Privacy Policy — InfoTank Invoice Classifier

This Privacy Policy describes how Defender Technology, LLC (d/b/a InfoTank) (“we,” “us,” or “InfoTank”) handles data in connection with the InfoTank Invoice Classifier (“the App”), an internal tool used to review and prepare QuickBooks Online invoices before they are sent to clients.

Who this applies to

The App is a private, internal tool. It is not available to the public and is not listed on any app marketplace. Access is restricted to authorized InfoTank staff members. This policy describes how we handle data within that internal use.

What data the App accesses

The App connects to a single QuickBooks Online company — InfoTank’s own — via Intuit’s official API, using an authorized connection that an InfoTank staff member establishes and can revoke at any time. The App accesses only:

• Invoice data (line items, item/service names, descriptions, amounts, classes, and due dates)
• QuickBooks Class and Item catalog data, used to correctly categorize invoice lines

The App does not access QuickBooks data belonging to any company other than InfoTank’s own, and does not process payments or access payment card data.

How that data is used

Invoice data is used solely to:

• Automatically classify and reorder invoice line items according to InfoTank’s own configured business rules
• Apply a small number of documented, client-specific corrections to specific customers’ invoices (all changes require explicit human review and approval before anything is written back to QuickBooks)
• Compute due dates according to InfoTank’s own configured rules
• Provide two advisory-only quality-review features, described below

No invoice data is used for any purpose unrelated to preparing InfoTank’s own invoices for its own clients.

Use of AI (Anthropic’s Claude)

The App uses Claude, an AI model provided by Anthropic, for two internal quality-control features applied to invoices already synced from InfoTank’s PSA system:

1. Reviewing invoice line-item descriptions to flag potential quality issues for staff to review (for example, a description that doesn’t match the billed item).
2. Suggesting a cleaned-up rewrite of line descriptions that were synced over with unedited internal ticket references.

In both cases, the AI only produces a suggestion. A staff member must explicitly review and approve any change before it is written back to QuickBooks — nothing generated by the AI is ever applied automatically. Data submitted to Anthropic’s API for these features is sent under Anthropic’s commercial API terms, under which submitted data is not used to train Anthropic’s models.

Who can access this data

Access to the App itself is restricted to a specific, named allowlist of InfoTank staff, authenticated through InfoTank’s Microsoft Entra ID (Azure AD) tenant. There are no public accounts and no self-service signup.

Data storage and security

• QuickBooks connection credentials (OAuth tokens) are encrypted at rest.
• A record of every change the App writes to QuickBooks is kept in an internal audit log, attributed to the staff member who approved it.
• Error information is logged internally to support troubleshooting.
• [Add any additional detail you want here — hosting provider(s), retention period for logs, etc.]

Data sharing

We do not sell, rent, or share invoice data with any third party, except:

• Anthropic, solely for the two advisory AI features described above, under Anthropic’s commercial API terms.
• Microsoft, solely for staff authentication via Entra ID.
• As required by law.

Data retention

[Describe how long audit logs, error logs, and other stored records are kept, and how someone can request deletion if applicable.]

Changes to this policy

We may update this policy from time to time. The “Last updated” date above reflects the most recent revision.

Contact

Questions about this policy can be directed to: helpdesk@infotank.com