Genesis Operations QuickBooks Privacy Notice

Operator: Genesis Ministries of Rockingham County. Software service provider: Woodall. Effective date: October 14, 2026. Privacy contact: [email protected].

Scope and information used

This notice describes the internal Genesis Operations finance-document workflow and its QuickBooks Online connection. Staff may submit receipts or invoices with file contents, vendor, date, amount, purpose, account coding, and other transaction details. The same submitted document can feed accounting review and grant review. The system also records the submitter and reviewers, decisions and revisions, document and file identifiers, and posting and attachment status. A document can contain personal information about people named in it.

When an authorized administrator connects QuickBooks, Genesis receives the designated company identifier and accounting data needed for this workflow, such as vendor and account lists and possible matching transactions. The integration stores the connection's access and refresh tokens in encrypted form, together with company, transaction, and attachment identifiers. It uses these records to connect, show accounting choices, check for duplicates, and preserve a completed entry's link.

Where information goes

When an authorized staff user requests automatic receipt reading or grant receipt screening, Genesis sends the submitted file and its file digest to OpenAI's API. The service suggests accounting fields or flags potential grant-review issues for staff to assess. QuickBooks data received from Intuit is not sent to OpenAI for these tasks. Staff can enter or correct suggested fields and review screening results; neither action approves accounting or posts to QuickBooks.

After an accounting review is approved and an authorized executive director initiates posting, the integration may read candidate QuickBooks transactions and either link a verified existing transaction or send an approved bill or paid expense to Intuit. The fields sent can include transaction date, vendor reference, total and account split amounts, split descriptions, accounts, payment type, invoice number, and due date, as applicable. A QuickBooks private note includes the Genesis finance-document ID and approved review revision.

Genesis then uploads the scan-clean original PDF, JPEG, or PNG receipt to Intuit as a transaction attachment. Its attachment note includes the Genesis document ID and receipt SHA-256 digest. The file itself may contain more information than the structured transaction fields. The integration records the transaction and attachment identifiers and verification evidence returned by QuickBooks. If enabled for the connected company, QuickBooks may use its native features to extract data from uploaded receipt or invoice attachments.

Genesis uses these service transfers to process its own records and bookkeeping. It does not sell QuickBooks data or provide it to advertisers. Access in Genesis Operations is limited by staff role; Woodall operates the software under Genesis's direction.

For those services' data handling, see Intuit's Global Privacy Statement and OpenAI API data controls. Genesis's general Privacy Policy also applies.

Access, retention, and choices

Access to the internal workflow depends on a Genesis staff role. Only an administrator can start the company connection, and only the authorized executive director role can initiate a QuickBooks posting. A posting requires an approved accounting review and an eligible receipt. When posting is disabled, the integration cannot create a QuickBooks entry or upload its receipt.

Genesis keeps finance documents, reviews, and posting evidence in its work system, and QuickBooks holds entries and attachments sent to it. Genesis retains accounting support records for at least seven years after the end of the fiscal year of the transaction. Grant conditions, tax or other legal duties, an audit, or a legal hold can require a longer period. Genesis reviews deletion requests against these duties and deletes or corrects eligible information when appropriate. A Genesis administrator can request disconnection. The workflow asks Intuit to revoke the connection and removes Genesis's stored connection tokens after Intuit confirms it. Disconnection does not erase accounting entries or attachments already recorded in QuickBooks; Genesis manages those records in QuickBooks under its retention duties. For an access, correction, deletion, or privacy question, contact Genesis at the address above.