Privacy Policy

This Privacy Policy explains how Scotive (“we”, “us”) collects, uses, and shares information when you use scotive.com and the Scotive service (the “Service”). It is written to match how the product actually works today: Gmail-connected invoice tracking, optional QuickBooks Online connection, human-approved sending, and AI-assisted extraction and drafting.

By using the Service you acknowledge this Policy. Related terms are in our Terms of Service.

The Service is operated under the brand Scotive(websites at scotive.com / www.scotive.com; API at api.scotive.com).

Privacy requests: privacy@scotive.com
General support: support@scotive.com

Account information. Email address, password (stored as a one-way hash), optional display name, and preferences such as timezone and digest settings.

Google / Gmail connection. When you connect Gmail we receive OAuth tokens, the connected mailbox email, profile display name (when available), granted scopes, and connection status. Access and refresh tokens are encrypted at rest before storage.

Intuit / QuickBooks Online connection (optional). When you connect QuickBooks Online we receive OAuth tokens, your QuickBooks company (realm) identifier, granted scopes (accounting API access), and connection status. Access and refresh tokens are encrypted at rest before storage. We may also receive company display metadata Intuit returns with the connection.

Invoice and payment-ops data we derive or import. We store a structured ledger and related records, which may include:

• Client name and email, invoice references, amounts, currency, and dates — from Gmail extraction and/or from QuickBooks invoice and customer records you authorize us to read
• QuickBooks identifiers (for example invoice Id, DocNumber, Balance) and paid / not-paid status we sync from QuickBooks
• Status (for example invoiced, overdue, promised, disputed, paid)
• Evidence snippets and quotes (for example a promise date or dispute phrase) and Gmail message/thread identifiers needed to reopen context
• Review-queue items when extraction confidence is low
• Chase drafts you generate or that the escalation ladder prepares for review
• Records of chase emails you chose to send (subject, body, timestamps)
• Optional suppressed-sender list and client-merge preferences

We do not store your entire mailbox or your entire QuickBooks company. We store extracted or imported facts needed for the ledger and drafts, evidence needed for tracking, and references so we can fetch conversation context from Gmail when you open an invoice and keep open / paid status in sync with QuickBooks when connected.

Usage and security data. We may process technical logs (for example IP address, timestamps, error diagnostics) and login-attempt records used for rate limiting and account security.

We use information to:

• Provide, maintain, and secure the Service
• Detect invoices you sent via Gmail and, when connected, import open invoices from QuickBooks into your ledger
• Keep your open / paid ledger current, including syncing paid status from QuickBooks and matching Gmail conversations to QuickBooks-sourced invoices
• Interpret client replies (promises, disputes, payment claims, questions)
• Generate follow-up and reply drafts for your review
• Send email only when you explicitly approve (or send an optional daily digest you enabled), via your connected Gmail
• When you mark an invoice paid or confirm payment received in Scotive for a QuickBooks-linked invoice, update that invoice in QuickBooks (for example by creating a linked Payment) so Balance reflects what you confirmed
• Operate settings such as escalation timing and digests
• Respond to support requests and enforce our Terms
• Improve reliability and product quality using aggregated or de-identified insights where feasible

To extract invoice details and draft emails, relevant content (for example message subjects, body excerpts, PDF text snippets, and ledger fields) may be sent to third-party AI infrastructure — currently via OpenRouter, which routes requests to model providers (for example OpenAI models). That processing is for inference to operate features you use.

Scotive’s policy: we do not use your email content to train Scotive’s own models. We configure and select providers with the intent that customer content is not used to train their foundation models where the provider offers such terms; provider policies may change, and you should review OpenRouter’s and the underlying model provider’s privacy terms as well.

AI outputs can be wrong. Always review drafts and ledger fields before acting.

We share information only as needed to run the Service:

• Google — OAuth and Gmail API (read mail, send approved messages, profile identity)
• Intuit / QuickBooks Online — OAuth and QuickBooks Online Accounting API (read open invoices and related customer fields you authorize; write payment updates when you mark a linked invoice paid in Scotive). Your use of QuickBooks remains subject to Intuit’s terms and privacy policy
• OpenRouter / model providers — AI extraction and drafting as described above
• Hosting and infrastructure — for example our application hosting and database providers that process data on our behalf under contractual obligations
• Professional advisors or authorities when required by law or to protect rights, safety, and security
• Successors in a merger, acquisition, or asset sale, subject to continued protection consistent with this Policy

We do not sell your personal information. Chase emails and digests are sent from your Gmail account to recipients you choose (or to you, for digests). QuickBooks data stays in your Intuit company except for the ledger facts and tokens we store to operate the integration.

We retain account and ledger data while your account is active. OAuth tokens are kept only while the related connection remains active (Gmail and/or QuickBooks), or until they expire or are revoked. Security logs are kept for a limited period needed for abuse prevention.

When you delete your account (Settings → delete account, with email confirmation), we delete your user record and associated Service data such as invoices, events, receipts, review items, chase drafts and sends, Gmail and QuickBooks connection and sync state, settings, merge prompts, and related tokens — subject to short-lived backups and legal retention requirements.

Disconnecting Gmail or QuickBooks removes stored tokens for that connection but does not by itself erase your ledger; delete your account if you want a full wipe.

We use industry-standard measures appropriate to the sensitivity of the data, including encrypted transport (HTTPS), hashed passwords, and encryption of Gmail and QuickBooks OAuth tokens at rest. No method of transmission or storage is 100% secure; we cannot guarantee absolute security.

Depending on where you live, you may have rights to:

• Access or export personal data we hold about you
• Correct inaccurate account information
• Delete your account and associated Service data
• Disconnect Gmail and revoke Google access (also via your Google Account permissions)
• Disconnect QuickBooks and revoke Intuit access (also via your Intuit account connected apps)
• Object to or restrict certain processing, where applicable

You can update many settings in-product. For other requests, email privacy@scotive.com. We may need to verify your identity before responding. If you are in the EEA/UK, you may also lodge a complaint with your local supervisory authority.

We and our processors may process data in the United States and other countries. Where required, we use appropriate transfer mechanisms (such as standard contractual clauses) with subprocessors.

The Service is not directed to children under 16 (or the minimum age required in your jurisdiction). We do not knowingly collect personal information from children. If you believe a child has provided us data, contact us and we will delete it.

We use essential cookies and similar storage for authentication and session security (for example access/refresh tokens). We do not use advertising trackers as part of the core product experience described here. If that changes, we will update this Policy.

We may update this Privacy Policy to reflect product or legal changes. We will post the revised Policy with a new “Last updated” date. Material changes may also be communicated in-product or by email when appropriate.

Privacy: privacy@scotive.com
Support: support@scotive.com