Privacy Policy
**AP Invoice AutoPost**
Smart-Cell Communications Inc.
Last updated: [September 08, 2026]
1. Scope
This policy describes how AP Invoice AutoPost (“the Application”) handles information. The Application is an internal accounting tool operated by Smart-Cell Communications Inc. (“Smart-Cell”). It is not available to the public and has no external users.
2. What the Application accesses
**From vendor invoices.** Vendor name and business number, invoice number and date, line item descriptions and amounts, taxes, freight, shipping location identifiers, and purchase order references.
**From QuickBooks Online.** Through Intuit’s API, using credentials issued to Smart-Cell for Smart-Cell’s own company file: chart of accounts, classes, vendor records, tax codes and rates, payment terms, and existing bills (read, to avoid creating duplicates). The Application creates and reads Bills and their attachments. It does not access customers, employees, payroll, or banking data.
**Personal information.** The Application is not designed to process personal information. Vendor invoices are business-to-business documents. Where a salesperson’s name appears on an invoice, it is not extracted or used.
3. What the Application does with it
Invoice data is used to create accounts payable transactions in Smart-Cell’s QuickBooks Online company file, and to attach the source PDF to the resulting transaction. Documents that cannot be processed with confidence are set aside for a person to review.
Invoice text is transmitted to Anthropic’s API for the sole purpose of extracting the printed values listed above. No other third-party service receives invoice content.
4. What is stored, and where
– **Source invoice PDFs** — on Smart-Cell’s own systems and Microsoft OneDrive under Smart-Cell’s business account.
– **Extracted data and generated transactions** — on the same systems, in dated run folders retained as an audit record.
– **Accounting records** — in Smart-Cell’s QuickBooks Online company file, held by Intuit under Smart-Cell’s agreement with Intuit.
– **Credentials** — API keys and access tokens are stored on the machine running the Application, restricted to the operating user account.
5. Sharing
Smart-Cell does not sell, rent or trade any information handled by the Application. It is not shared with any party other than the service providers required to operate it: Intuit (QuickBooks Online), Anthropic (data extraction), and Microsoft (file storage). Information may be disclosed where required by law, including to the Canada Revenue Agency in the ordinary course of tax compliance.
6. Retention
Accounting records are retained in accordance with Canadian tax and corporate record-keeping requirements. Run folders and extracted data are retained as supporting documentation for the same period.
7. Security
Access to the Application and its credentials is limited to authorised Smart-Cell personnel. Connections to Intuit and Anthropic use encrypted transport. Credential files are stored with restricted permissions. The Application is pinned to a single QuickBooks company file and refuses to write to any other.
8. Your rights
Vendors whose invoices are processed may contact Smart-Cell to ask what information from their invoices is held. Requests are handled in accordance with Canadian privacy legislation, subject to record-keeping obligations that may require retention.
9. Changes
Material changes to this policy will be published at this address with a revised date.
10. Contact
Smart-Cell Communications Inc.
424 Catherine Street, Ottawa, Ontario, Canada K1R 5T8
nan@smartcell.ca
