Privacy Policy — Apparel Embroidery Solutions

Privacy Policy

Last updated: March 6, 2026

Apparel Embroidery Solutions, LLC ("Company," "we," "us," or "our") operates the AES AP Reconciliation application ("Application"). This Privacy Policy describes how we collect, use, and protect information when you use the Application.

1. Information We Access

The Application accesses the following data through authorized API connections to perform accounts payable reconciliation:

  • QuickBooks Online data: Vendor names, bill numbers, bill amounts, bill dates, payment status, and account balances. This data is accessed via the Intuit QuickBooks API using OAuth 2.0 authorization.
  • Google Drive documents: Vendor statement PDF files stored in designated Google Drive folders. These are read and processed for reconciliation purposes.
  • Google Sheets: Reconciliation tracking data is written to Google Sheets for reporting purposes.
  • Gmail: The Application sends reconciliation exception reports via Gmail to authorized Company personnel.

2. How We Use Information

All data accessed by the Application is used solely for the purpose of automating the Company's internal accounts payable reconciliation process. Specifically:

  • Vendor statement PDFs are parsed to extract invoice numbers, amounts, and dates.
  • Extracted data is compared against QuickBooks Online records to identify discrepancies.
  • Discrepancy reports are generated and emailed to authorized Company accounting personnel.
  • Reconciliation results are logged to Google Sheets for audit trail purposes.

3. Data Storage and Retention

The Application processes data in real time on Google Cloud Run. Financial data from QuickBooks Online is accessed on demand and is not stored persistently by the Application beyond the duration of each reconciliation cycle. OAuth tokens required for API access are stored as encrypted environment variables within the Google Cloud Run service.

4. Data Sharing

We do not sell, rent, trade, or otherwise share your financial data with any third parties. Data accessed by the Application is used exclusively for internal reconciliation purposes. The following third-party services process data as part of the Application's functionality:

  • Anthropic (Claude API): Vendor statement text is sent to the Claude API for document classification and structured data extraction. Anthropic's data usage policy applies to this processing.
  • Google Cloud Platform: The Application runs on Google Cloud Run. Google's Cloud Terms of Service govern infrastructure-level data handling.
  • Intuit QuickBooks: Financial data is accessed via Intuit's API. Intuit's privacy policy governs data on their platform.

5. Data Security

We implement reasonable security measures to protect the data accessed by the Application, including: encrypted API communications (TLS/HTTPS), OAuth 2.0 token-based authentication for all third-party services, environment-variable-based credential storage (no credentials in source code), and access restricted to authorized Company personnel.

6. Your Rights

As this Application is used exclusively for internal Company operations, data subject rights are managed through the Company's internal data governance procedures. If you are a vendor whose statement data is processed by this Application and have questions about how your data is handled, please contact us at the address below.

7. QuickBooks Online Data

Our use of QuickBooks Online data complies with Intuit's developer terms. We access only the data necessary for accounts payable reconciliation. We do not use QuickBooks data for marketing, advertising, or any purpose unrelated to the reconciliation function described in this policy. Users may revoke the Application's access to their QuickBooks account at any time through their Intuit account settings.

8. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be reflected by updating the "Last updated" date at the top of this page.

9. Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at:
Apparel Embroidery Solutions, LLC
Email: john@apparel-embroidery.com