This Privacy Policy explains how Nano Systems(“we”, “us”, “our”) collects, uses and protects personal data, including accounting data we access through the QuickBooks Online API when you authorise our application. It is written to comply with the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.
1. Who we are and how to contact us
Nano Systems is a company registered in England and Wales under company number 16954111, with its registered office at 17 Barons Court Road, London, England, W14 9DP, United Kingdom. [REVIEW: confirm the exact registered legal entity name on the Companies House register for company no. 16954111, and whether “Nano Systems” is a trading name of that entity.]
We are the data controller for the personal data described in this policy. If you have any questions, want to exercise your rights, or wish to make a complaint, contact us at customersupport@saueglobal.com.
[REVIEW: if Nano Systems is registered with the Information Commissioner’s Office, add the ICO registration number here. Add a named data-protection contact if one has been appointed.]
2. The data we process and why
Depending on how you interact with us, we process the following categories of data.
2.1 Website enquiries
If you contact us through this website, we process the information you provide — such as your name, work email, organisation and message — in order to respond to your enquiry and, where relevant, arrange a call.
2.2 QuickBooks Online accounting data
Our application connects to QuickBooks Online through Intuit’s API to automate invoicing and late-payment recovery for the QuickBooks account owner. When the account owner authorises the connection, we access accounting data held in that QuickBooks company, which may include:
- Customers — customer names, billing and contact details associated with invoices and reminders.
- Invoices and estimates — line items, amounts, due dates and status.
- Payments — payment records and outstanding balances used to determine which invoices are overdue.
- Company information — the QuickBooks company profile needed to issue invoices correctly.
We access and use this data solely to create and manage invoices and to automate late-payment reminders on the account owner’s behalf. We do not use QuickBooks data for advertising, for building profiles unrelated to this service, or for any purpose the account owner would not reasonably expect. We do not sell your data.
3. Your authorisation and how to revoke it
We access QuickBooks Online data only under the OAuth 2.0 authorisation granted by the QuickBooks account owner. We do not see or store your QuickBooks password; access is granted by Intuit through secure tokens.
You can withdraw that authorisation at any time:
- In QuickBooks Online, go to Settings → Apps (or the Apps / My Apps area), find our application and select Disconnect; or
- Contact us at customersupport@saueglobal.com and ask us to disconnect.
Once disconnected, we stop accessing your QuickBooks data. Any data we have already stored is handled as set out in section 6 (Retention).
4. Lawful basis for processing
Under UK GDPR we rely on the following lawful bases:
- Performance of a contract — to provide the invoicing and late-payment recovery service you (or the account owner) have engaged us to perform.
- Legitimate interests — to operate, secure and improve our service and to respond to enquiries, where this is not overridden by your rights and freedoms.
[REVIEW: confirm the lawful basis (and, where relevant, the basis for processing any data relating to the account owner’s own customers) with your adviser, and complete a legitimate interests assessment if relied upon.]
5. Storage, security and international transfers
We take appropriate technical and organisational measures to protect data against unauthorised access, loss or disclosure. Access tokens and data are held on secured, access-controlled cloud infrastructure.
Our hosting and data storage are provided by Google (Firebase / Google Cloud), with data held in the United Kingdom or European Economic Area where possible. [REVIEW: confirm the hosting region(s) for the QuickBooks application and whether any data is transferred outside the UK/EEA; if so, document the safeguards (e.g. UK IDTA / Standard Contractual Clauses).]
6. Data retention
We keep personal and accounting data only for as long as necessary to provide the service and to meet our legal and accounting obligations. When you disconnect the integration, or when data is no longer needed, we delete or anonymise it within a reasonable period. [REVIEW: specify concrete retention periods — e.g. how long invoice/reminder records and access tokens are kept after disconnection.]
7. Third parties and processors
We share data only with parties that help us deliver the service, and only as necessary:
- Intuit / QuickBooks Online — the source of the accounting data and the platform on whose behalf we act. Intuit’s own privacy notice governs Intuit’s processing of your data.
- Our cloud hosting provider — Google (Firebase / Google Cloud), which stores and processes data on our instructions as a processor.
[REVIEW: list any other processors actually used — e.g. email delivery, error monitoring, analytics — and ensure a data-processing agreement is in place with each.]
We do not sell personal data, and we do not share it for third-party marketing.
8. Your rights
Under UK GDPR you have the right to:
- be informed about how your data is used;
- access the personal data we hold about you;
- have inaccurate data rectified;
- have your data erased in certain circumstances;
- restrict or object to processing;
- data portability; and
- withdraw consent or authorisation at any time (see section 3).
To exercise any of these rights, email us at customersupport@saueglobal.com. We will respond within the time limits set by UK GDPR.
9. Complaints
If you are unhappy with how we have handled your data, please contact us first so we can try to resolve it. You also have the right to complain to the UK Information Commissioner’s Office (ICO) at ico.org.uk, or by calling the ICO helpline.
10. Cookies
This website does not use non-essential or tracking cookies, and the QuickBooks integration itself does not set cookies on your device. [REVIEW: update this section if analytics or any non-essential cookies are added; a cookie banner may then be required.]
11. Changes to this policy
We may update this policy from time to time. The “last updated” date at the top reflects the current version. Material changes will be communicated where appropriate.