PRIVACY POLICY

QuickBooks Online to ShipStation Sync Integration

Effective Date: December 29, 2025
Last Updated: December 29, 2025

1. OVERVIEW

This Privacy Policy describes how iTech4Web LLC (“we,” “us,” or “our”) handles data when providing QuickBooks Online to ShipStation synchronization services to Sign Media (“Client”).

This is a private integration developed specifically for Sign Media’s internal business operations. We do not collect, store, or process data for any other purpose or entity.

2. INFORMATION WE ACCESS

2.1 From QuickBooks Online

With Client authorization, we access:

  • Customer Information: Names, addresses, email addresses, phone numbers
  • Invoice Data: Invoice numbers, dates, line items, amounts, payment status
  • Product/Service Information: Items sold, descriptions, SKUs
  • Company Information: Business name and details needed for synchronization

2.2 From ShipStation

With Client authorization, we access:

  • Order Information: Order numbers, dates, status
  • Shipment Data: Tracking numbers, carrier information, shipping addresses
  • Fulfillment Status: Order processing and delivery information

2.3 Technical Information

We automatically collect:

  • Application access logs
  • Error logs for troubleshooting
  • Synchronization timestamps
  • System performance metrics

3. HOW WE USE DATA

We use Client data only to:

  • Synchronize invoices from QuickBooks Online to ShipStation
  • Create and update shipment records
  • Match customer and order information across platforms
  • Troubleshoot synchronization issues
  • Maintain and improve the integration

We do not:

  • Sell or share Client data with any third parties
  • Use data for marketing purposes
  • Store data longer than necessary for synchronization
  • Process data for any purpose other than providing the integration service

4. DATA STORAGE AND RETENTION

4.1 Data Processing

We process data in real-time during synchronization. Most data is:

  • Passed through the system without permanent storage
  • Used temporarily for matching and validation
  • Discarded after successful synchronization

4.2 Data Retention

We retain:

  • Access Logs: 90 days for security and troubleshooting
  • Error Logs: 90 days for issue resolution
  • OAuth Tokens: Encrypted, until Client revokes authorization
  • Configuration Settings: Duration of service agreement

4.3 Data Deletion

Upon service termination or at Client request:

  • All access to QuickBooks Online and ShipStation is revoked
  • Stored credentials and tokens are deleted
  • Logs are purged within 90 days
  • Client data is not retained beyond legal requirements

5. DATA SECURITY

5.1 Security Measures

We protect Client data through:

  • Encryption in Transit: All API communications use HTTPS/TLS
  • Secure Authentication: OAuth 2.0 for QuickBooks Online
  • Encrypted Storage: API credentials stored encrypted
  • Access Controls: Limited to authorized iTech4Web personnel
  • Regular Updates: Security patches and software updates

5.2 Infrastructure Security

  • Hosting with secure cloud providers (IONOS/Liquidweb)
  • Regular security monitoring and logging
  • Automated backup systems
  • Incident response procedures

5.3 Security Incidents

In case of a data breach:

  • We will notify Sign Media within 72 hours
  • Provide details of affected data
  • Describe remediation steps taken
  • Report to regulatory authorities if required

6. DATA SHARING

6.1 No Third-Party Sharing

We do not share, sell, or disclose Client data except:

  • With Client’s Authorization: Only when explicitly requested
  • Service Providers: Hosting infrastructure (with data processing agreements)
  • Legal Requirements: If required by law or court order

6.2 Third-Party Services

Client data may be processed by:

  • QuickBooks Online (Intuit): Subject to Intuit’s Privacy Statement
  • ShipStation: Subject to ShipStation’s Privacy Policy
  • Hosting Providers: Subject to data processing agreements

7. CLIENT RIGHTS

Sign Media has the right to:

7.1 Access and Control

  • Review what data is being accessed
  • Receive copies of logs and processing records
  • Revoke authorization at any time through QuickBooks Online

7.2 Data Management

  • Request correction of any inaccurate data
  • Request deletion of stored data
  • Export configuration and settings

7.3 Transparency

  • Receive notifications of any changes to this policy
  • Request information about data processing activities
  • Audit security and compliance measures

8. COMPLIANCE

8.1 Privacy Laws

This integration complies with applicable privacy laws:

  • GDPR: If processing data of EU residents
  • CCPA: If processing data of California residents
  • Other Regulations: As applicable to Sign Media’s operations

8.2 Legal Basis for Processing

We process Client data based on:

  • Contract Performance: Providing the synchronization service
  • Legitimate Interest: Maintaining security and improving service
  • Consent: Client’s authorization to access QuickBooks and ShipStation

8.3 International Data Transfers

Data may be processed in the United States where our services are hosted. Appropriate safeguards are in place for international data transfers.

