Etra OS · Internal use
Privacy policy
Last updated:
This policy explains how Etra Group Ltd handles information in Etra OS, our private internal QuickBooks reporting application. It covers the integration and its imported data; it does not describe other Etra products or Intuit’s own services.
1. Who is responsible
Etra Group Ltd (company number 11987123) is responsible for deciding how information is used in this internal application. Our registered address is 107–111 Fleet Street, London, EC4A 2AB, United Kingdom. Contact [email protected] with privacy questions or requests.
2. Information we receive
After an authorised administrator connects a company, Etra OS retrieves data from that company’s QuickBooks Online account. This includes company details, the chart of accounts, accounting transactions and line items, and financial reports such as profit and loss.
Accounting responses can contain personal information, including customer and supplier names, contact details, transaction descriptions, notes and identifiers. Full source responses may be retained alongside reporting fields. We also process the app’s authorisation tokens and operational records such as sync times, record counts and diagnostic errors. The integration does not require your QuickBooks sign-in password.
3. Purposes and legal bases
We use this information for internal bookkeeping support, spending analysis, financial reporting, reconciliation and maintaining the integration. Our legitimate interests are administering our business, understanding company finances and operating secure reporting systems. Where processing is necessary to meet accounting or other legal obligations, we rely on those obligations.
Authorising the QuickBooks connection gives the application technical permission to retrieve data; it does not replace our responsibility to have a lawful basis for processing personal information. The application is not used to make solely automated decisions with legal or similarly significant effects on individuals.
4. Storage and access
Imported records are stored in Etra’s PostgreSQL reporting database hosted on Hetzner infrastructure and made available through Etra’s Metabase reporting system. Access is intended only for authorised personnel who need the information for their work. Authorisation tokens are kept in the integration’s private operational storage, outside the reporting schema provided to Metabase.
Hosting and infrastructure providers process information as needed to operate these systems. Intuit processes information under its own terms and privacy statement. We may also disclose relevant information to authorised professional advisers or where required by law. We do not sell information obtained through this integration or use it for advertising.
5. International processing
Infrastructure and service providers may process information outside the United Kingdom. Where a transfer of personal information requires safeguards under applicable data protection law, Etra is responsible for ensuring an appropriate transfer mechanism is in place. Contact us for details of the arrangements relevant to your information.
6. Retention and disconnection
We retain imported records while they are needed for internal reporting, reconciliation, applicable accounting obligations or resolving legal claims. Retention depends on the type of record, the purpose for keeping it and any applicable legal requirement. Operational records are retained as needed to troubleshoot and maintain the integration.
An authorised administrator can disconnect the app in QuickBooks to prevent future retrieval. Disconnection does not automatically erase records already imported. Contact [email protected] to request deletion or a review of retention. We will remove information that is no longer needed, subject to applicable obligations; any retained backup copies remain subject to their backup lifecycle.
7. Your rights
Depending on the circumstances and applicable law, you may ask to access or correct your personal information, request erasure or restriction, object to processing based on legitimate interests, or request portability where that right applies. These rights are not absolute. Send requests to [email protected]; we may need to verify your identity.
You can also complain to the UK Information Commissioner’s Office or your local data protection authority.
8. Changes and contact
We will update this policy when the integration or our use of information changes. The update date appears above. For questions about the integration, its data sources, recipients or retention, contact [email protected].