Clear AI Books — Privacy Policy

Effective date: 2026-11-01

Operator and contact

Operator: Kerstie Blue, sole proprietor, operating Clear AI Books. Privacy and support contact: support@clearaibooks.com. Business address: 3239 El Camino Real, Suite 210, Palo Alto, CA 94306.

Who this service is for

Clear AI Books is intended for U.S. CPA and bookkeeping firms and their adult authorized business users. It is not directed at children or general consumers. Invited development testing is currently free. No paid service, pricing or refund terms are offered at this time.

Information handled

Clear AI Books handles account identity and sign-in information, client memberships and roles, uploaded accounting documents, accounting reference data, recommendations, reviews, exceptions and audit records. QuickBooks data may include company information, accounts, vendors, customers, bills, invoices, balances and payment-status records in existing read-only sandbox workflows. The prepared designated development connection initially reads company information, accounts and vendors. Accounting records can contain personal information.

Ownership and use of customer data

Customers retain ownership of the accounting records they submit. Clear AI Books uses customer data only as reasonably necessary to host, process, analyze, secure and provide the authorized service, including processing by the service providers described below. Clear AI Books does not sell customer data.

Purpose and access

Information supports accounting analysis, independent review, client-specific access controls, exception handling and audit history. QuickBooks Online remains the accounting system of record. Access depends on authenticated identity, client membership and authorized role; the application is currently invite-only. This description is not a guarantee against every security incident.

QuickBooks authorization

Only a user holding the CPA role for the specific client can start Intuit OAuth consent; for the designated development company, that user must also be on Clear AI Books’ confirmed authorized-CPA list. Client representatives, managers, reviewers and other users cannot currently start, reconnect or disconnect a QuickBooks connection. Clear AI Books does not ask for the QuickBooks password. Access and refresh credentials are handled server-side; stored connection credentials use tenant-bound encryption and are not returned by the integration to AI agents or browser screens. OAuth scope does not independently grant transaction authority. Production-company connection and writes have not yet been live-verified.

Disconnection and retained records

The prepared designated-development Disconnect action first asks Intuit to revoke Clear AI Books’ access to the company, and removes locally stored usable connection credentials only after Intuit confirms revocation. If the revocation request fails, the local credentials are kept and the outcome is recorded, so access is not silently left active while appearing disconnected. Disconnect does not erase saved reference data, uploaded documents, recommendations, accounting records or audit history. Reconnection requires fresh authorization. Existing sandbox grants are separate and are not revoked by the designated-development action. This describes the prepared implementation; live production behavior has not yet been verified against a real company.

Service providers and AI

Verified from the current application: hosting runs on Lovable-managed hosting on Cloudflare infrastructure; the database, sign-in and file storage run on Lovable Cloud; authorized AI analysis is sent through the Lovable AI gateway, and the configured model is an OpenAI model (openai/gpt-6-astra). Requests may include relevant source documents, accounting references and policies. Independent agents receive source evidence, never connection credentials. Intuit processes QuickBooks consent and data under its own terms. NOT VERIFIED: the providers’ data-retention periods, model-training treatment, data-processing agreements and any further subprocessors. No claim is made that providers never retain data or train on it.

Retention, deletion and export

Disconnection is not data deletion. Different information is handled differently: (a) Accounting evidence and audit records — a retention period of up to seven years after account closure is proposed for review and recordkeeping. This is a proposed policy only; it is not yet technically implemented or verified. Audit records are designed to be append-only and may not be individually deletable. (b) Ordinary account information (name, email, memberships) — may be removed or deactivated on a verified request, except where needed to keep audit records meaningful. (c) QuickBooks connection credentials — removed only after Intuit confirms revocation at Disconnect, as described above. (d) Backups and archive copies — maintained by service providers and an external write-once audit archive; they may not be deletable on the same schedule as primary records. An authorized export process is planned before account closure but is not yet available or guaranteed.

Your data requests

Authorized users and customers may ask to access, correct, export or delete their information by writing to support@clearaibooks.com. Before acting, Clear AI Books will verify the requester’s identity and confirm that they are authorized for the account or client concerned; requests about a client’s records may need confirmation from that client’s authorized representative or CPA. Clear AI Books aims to acknowledge requests promptly and respond within the time required by applicable law. Some requests may be limited or refused where records must be kept for legal, tax, audit, security or dispute purposes, or where fulfilling them would affect another person’s rights. Requests that cannot be completed will be answered with the reason. Some steps are currently handled manually rather than through self-service tools.

Cookies, regions and sensitive data

Verified from the current application: sign-in sessions are kept in browser storage, and one preference cookie remembers whether the sidebar is open. The application code contains no analytics, advertising or tracking scripts. Hosting providers may set security or performance cookies that are NOT VERIFIED here. NOT VERIFIED: the exact countries or regions where data is stored and processed, and whether any international transfer occurs. Do not submit patient or clinical data for this development test. HIPAA, GDPR, PCI, SOC 2 and other compliance or certification claims are not made.

Changes to this policy

The effective date at the top will change whenever this policy is updated. For material changes, Clear AI Books intends to email the address on each active account, from support@clearaibooks.com, before the change takes effect where reasonably practical. Continuing to use the service after the effective date means the updated policy applies. No in-app notice feature exists yet.