Privacy policy

Last updated October 12, 2026.

Closedbase is a service accounting firms use to prepare financial reports from their clients' QuickBooks Online companies. It is operated by Closedbase ("we"). This policy explains what data Closedbase handles, why, and who can see it.

Data we read from QuickBooks Online

When a QuickBooks Online company is connected, Closedbase uses Intuit's Accounting permission to read:

• company information, such as the company and legal name;
• the chart of accounts;
• the financial reports the accounting firm requests for a period, such as profit and loss, balance sheet, accounts receivable aging, and general ledger.

Closedbase only reads. It never creates, changes, or deletes anything in QuickBooks Online.

Some of this data is kept, as the next section describes.

Data we keep

• A copy of the company information and chart of accounts as QuickBooks Online returns them, including the company name.
• For each report export: the report, period, and accounting basis, how many rows it had, and where the file was saved. Report figures themselves are written only to the report files, not kept in Closedbase's database.
• The authorization tokens Intuit issues for the connection and the QuickBooks company ID. Tokens are encrypted before they are stored.
• For accounting firm staff who sign in with their Google Workspace account: their work email address, their Google account identifier, and when they last signed in. Closedbase does not keep their Google passwords or Google tokens.
• A record of activity, such as connections, report exports, and sign-ins, used for security and troubleshooting. These records contain no tokens and no report figures.

How we use it

Closedbase uses this data only to deliver reports to the accounting firm that manages the connected company. Reports are saved as files in that firm's Google Drive, in a folder for that client. The firm's staff may read those reports through an AI assistant, such as Claude, that they have connected to Closedbase. The assistant acts for the signed-in staff member under the firm's own agreement with its provider.

We do not sell data, use it for advertising, or share one client's data with another client or firm. We do not combine data across customers.

Who else handles it

• Intuit, as the source of QuickBooks Online data.
• Render, which hosts Closedbase and its database in the United States.
• Google, for staff sign-in and for storing the report files in the firm's Google Drive.
• The AI assistant provider the firm chooses to connect, when its staff use one.
• AppSignal, in the European Union, which records Closedbase's errors, including errors in its pages in your browser, its server logs, and how long its pages and background work take, so they can be fixed. These reports are scrubbed before they are sent. They contain no tokens, report figures, email addresses, IP addresses, or request contents.

Security

All traffic to Closedbase is encrypted with HTTPS. Access to data is limited to the accounting firm that manages each client and to the people who operate Closedbase.

Keeping and deleting data

We keep data while the accounting firm uses Closedbase for the client. Once a company is disconnected, Closedbase can no longer read from it. A firm or a connected company can ask us to delete the data we hold about it by writing to support@closedbase.ai, and we will delete it within 30 days. Report files already saved to a firm's Google Drive belong to that firm and are managed by it.

Your choices

You can disconnect Closedbase from QuickBooks Online at any time, or ask your accounting firm to do it. To ask what data we hold about you, or to correct or delete it, contact support@closedbase.ai.

Changes

If we change this policy, we will update the date at the top of this page.