Last updated: 11 September 2026

This Privacy Policy explains how The Healthy Patch (we, us or our) handles information through the Kapolitsas Finance Connector (the Connector). The Connector is a private internal business tool and is not available for public registration.

1. Information the Connector may handle

After an authorised QuickBooks administrator approves the connection, the Connector may access information held in the authorised QuickBooks Online company, including:

• company profile, chart of accounts and accounting settings;
• customer and supplier names and contact details;
• invoices, bills, credits, payments, deposits, journals and other transactions;
• bank-feed and reconciliation information available through QuickBooks;
• payroll or employee-related accounting information, if included in the authorised QuickBooks data and required for an approved task;
• GST and tax settings, codes and amounts;
• financial reports, attachments, notes and audit metadata; and
• OAuth identifiers and tokens required to maintain the authorised connection.

QuickBooks records may contain personal information about customers, suppliers, employees or other individuals. The Connector does not ask users to provide their QuickBooks password to us. Authentication is handled by Intuit.

2. How information is collected

Information is collected:

• from Intuit QuickBooks Online through its authorised APIs after OAuth consent;
• from authorised users who provide instructions or source material; and
• from technical logs generated to secure, troubleshoot and operate the Connector.

3. Why information is handled

We handle this information only for legitimate internal business purposes, including:

• maintaining the authorised QuickBooks connection;
• reading, organising and reporting on accounting records;
• assisting with bookkeeping entries, coding and reconciliations;
• preparing management reports and business activity statement workpapers for review and finalisation by our accountant;
• investigating errors and maintaining security; and
• meeting legal, accounting, audit and record-keeping obligations.

We do not sell QuickBooks data or use it for third-party advertising.

4. Disclosure and service providers

Information is available only to authorised personnel and trusted providers where reasonably necessary to operate or support the Connector. These may include:

• Intuit, which provides QuickBooks Online, authentication and accounting APIs;
• OpenAI, when its services are deliberately used to assist with authorised analysis, reporting, coding or bookkeeping workflows; and
• professional accountants, bookkeepers, legal advisers, IT providers or security specialists engaged by The Healthy Patch and bound by appropriate duties.

We may also disclose information where required or authorised by law, or where reasonably necessary to address fraud, security threats or legal claims.

Intuit and OpenAI operate under their own privacy terms and may process information in countries outside Australia. Where we disclose personal information overseas, we take reasonable steps appropriate to the circumstances and applicable Australian privacy requirements.

5. Storage and security

The Connector is intended to run on systems authorised by The Healthy Patch. OAuth tokens and generated accounting exports are stored only in approved locations with access restrictions. We use reasonable technical and organisational safeguards designed to reduce the risk of misuse, loss, unauthorised access, modification or disclosure. These include restricted access, secure transport, credential separation and security logging where appropriate.

No security method is completely risk-free. Suspected unauthorised access should be reported promptly using the contact details below.

6. Retention and deletion

We retain accounting records for as long as reasonably required for business, accounting, audit and legal obligations. Temporary Connector data, cached responses, tokens and generated exports are retained only while required for an authorised purpose and are securely deleted or de-identified when no longer needed, subject to lawful record-keeping requirements and backups.

Disconnecting the Connector stops future API access and allows its OAuth tokens to be revoked or deleted. It does not delete original records held in QuickBooks or records that The Healthy Patch must lawfully retain.

7. Access, correction and complaints

An individual may ask to access or correct personal information we hold about them, or make a privacy complaint, by emailing hello@thehealthypatch.com.au. We may need to verify the requester’s identity and authority before releasing or changing information. We will respond within a reasonable period and explain any lawful reason that prevents us from fulfilling a request.

If the relevant information is controlled in QuickBooks by another organisation, we may direct the request to that organisation or assist the requester to contact it.

8. Disconnecting QuickBooks

An authorised QuickBooks administrator may withdraw the Connector’s access through QuickBooks Online’s connected-app controls or by contacting us. After disconnection, we will revoke or delete Connector credentials that are no longer required, subject to security and legal record-keeping needs.

9. Changes to this policy

We may update this Privacy Policy when the Connector, our providers or applicable requirements change. The current version will be published at this URL with its effective date.

10. Contact

For privacy questions, access or correction requests, complaints, or disconnection assistance, contact:

The Healthy Patch

Email: hello@thehealthypatch.com.au

We will investigate privacy complaints and respond within a reasonable period. If a concern is not resolved, an individual may be entitled to contact the Office of the Australian Information Commissioner.