Privacy Policy
Olive Designer Studio (“Olive”, “we”, “us”) is an internal business application of Groff Holdings Corporation d/b/a Creative Design (“Creative Design”). Olive is used only by Creative Design’s own employees to create jobs, track job budgets against costs, and manage job invoicing in Creative Design’s own QuickBooks Online company. It is not offered to the public or to other businesses.
1. Information Olive reads from QuickBooks Online
Once a Creative Design administrator connects Olive to QuickBooks Online through Intuit’s authorization screen, Olive reads:
- Customers and sub-customers (names), so jobs can be created under the right customer
- Products and services and expense accounts (names and numbers), so costs can be grouped into budget categories
- Invoices for Olive’s jobs (lines, amounts, dates and balances), to show what has been billed and paid
- Bills and purchase orders coded to Olive’s jobs (vendor name, lines, amounts and dates), to compare actual costs with the budget
2. Changes Olive makes in QuickBooks Online
Only when an authorized employee asks it to, Olive:
- Creates and renames a sub-customer for each job
- Creates, updates and voids that job’s invoices, and creates a $0 job-close invoice
Olive never emails or sends invoices, never moves money, never deletes records, and has no access to bank accounts, card numbers, payroll or employee tax information.
3. Information Olive stores
- Job records: job name, customer, installation address, square footage, pricing, budgets, invoice schedule and status
- The QuickBooks identifiers that link each job and invoice to its QuickBooks record
- A change history recording which employee made each change, and when
- A record of each action Olive takes in QuickBooks (what was done and whether it succeeded, not the QuickBooks data itself)
- The QuickBooks connection’s refresh token, encrypted
Olive does not keep its own copy of QuickBooks transactions; costs and payments are read from QuickBooks each time they are viewed.
4. Employee sign-in
Employees sign in with their Creative Design Microsoft 365 account (Microsoft Entra ID). Olive receives the employee’s name, account identifier and assigned Olive roles. Olive never sees or stores passwords. Only employees Creative Design has assigned an Olive role can sign in.
5. How the information is used
Solely to run Olive for Creative Design: managing jobs, budgets and invoices, and showing costs against budgets. We do not sell, rent or trade any information, do not use it for advertising, and do not use analytics or tracking cookies. The web app keeps the employee’s sign-in session in the browser.
6. Service providers
- Amazon Web Services: hosting, database and encryption keys
- Microsoft: employee sign-in
- Intuit: QuickBooks Online, the source of the accounting data
We may disclose information if required by law.
7. Security
- All traffic is encrypted in transit (HTTPS/TLS)
- The database is encrypted at rest
- The QuickBooks refresh token is encrypted with AWS Key Management Service; the short-lived access token is held only in memory and never written to disk or logs
- Each action is limited by the employee’s assigned permissions; connecting or disconnecting QuickBooks is limited to system administrators
- Administrative access to the hosting environment requires multi-factor authentication
8. Logs and retention
Server logs are kept for operating and troubleshooting Olive, and never contain QuickBooks data or tokens. Job records and their history are kept as long as Creative Design needs them for its business and accounting records.
9. Disconnecting QuickBooks
A system administrator can disconnect Olive from QuickBooks at any time from Olive’s System Admin screen. Disconnecting revokes Olive’s access at Intuit and deletes the stored refresh token. Access can also be revoked from QuickBooks Online’s list of connected apps. Data in QuickBooks remains in QuickBooks.
10. Requests and questions
To ask about, correct or delete information held by Olive, contact us. We respond within 30 days.
Creative Design (Groff Holdings Corporation)
privacy@creativedesigntexas.com
11. Changes to this policy
Changes are posted on this page with a new effective date.