Privacy Policy

Sundial Field and QuickBooks

Supplement added September 26, 2026; updated September 27, 2026. This section extends the website notice above to Sundial Field, Sundial’s private scheduling and dispatch app. It describes the current deployed version of Sundial Field. Authorized users can connect their QuickBooks company; development testing also uses a separate Intuit sandbox company. References to website-only operations elsewhere in this notice do not limit this supplement.

Information the app accesses

When an authorized user connects QuickBooks, Sundial Field uses the QuickBooks Online Accounting API to retrieve company information, existing customer records, and existing product or service records, sales-tax codes, estimates and invoices. Billing information includes document identifiers and numbers, dates and due dates, line items, totals, tax, remaining balances, delivery status and update timestamps. Information used by the app includes the company and legal name; customer record identifiers, display names, email addresses, telephone numbers, billing addresses, active status and currency; and product or service identifiers, names, types, active status and unit prices. Intuit’s responses can contain additional fields in those records, even when the app displays only a subset. Search terms and selected record identifiers are sent to Intuit to perform the requested lookup.

Sundial Field also processes the scheduling, intake, task and contact details entered into the app. Sign in with ChatGPT provides account identity, such as a user identifier, name and email address, to restrict access and associate records with the signed-in user. It does not give Sundial Field access to the user’s ChatGPT conversations.

How QuickBooks information is used

The app uses QuickBooks information to verify the connected company, find and select existing customers and services, link a customer to a scheduled job, and prepare and store estimate or invoice drafts. Users select the customer; a match is not automatically treated as a new customer. The app reads recent estimates, invoices and remaining balances for the selected customer to show billing status. This information refreshes while the billing panel is open and visible and when it is reopened, subject to request limits. A draft stored in Sundial Field is not a QuickBooks transaction. After a separate review and confirmation, a user can create an estimate or invoice in QuickBooks. Sending the saved document to a confirmed email recipient requires another explicit action. QuickBooks calculates final tax when a taxable document is saved. The app does not create QuickBooks customers, process payments, or automatically write accounting records during refreshes. It does not send QuickBooks records to advertising features or generative-AI features.

Authorization, storage and security

Connection uses Intuit OAuth authorization. Sundial Field receives access and refresh tokens rather than your QuickBooks password. It stores those tokens and the QuickBooks company identifier in its hosted application database with application-level AES-GCM encryption. It also stores a hashed company identifier, the connecting user identifier, permission scope, token expiry times and connection timestamps. Tokens are renewed as needed to maintain authorized access. Temporary authorization-state records are hashed, expire after ten minutes and are consumed on use; expired records are cleaned up when a new connection starts.

Client credentials and the encryption key are maintained as protected server-side Sites secrets. The app uses HTTPS, signed-in access controls and no-store headers for its QuickBooks responses. Application error diagnostics record the operation, HTTP status and Intuit transaction identifier when available; that diagnostic code does not log OAuth token values or QuickBooks record contents. Hosting and security providers may separately process technical request logs, including URLs and search terms. These safeguards reduce risk but do not guarantee complete security.

Service providers and data sharing

Intuit processes authorization and API requests to supply the requested QuickBooks data, create a reviewed accounting document, or send a saved document to the email address confirmed by the user. OpenAI’s ChatGPT Sites provides the app’s hosting, account sign-in and protected configuration; the app uses Cloudflare-based runtime and database infrastructure. These services process information needed to operate, store, secure and troubleshoot the app. QuickBooks responses pass through the hosted app to its authorized user. The website’s Google, email and advertising features described above are not features of the QuickBooks integration. Provider handling, logs and backups are subject to the relevant service arrangements and privacy practices. See Intuit’s Privacy Statement, OpenAI’s Privacy Policy and Cloudflare’s Privacy Policy.

Retention, deletion and disconnecting

Search-result lists are held temporarily in the open billing panel. Customer-to-job links, app drafts, saved-document references and action timestamps persist in the app database. Draft contents, retrieved customer contact details and cached billing information are encrypted at the application level; identifiers and operation metadata are also stored to associate records and prevent duplicate operations. Cached billing information is replaced on a successful refresh. Closing the panel does not delete these stored records, and no automatic fixed deletion period is currently applied. Connection records persist so the app can renew authorized access without asking for authorization for every lookup; there is no automatic fixed retention period for an active connection.

To disconnect, open the QuickBooks panel in Sundial Field, choose Disconnect, then confirm Disconnect QuickBooks. On a successful disconnect, the app revokes the Intuit authorization token and deletes its stored connection record, including the encrypted tokens and company identifier. Access can also be revoked through Intuit’s connected-app controls; this does not itself delete the local Sundial Field connection record. If disconnecting fails or you need that record removed, contact us. Disconnecting stops future authorized QuickBooks access but does not delete QuickBooks accounting records or Sundial Field’s stored drafts, billing references, customer-to-job links, cached billing information, appointments, tasks and intake records. Contact Sundial for a deletion request.

Contact Sundial to request access, correction or deletion of app information, or to ask about retention. Separate app records, technical logs and provider backups may remain after disconnecting; no immediate deletion from every provider system or backup is promised. We will review requests, verify identity or authority as needed, and explain applicable retention limits or obligations. Do not email passwords, OAuth tokens or client secrets.

Privacy requests and support

For Sundial Field or QuickBooks privacy requests, email info@gosundial.com or call (386) 214-6867. Identify the app and the nature of your request without sending credentials. Sundial’s full contact details remain below. The Sundial Field Terms of Use and End User License Agreement also apply.