Privacy Policy
Effective October 30, 2026
This policy explains how Measured Growth Professional Corporation (the “Firm”) handles information in its practice app (the “App”).
1. Who does this policy cover?
The Firm’s staff, and the client and prospect contacts the Firm invites to its client portal; no one else can sign in. It also covers people whose records a client asks the Firm to work with.
2. What do we collect?
Names, email addresses, mobile numbers and roles of staff and portal users; the Firm’s own work records, such as tasks, time, pricing and reviews; what clients send us, such as answers, receipts, statements and documents; and clients’ accounting data, described below. When a portal user signs a document, the App records their name, email, IP address and device and the times they opened and signed it, and prints them on an audit page added to the signed copy.
3. What does the App do in QuickBooks?
With your authorisation, the App reads, changes and deletes QuickBooks data only when the Firm’s staff direct it. Each change is confirmed by a named member of staff before it is sent (or, for a scheduled change, when a manager sets it up), and every change is recorded in the audit log with the value before. The App reads transaction detail to do the work and keeps counts and results, not a general copy of your transactions.
4. What will the App never do in QuickBooks?
- It never voids anything.
- Apart from replacing a sales tax adjustment with a corrected one on a manager’s yes, it deletes only a transaction the App itself created, a bill with no payment against it, a journal entry with no sales tax on it, a bank transfer it has just recorded again as an expense on the same yes, or a card or bank expense it has just recorded again as a payment of a bill on the same yes, each on its own yes. It also deletes a CRA payment booked to the wrong place (an expense or a journal) once it has recorded that payment again correctly, on a manager’s yes covering one client, one month and one kind of payment. In the Firm’s own test company, which holds only made-up data and is on its list of test companies, it may delete every transaction to start a test again.
- It merges only two duplicate vendors or two duplicate customers, one yes per pair. QuickBooks cannot undo a merge.
- Making a record inactive keeps the record and its history.
- It never changes the vendor on a bill that has been paid, in full or in part.
- It refuses any change to a sales-tax period already filed.
5. What about bank and payment accounts?
The App does not connect to bank accounts. Bank and card lines come from statements the client sends and from QuickBooks’ own bank feeds. Payment accounts, such as Wise or Stripe, are read only, with access the account holder gives, and the App never moves money. When an account’s bank feed stops bringing in new lines, the App may build a bank-feed file from the client’s statement and upload the missing lines to QuickBooks, and logs each upload.
6. What happens to documents and email?
Receipts, bills, statements and income documents reach the Firm by email, through the client portal or through the Firm’s practice-management platform. The App reads them, matches them to transactions and attaches them in QuickBooks. A copy of each email sent to the Firm’s receipts address is deleted after 90 days. When the Firm connects one of its own Gmail inboxes, the App keeps a copy to work in and deletes an email’s copy within a day of it being deleted in Gmail or the inbox being disconnected. Once the App has read an email in the Firm’s receipts inbox, it labels the email and archives it in Gmail. The App never deletes email in Gmail, with the exception of dismissing unsent drafts.
7. Is AI used?
AI is optional and off by default. When the Firm turns it on, Anthropic reads documents and text for the staff assistant, robot chat and the client portal’s chat assistant, which answers a client from the Firm’s approved text and that client’s own records only. AI only suggests; the Firm’s staff approve every change. Anthropic does not train its models on it and keeps it for up to 30 days for safety and security, then deletes it. TypeSafe AI, which suggests how to code a receipt, gets text only, never an image or a full card number, and does not train its models on it either. To check that a receipt belongs to a card or bank charge already in QuickBooks, it also gets that charge’s payee name and account name and the last 4 digits of the card shown on the receipt, but never an amount or a date.