9. COOKIES AND TRACKING

This integration does not use cookies or tracking technologies beyond:

  • Session authentication tokens
  • OAuth authorization tokens
  • Essential application functionality

10. CHILDREN’S PRIVACY

This integration is for business purposes only and not intended for individuals under 18 years of age.

11. CHANGES TO PRIVACY POLICY

We will notify Sign Media of any material changes to this Privacy Policy:

  • Via email to designated contacts
  • With 30 days’ advance notice
  • Updating the “Last Updated” date

Continued use of the integration after changes constitutes acceptance.

12. CLIENT RESPONSIBILITIES

Sign Media is responsible for:

  • Ensuring lawful collection of customer data in QuickBooks Online
  • Maintaining appropriate privacy notices for end customers
  • Complying with privacy laws applicable to their business
  • Notifying customers about data sharing with service providers

13. DATA PROTECTION CONTACT

For questions, concerns, or requests regarding data privacy:

iTech4Web LLC
Email: hello@itech4web.com
Subject Line: “Privacy Policy - Sign Media Integration”

Response Time: We will respond to privacy requests within 30 days.

14. SPECIFIC PRIVACY RIGHTS BY REGION

14.1 European Economic Area (GDPR)

If Sign Media processes data of EU residents, those individuals have rights to:

  • Access their personal data
  • Correct inaccurate data
  • Request deletion (“right to be forgotten”)
  • Restrict processing
  • Data portability
  • Object to processing
  • Lodge complaints with supervisory authorities

14.2 California (CCPA/CPRA)

If Sign Media processes data of California residents, those individuals have rights to:

  • Know what personal information is collected
  • Request deletion of personal information
  • Opt-out of data “sales” (we don’t sell data)
  • Non-discrimination for exercising rights

Sign Media remains responsible for honoring these rights for their end customers.

15. DATA PROCESSING AGREEMENT

Upon request, we can provide a Data Processing Agreement (DPA) that formally documents:

  • Our role as data processor
  • Sign Media’s role as data controller
  • Processing purposes and scope
  • Security obligations
  • Sub-processor relationships
  • Audit rights

16. PRIVACY BY DESIGN

This integration is built with privacy principles:

  • Data Minimization: We access only necessary data
  • Purpose Limitation: Data used only for synchronization
  • Storage Limitation: Data retained only as long as needed
  • Integrity and Confidentiality: Strong security measures
  • Accountability: Clear documentation and audit trails

17. CONTACT FOR PRIVACY MATTERS

General Privacy Questions:
Email: hello@itech4web.com
Subject: “Privacy Policy - Sign Media”

Data Subject Rights Requests:
(For Sign Media’s customers requesting access, deletion, etc.)
Sign Media should direct such requests to: hello@itech4web.com
Subject: “Data Subject Request - Sign Media”

Security Incidents:
Email: hello@itech4web.com
Subject: “URGENT: Security Incident - Sign Media”

18. INTUIT QUICKBOOKS ONLINE

QuickBooks Online data is accessed through Intuit’s API under their terms:

19. SHIPSTATION

ShipStation data is accessed through their API under their terms:

20. ACKNOWLEDGMENT

By authorizing this integration to access QuickBooks Online and ShipStation, Sign Media acknowledges:

  • Understanding of this Privacy Policy
  • Agreement to data processing as described
  • Authority to authorize access to customer data
  • Responsibility for end-customer privacy compliance

For Sign Media’s Internal Use

This integration handles sensitive business and customer data. Sign Media should:

  • Maintain their own privacy policy for customers
  • Inform customers about use of service providers (iTech4Web)
  • Ensure compliance with applicable privacy laws
  • Maintain independent data backups

Contact Information:

iTech4Web LLC
Email: hello@itech4web.com
Website: itech4web.com

Last Reviewed: December 29, 2025