Privacy Policy – APS Billing Automation
Effective November 2, 2026
This Privacy Policy explains how APS Billing Automation (the "App"), an internal tool owned and used by Advanced Professional Security ("APS," "we," "us"), handles data. The App is used only by authorized APS staff and is not offered to the public.
1. What data the App accesses
With APS's authorization, the App connects to APS's own two QuickBooks Online companies (Colorado and Arizona) and accesses only the following:
- Customers – names, billing contacts, addresses, and related customer details;
- Invoices – invoice numbers, dates, line items, amounts, and status;
- Items – the products and services APS bills for; and
- Terms – payment terms such as due dates.
The App also reads billing files that APS staff prepare and review.
2. Why we use it
We use this data only to create and update APS's own invoices and customer records in QuickBooks Online, and to check that billing is accurate. We do not use it for any other purpose.
3. Where data is stored
Data stays within APS's own systems: APS's Microsoft 365 environment (SharePoint) and APS's QuickBooks Online companies. The App does not keep a separate outside database of this data.
4. How data is secured
- Access is limited to authorized APS personnel.
- The connection to QuickBooks uses Intuit's secure OAuth 2.0 authorization; we do not see or store QuickBooks passwords.
- Data is sent over encrypted (HTTPS/TLS) connections.
- Access tokens and files are kept in APS-controlled, access-restricted locations.
- APS can disconnect the App from QuickBooks at any time.
5. How long we keep data
Billing files and records are kept in SharePoint and QuickBooks for as long as APS needs them for business, accounting, tax, and legal purposes, under APS's normal record-keeping practices. When the App is disconnected, its QuickBooks access tokens are deleted or revoked.
6. No sharing or selling
We do not sell, rent, or share this data with third parties. The App has no advertising and does not use the data for marketing. Data is processed only by the service providers APS already uses to run its business (Microsoft and Intuit), or if required by law.
7. Changes to this policy
We may update this Privacy Policy from time to time. The updated version takes effect when posted on this page.
8. Contact us
Questions about this policy or the App's data practices can be sent to:
Advanced Professional Security
6767 E 39th Ave, Denver, CO 80207
Email: galen@advprosecurity.com