8. What do the Firm’s robots do?
Some steps are done by robots: software that works in a website the way a person would. They run on the Firm’s own computers and use the Firm’s logins, or a client’s own login when the client gives it, kept on that computer. They act only on a staff yes or on standing work a manager approved in advance, and propose everything else. They never file a tax return, and the App never signs in to or reads a tax authority’s website, such as the Canada Revenue Agency’s. In QuickBooks’ sales tax centre a robot may, on a manager’s yes, mark as filed a return the Firm has already filed with the tax authority, record a payment the tax authority has already received, or add the interest or a penalty the tax authority charged; it never pays a tax and never deletes there. Each robot is listed under “Software we use”.
9. What messages do we send?
Sign-in codes; emails about your to-dos, at most one a day, with at most 3 reminders while a to-do stays open; one welcome email to a new client; and optional reminder texts, off until you turn them on, with the same limits and no financial details. From the Firm’s receipts inbox, the App also sends one fixed email the Firm approved on its own when the Firm’s vendor rule says a vendor sends only a link to its bill, asking the client to download the bill and attach it. Any other email goes only when a member of the Firm’s staff sends it, or approves its exact words before the App sends it from that person’s own inbox.
10. How do we use information?
Only to do the Firm’s work: planning, pricing, and keeping and checking clients’ books. Data about one client is used only for that client. We do not sell personal information or use it for advertising.
11. Google data
The App uses Gmail, Google Drive and Google Sheets in the Firm’s own Google account to receive documents, file reports and share questions with clients. The Firm’s use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. The Firm’s browser extension for staff follows the Chrome Web Store User Data Policy, including its Limited Use requirements.
12. How is it kept safe?
Data is encrypted in transit and at rest, and each firm’s data is kept apart from every other firm’s. The App’s database, sign-in records and stored files are kept in Canada. The hosting provider’s servers may handle a request outside Canada while serving it, and the services listed under “Software we use” may process information outside Canada to provide their service. Staff sign in with two steps, including a code texted to their phone on each new device and every 30 days. Portal users sign in with a one-time code sent to their email, with no password. Keys for payment accounts are encrypted by the App before they are stored.
13. How long do we keep it, and how do I delete it?
Work records are kept for as long as the engagement continues, and afterwards for the period the Firm is required to keep its professional records. The change log is kept indefinitely, by design, as is the as-filed record of a sales tax return: they are the Firm’s account of what it changed and filed. Disconnecting QuickBooks or Google deletes its stored tokens. You may ask us to delete information about you; we will delete what we can and tell you what we must keep.
14. Software we use
- QuickBooks Online (Intuit): the client’s books, read and changed as above.
- AI assistant: Anthropic, when switched on.
- Receipt coding: TypeSafe AI, text only, when switched on.
- Google Workspace: Gmail, Drive and Sheets in the Firm’s account.
- Hosting and database: Vercel, Supabase.
- Email delivery: Postmark.
- Texting: Quo.
- Meeting recordings: Fathom, read only, when the Firm saves its key.
- Practice portal: Double.
- Proposals: Ignition.
- Payment accounts: Wise, Stripe.
Other software the Firm's robots use
- QuickBooks (browser): reads reports and makes the approved changes the connection can’t, with the Firm’s login.
- Practice portal (Double): sets up the Firm’s questions, requests and statuses in the portal: what the App queues on its own, and other changes one staff yes each.
- Proposals (Ignition): removes services from the Firm’s library, one yes per delete.
- Payroll (Wagepoint): reads payroll setup and payroll tax remittances, keeping remittance totals and dates, never employee names. On a manager’s yes it connects Wagepoint to a client’s QuickBooks and sets its accounts and sync; Wagepoint then posts payroll entries itself, not through the App.
- Payments (PayPal): uses the client’s own login to download statements and activity to work out where customers are. The login and files stay on the Firm’s computer.
15. Changes and contact
We review this policy at least once a year, and the effective date above shows the latest review or change. Questions and requests: connect@measuredgrowthcpa.com. This policy is governed by the laws of Province of Ontario, Canada.