How your data is handled
You are being asked to send a stranger spreadsheets of your sales and your customers. Here is exactly what happens to them, in the same words as the one-page agreement we sign before you send anything.
What we take
The reports your bookkeeper runs from QuickBooks: sales invoices, credit memos and sales receipts at line level; customer payments; open invoices if your reports need them; the customer list with names, type, rep, terms, phone, email, city and state; and the item list with prices and costs.
They are printouts. Nothing connects into QuickBooks and nothing we do can change anything in it.
What we never take
Bank or credit-card accounts. Payroll or employee records. Tax IDs or social security numbers. Card numbers. Vendor bills. The general ledger. None of those are on the reports, and we do not ask for them.
How the files get to us
Your bookkeeper drops the files into a private Google shared folder that exists for your company alone, shared to them and to nobody else outside Straight Figures. It syncs to our machine the moment a file lands, the totals are checked against QuickBooks’ own summary, and they get a receipt.
Nothing is sent by email. If your bookkeeper has no Google account, the one alternative is a Dropbox file-request link into the same private place.
Where it lives
In a database project that holds your data and nobody else’s, run on Supabase in its US East (Northern Virginia) region. One project per client. The project’s public web interface is switched off; the only way in is the connection described next.
Who can see it
The two people you name, by signing in with their Google account. Only listed people get in, and taking someone off is one line. The database account they use can read and cannot write, and the code that enforces that has had three independent security reviews and a live test against the deployed system.
Adrian, for maintenance. Nobody else. We do not sell, share, or train anything on your data, and no AI company sees it except through the question you ask from your own Claude or ChatGPT account.
Every question is logged
Each question asked of your database is recorded: who asked it, what they asked, and when. The log cannot be edited or deleted by the account that writes it. It is yours: ask, and we send it to you.
Getting it back
You can have a full copy at any time, as spreadsheet files or a database file, within seven days of asking. You keep the database if you continue; you keep the copy either way.
Deletion
Within seven days of your written request, or at the end of the free period if you do not continue. Deleting the project purges its backups too; the shared folder is emptied and closed. You get written confirmation naming what was deleted and when.
The signed agreement
All of the above is one page, signed by both of us before you send a file. It says the data is yours, what we use it for, what we take and never take, where it lives, who can reach it, the log, the copy, the deletion, and that we tell you within seventy-two hours if anything goes wrong. If you have your own NDA, we sign it, and where it is stricter it wins.
Ask for it: [email protected].