect information from children.

10. Changes to this policy

We will post changes here and update the date above. For material changes, we will notify account owners by email before the changes take effect.

11. Contact

FoxTrove LLC · kyle@foxtrove.ai