Skwentex International Company USA LLC

Privacy Policy

Prepayment Sync — internal accounting integration
Effective 24 October 2026

Prepayment Sync is used only by Skwentex International Company USA LLC, on its own accounting records. It is not offered to the public, has no end users outside the company, and collects no information from website visitors.

1.Scope

This policy describes how Skwentex International Company USA LLC (“Skwentex”, “we”, “us”) handles information accessed by Prepayment Sync (the “Software”), an internal integration between Zoho Books, Zoho Inventory, and QuickBooks Online.

The Software runs as a scheduled background process. It has no public interface, no user accounts, and no sign-up. It connects to a single QuickBooks Online company and a single Zoho organization, both owned by Skwentex.

2.Information the Software accesses

The Software reads and writes business accounting records belonging to Skwentex. Specifically:

• From QuickBooks Online: journal entries, bills, bill payments, invoices, chart of accounts, vendor and customer records (used only for their name and identifier), company preferences, and company information.
• From Zoho Books and Zoho Inventory: vendor payments, including the bills each is applied to (bill number and amount applied); customer payments (Payments Received) — summaries of all customer payments are received when they are listed, but only those of type Retainer Payment are retrieved in full or stored, including the retainer invoice number and the invoices each is applied to (invoice number, date, and amount applied); vendor and customer names; chart of accounts; bank account names; organization details; and custom field definitions.
• Written to QuickBooks Online: journal entries only. No other record type is created, modified, or deleted.

In practice the fields involved are vendor and customer names, transaction amounts, transaction dates, document numbers, purchase order numbers, retainer invoice and invoice numbers, and account names.

3.Information the Software does not access

• The Software is not intended to access consumer data or sensitive personal information. It may process limited business contact information contained in vendor and customer records. Where a vendor or customer is an individual or sole proprietor, the name may constitute personal information; the Software uses it only to match the record between Zoho and QuickBooks Online, to name the counterparty on the journal entry, and in the records and staff notifications described in sections 5 and 7.
• No payment card numbers, full bank account numbers, routing numbers, login credentials, or other sensitive payment or banking information. Some ledger account names (for example, “Bank 9860”) include the last four digits of a bank account number. The Software reads and stores these account names solely to identify the account on a journal entry; it does not read or store full bank account numbers or routing numbers. The Software does not use the QuickBooks Payments API and initiates no payments or transfers.
• No health, biometric, government identifier, or credit data.
• No website analytics, cookies, advertising identifiers, or tracking of any kind.

4.Why we process it

Vendor prepayments recorded in Zoho are not carried across by the standard Zoho–QuickBooks connector, which leaves the general ledger understated. Customer deposits received against retainer invoices are carried across, but into accounts receivable rather than into a deferred revenue liability; the Software posts journal entries that reclassify each deposit to unearned revenue when it is received, and back to accounts receivable when it is applied to an invoice. The Software exists to post or correct those transactions in QuickBooks Online so that Skwentex’s books are complete and accurate. The information is used for that purpose alone.

5.What we store, and for how long

The Software does not replicate the ledger. It stores only:

• Credentials for QuickBooks Online, Zoho, Gmail, and Slack. The QuickBooks Online token is encrypted at rest; the others are held in a configuration file readable only by the user account the Software runs under;
• A mapping table, one row for each vendor payment or customer retainer payment the Software has acted on, holding the Zoho and QuickBooks Online record identifiers; the payment, bill, invoice, retainer invoice, and journal entry numbers; the purchase order number; the vendor or customer name; amounts, currency, and dates; the name of the account the payment was made from or deposited to; and the processing status — used to prevent duplicate postings and to provide an audit trail;
• A record of each transaction the Software declined to post, with the reason, any error text returned by Zoho or QuickBooks Online, and the note of the staff member who resolved it;
• Replies that staff send to the Software’s Slack direct messages (message text, Slack member ID, and display name), with the subject of the message replied to, kept so that each reply is forwarded once;
• Operational logs of each cycle, which may include vendor or customer names, amounts, and document numbers. Logs never contain tokens, secrets, or credentials.

These records and the operational logs are retained for the same period as the corresponding accounting records, in line with Skwentex’s accounting and audit retention obligations. On decommissioning, OAuth tokens and other credentials are revoked and deleted immediately; the remaining records are retained until the applicable accounting retention period has ended, after which they are destroyed.

6.Where it is stored and how it is protected

Data is held on company-controlled hardware at Skwentex’s office in Fremont, California. There is no public-facing service. The Software accepts no inbound connections from the internet. The one-time QuickBooks Online authorization is completed by an administrator copying the authorization response back by hand; no listener or tunnel is exposed.

• All connections to QuickBooks Online, Zoho, Google, and Slack use TLS 1.2 or higher.
• The QuickBooks Online OAuth token is encrypted at rest. The Zoho, Gmail, and Slack credentials are held in a configuration file readable only by the user account the Software runs under. None is committed to version control.
• Access to the host and to the stored data is limited to named, authorized personnel.
• The Software requests only the com.intuit.quickbooks.accounting scope. It requests no identity, profile, or payments scopes.

The Software must resume operation without human intervention after a power failure or restart. The key protecting the QuickBooks Online token is therefore necessarily available to the host itself. Encryption at rest accordingly protects that token against disclosure through a copy or backup of the stored data alone, but it does not protect against a person with access to the host’s user account or full physical control of the host. The host is kept in an access-controlled office, and access is revoked immediately if it is lost, retired, or serviced. The Software uses these credentials solely for the accounting functions described in this Policy and does not initiate payments or transfers.

Backups are held on company-owned media at the same facility; no backup is stored with a third party or cloud provider.

7.Sharing

We do not sell, rent, or trade any information, and we do not share it with advertisers, data brokers, or any third party for their own purposes.

Information is transmitted only between Skwentex’s own systems and the service providers the Software uses: Intuit Inc. (QuickBooks Online), Zoho Corporation (Zoho Books and Zoho Inventory), and, to deliver outcome notifications to Skwentex finance and IT staff, Google LLC (Gmail) and Slack Technologies, LLC (direct messages within Skwentex’s Slack workspace). A notification contains the vendor or customer name, amount, date, and document numbers of the transaction concerned, with links to it in Zoho and QuickBooks Online. Information may also be disclosed where required by law or to Skwentex’s auditors in the course of an audit.

Between the two accounting systems, data flows in one direction only: information read from Zoho is used to create journal entries in QuickBooks Online, and nothing is written to Zoho — the Zoho connection is read-only. Data obtained from QuickBooks Online is used only within Skwentex’s own systems and in the staff notifications described above; it is never transmitted to Zoho or to any other third party.

8.Disconnecting

An administrator of the connected QuickBooks Online company can revoke the Software’s access at any time from the QuickBooks Online settings, or by contacting us at the address below. On disconnection, the stored OAuth tokens are revoked and deleted, and the Software stops accessing the company’s data.

Journal entries already posted remain in the general ledger, as required for accounting accuracy and audit. They may be reviewed, adjusted, or voided by Skwentex accounting staff through QuickBooks Online.

9.Requests

Because the Software principally processes company accounting records and has no external users, we do not expect to receive individual data subject requests through it. Any question about the information described here — including a request to delete stored data — may be sent to the address below and will be answered within a reasonable period.

10.Changes

We may update this policy. The current version is always published at this address, and the effective date above will be revised when it changes.

11.Contact

andy.dufresne@skwentex.net

Skwentex International Company USA LLC
46740 Lakeview Blvd, Fremont, CA 94538