QuickBooks Online Data Use
This notice explains how CDIL Enterprise OS uses QuickBooks Online data when an authorized finance administrator connects a company.
- Effective date
- July 30, 2026
- Operator
- C. Douglas Institute of Learning
- Contact
- helpdesk@cdil-edu.com
1. Data the Platform accesses
The Platform requests QuickBooks Online Accounting access. It reads the connected company's identifying information and received-payment records, including linked invoice identifiers, payment dates, amounts, currencies, references, and customer information supplied with those accounting records. It does not request payroll or QuickBooks Payments API access.
2. Why the data is used
QuickBooks information is used only for authorized enrollment-finance workflows: matching a received payment to the correct student finance account, updating the recorded amount received, identifying exceptions for finance review, and unlocking registration when the approved payment threshold has been met.
3. Access and disclosure
Access is limited by role and campus scope to authorized finance officers, campus administrators, and enterprise administrators. QuickBooks data is not sold, used for advertising, or disclosed to unrelated third parties. It may be disclosed only to approved service providers needed to operate the Platform, when required by law, or when authorized by the connected company.
4. Storage and security
OAuth access and refresh tokens are encrypted before database storage. Client credentials and token-encryption keys are kept in server-side secret storage and are not included in browser code. Connections use HTTPS. The Platform records safe diagnostic metadata, including Intuit trace IDs, without placing OAuth tokens or full accounting responses in the diagnostic log.
5. Retention and deletion
Imported payment records are retained only as needed for enrollment-finance operations, reconciliation, audit requirements, and applicable recordkeeping duties. Retention may therefore continue after a connection is removed where a lawful financial record must be preserved. Requests concerning deletion of information that is not subject to a retention duty can be sent to the helpdesk.
6. Disconnecting QuickBooks
An authorized administrator can select Disconnectin the Finance Workspace. The Platform then calls Intuit's token-revocation endpoint, removes the stored OAuth tokens, and stops future synchronization. The connection can also be revoked from QuickBooks Online. Reconnection requires a new authorization.
7. Support and questions
For support, disconnection assistance, privacy questions, or a data request, use the in-app Helpdesk or email helpdesk@cdil-edu.com. Do not send passwords, OAuth credentials, or payment-card information by email.