This policy explains how Watters International Realty (“WIR,” “we”) handles information in connection with the WIR Bookkeeping Agent (the “App”). The App is an internal tool that WIR uses to maintain its own accounting records. It is not offered to the public.
1. Information the App accesses
- QuickBooks Online data for WIR’s own company, such as the chart of accounts, vendors, and existing transactions, so the App can categorize and record transactions correctly.
- Bank and credit card transaction data for WIR’s business accounts (for example date, amount, merchant name, and description), retrieved through a bank-data provider.
- Answers from WIR staff to the App’s questions about how to categorize a transaction.
The App does not collect information from website visitors and does not use cookies or analytics on this site.
2. How the information is used
Solely to categorize and record WIR’s business transactions in QuickBooks Online, to ask WIR staff about transactions it cannot categorize, and to produce internal reconciliation reports. We do not sell this information, use it for advertising, or use it for any purpose unrelated to WIR’s own bookkeeping.
3. Service providers
The App relies on the following providers to function. Each receives only the information needed for its role:
- Intuit (QuickBooks Online): where WIR’s books are kept.
- Plaid: retrieves transaction data from WIR’s bank and card accounts.
- Anthropic: an AI model that suggests categories for transactions not covered by WIR’s rules. Transaction details and WIR’s account names are sent for this purpose. Data sent to Anthropic is not used to train AI models.
- Slack or Google Chat: used to ask WIR staff questions about specific transactions.
- Google (Gmail): used to email internal reconciliation reports to WIR staff.
4. Storage and security
- The App runs on a computer managed by WIR. Its working records are stored locally on that computer.
- Access credentials, including QuickBooks authorization tokens, are stored in the operating system’s secure credential store, not in plain files or source code.
- All connections to QuickBooks and other providers use encrypted (HTTPS/TLS) connections.
- Access to the App and its records is limited to authorized WIR personnel.
5. Retention
WIR keeps the App’s working records for as long as needed to maintain accurate books and meet WIR’s record-keeping and tax obligations. Records written to QuickBooks are part of WIR’s accounting records and are kept in QuickBooks according to WIR’s normal practices.
6. Disconnecting
A QuickBooks administrator can disconnect the App at any time from QuickBooks. Once disconnected, the App can no longer access the QuickBooks company. Transactions already recorded remain in QuickBooks.
7. Changes
We may update this policy as the App changes. The date at the top of this page shows when it was last updated.
8. Contact
Questions about this policy: financehelp@wattersinternational.com.