Privacy Policy
Last updated: September 17, 2026
This internal web application (“Expense Reports”) is operated by Retail Architects LLC for our employees. It is not offered to the public and is not listed on the QuickBooks App Store.
Who can use this app
Access is limited to people who sign in with a Google account on the retailarchitects.com domain. We do not accept sign-ins from other organizations.
Information we collect
- Google account name and email address, used to identify the employee and create their user record
- Expense report contents: dates, categories, amounts, memos, mileage, billable flags, and customer names when a line is billable
- Receipt files uploaded with a report
- Admin actions such as approval, rejection, and QuickBooks document IDs created from a report
How we use it
We use this information to collect, review, and approve employee expense reports, notify admins by email, and — after an admin approves a report — create corresponding vendor bills and invoices in our QuickBooks Online company.
Where it is stored
Application data and receipt files are stored in Google Firebase (Firestore and Cloud Storage) in the United States (us-east1). Google encrypts this data at rest. QuickBooks OAuth tokens are stored in Firestore and are used only on the server. They are never sent to the browser.
Who we share it with
- Google — authentication, hosting, database, file storage, and Gmail delivery of admin notifications
- Intuit QuickBooks Online — after an admin approves a report, we send the vendor bill and any billable invoices to our company file. We request the
com.intuit.quickbooks.accountingscope only.
We do not sell this information. We do not share it with other QuickBooks companies or with third parties except as required to run this internal app or by law.
Retention
Expense reports and receipts are the company’s record of those expenses. We keep them for as long as needed for accounting, audit, and legal purposes.
Contact
Questions about this app or this policy: info@retailarchitects.com.