Privacy Policy and End User License Agreement (EULA)

PRIVACY POLICY

This Privacy Policy describes how Higher Standards Sober Living ("we", "our", or "us") collects, uses, secures, and shares information when authorized internal personnel use the Higher Standards Sober Living Application, Rent Ledger, and its integrations with QuickBooks and PayPal (collectively, the "Internal Service").

1. Information We Collect and Process

To operate our Internal Service, we process the following types of information on behalf of our organization and residents:

• Resident Data: Names, contact information, and housing details managed within the application.
• Financial and Payment Information: Rent ledger data, payment statuses, and transaction histories. All payment transactions are processed and synced through PayPal.
• Accounting Data: Financial records synced directly with our internal Intuit QuickBooks account.
• Internal User Data: Access logs, employee/staff credentials, and usage data to monitor the security and performance of the application.

2. How We Use the Information

Data processed by the Internal Service is used exclusively for internal business operations, including:

• Maintaining accurate rent ledgers and housing records for sober living residents.
• Synchronizing payment data securely via PayPal payment processors.
• Reconciling financial data with Intuit QuickBooks for accurate internal accounting.
• Ensuring the security, integrity, and reliable operation of our internal management tools.

3. Data Security

Protecting our internal data and the financial privacy of our residents is a primary priority. We implement robust, industry-standard data security measures, including:

• Encryption: All data transmitted between the application, PayPal, and QuickBooks is encrypted using TLS/SSL protocols. Data at rest is securely encrypted on our servers.
• Access Controls: Access to the application is restricted to authorized internal staff only. We employ role-based access control (RBAC) to ensure staff can only access data necessary for their specific job functions.
• Authentication: Integration with third-party services (QuickBooks and PayPal) utilizes secure, token-based OAuth authentication protocols, ensuring no raw passwords are shared or stored improperly.
• Monitoring & Auditing: Application access and data modifications are logged and routinely audited to detect and prevent unauthorized access or anomalies.

4. How We Share Information

As an internal application, we do not sell or publicly distribute any personal or financial data. Information is only shared with authorized third-party service providers essential to our operations:

• PayPal: To process payments and sync transaction histories. All payment and account information is in contact with Paypal's current plug-in only. It is never entered into or stored in the internal application.
• Intuit / QuickBooks: To synchronize financial data for accounting and bookkeeping purposes as requested by our finance department. Data exchanged with QuickBooks Online includes:
  • Customer records (resident names, house assignments, funding type)
  • Invoices (weekly rent, house fees, state funding rent, adjusted fee lump sums)
  • Payment records (amounts, dates, invoice matching)
  • OAuth access and refresh tokens, stored server-side to maintain the API connection
  We do not access or store bank account details, tax filings, employee payroll data, or any QuickBooks data beyond what is listed above. All API communication uses Intuit's OAuth 2.0 protocol over HTTPS with token-based authentication.

5. QuickBooks Integration — Disconnect and Revocation

Authorized administrators may disconnect the QuickBooks Online integration at any time through the application settings. Disconnecting immediately and permanently deletes all stored OAuth tokens (access and refresh tokens) from our servers. No further API calls to QuickBooks will be made after disconnection. Transaction data previously synced to the QuickBooks company file (customers, invoices, payments) remains in QuickBooks and is not modified or deleted by the disconnection.

Reconnecting QuickBooks requires a new OAuth authorization through Intuit's secure consent flow.

6. Data Retention

Resident records, financial data, and housing documentation are retained for a minimum of five (5) years in accordance with the Maryland Behavioral Health Administration (BHA) record retention requirements for recovery housing programs. After the retention period, records may be securely archived or deleted at the discretion of Company management in compliance with applicable regulations.

QuickBooks OAuth tokens are retained only while the integration is actively connected. Tokens are deleted immediately upon disconnection or when a refresh token expires (100-day maximum per Intuit's policy).

7. Cookies and Session Data

The application uses secure, server-side session cookies for user authentication. Session cookies expire after 24 hours of inactivity. No third-party tracking cookies, advertising cookies, or external analytics services are used by this application.

8. Contact Information

If authorized internal users have questions regarding data privacy, security practices, or require assistance with the application, please contact the internal IT or administration team at: [email protected] or [email protected].

END USER LICENSE AGREEMENT (EULA)

This End User License Agreement ("Agreement") is a legal agreement between you (an authorized "Internal User") and Higher Standards Sober Living ("Company") governing your use of the internal Higher Standards Sober Living Application, Rent Ledger, and its integrations (the "Software").

1. Grant of License

Subject to your continued employment or contract with the Company, you are granted a revocable, non-exclusive, non-transferable, limited license to access and use the Software strictly for internal business operations. You may not use this Software for personal purposes or outside the scope of your employment.

2. Third-Party Integrations (QuickBooks & PayPal)

The Software operates in conjunction with Intuit QuickBooks for accounting and PayPal for payment processing. By using the Software, you acknowledge:

• You must strictly follow internal company policies regarding financial data handling.
• You must not attempt to bypass or alter the secure API connections established between the Software, PayPal, and QuickBooks.

3. Strict Restrictions

As an Internal User, you agree NOT to:

• Share your login credentials with anyone, including other employees.
• Copy, distribute, or export sensitive financial or resident data from the Software to unauthorized personal devices or external parties.
• Modify, reverse engineer, or attempt to compromise the security of the Software.

4. Confidentiality and Intellectual Property

The Software, its source code, workflows, and all processed data are highly confidential and remain the exclusive intellectual property of Higher Standards Sober Living. Unauthorized disclosure of internal data may result in disciplinary action and legal liability.

5. Termination of Access

Your license to use the Software terminates immediately upon the end of your employment or contract with the Company, or at any time at the sole discretion of Company management, without prior notice.

6. Disclaimer and Limitation of Liability

The Software is provided for internal operational use "AS IS". The Company assumes no liability for technical disruptions, though internal support will strive to maintain uptime. Internal Users are expected to report any bugs, security concerns, or synchronization issues with PayPal or QuickBooks immediately to management.

By logging into and using the Software, you acknowledge that you have read this Agreement and agree to adhere to all internal policies and security standards.