Privacy notice

SM ERP is Singularity Minded LLC’s internal accounting and operations application. Only our own partners and authorized personnel use it. This notice explains what it holds and how we treat that information.

What SM ERP holds

• From QuickBooks Online, through Intuit’s accounting permission: the company’s chart of accounts and balances, and the customers, vendors, invoices, payments and expenses it records. SM ERP does not ask for, receive or store card numbers or bank login details.
• The company’s business records: contracts, invoices, expenses, compliance records and documents, and the work contact details (name, title, work email and phone) of people at our customers and vendors.
• About our own personnel: name, work email and Google account identifier used to sign in, role, and work certifications and training. We do not store Social Security numbers, dates of birth or other government identifiers in SM ERP.
• Activity records: who signed in or changed what, when, and from which IP address, kept as a security audit trail.

How we use it

Only to keep Singularity Minded LLC’s books, manage its contracts and operations, and meet its tax, legal and contractual obligations. We do not sell this information, use it for advertising, or share it with anyone except the providers that run SM ERP for us and as the law requires.

Who processes it

• Amazon Web Services hosts SM ERP and its backups in the United States.
• Google provides sign-in for our Workspace accounts.
• Intuit holds the company’s QuickBooks Online data under its own privacy terms.

SM ERP does not send QuickBooks data to AI services.

How we protect it

SM ERP is not open to the public internet: it is reachable only from the company’s private network and addresses we approve. People sign in with their company Google account; what each person can see and change depends on their role; and changes are recorded in an audit trail. Data is encrypted in transit and at rest, including the access tokens Intuit issues, and backups are kept encrypted.

How long we keep it

Financial and contract records are kept as long as tax and legal rules require. Audit records are kept at least a year. When SM ERP is disconnected from QuickBooks Online, its stored access tokens are deleted.

Changes and contact

If this notice changes, we update it here with a new effective date. Questions: gsweet@singularityminded.com.