Privacy Policy

HiveMind AI ("we", "us") provides software that helps businesses send reminders about their own overdue invoices (the "Service"). This policy explains what information we handle, why, and the choices you have. Questions: [email protected].

Who this covers

• Our customers - the businesses (for example veterinary practices) that sign up and connect their accounting software.
• Their clients - the people and companies who receive invoices and reminders from our customers. For their information, our customer is in charge and we act on its instructions.

Information we handle

• Account information: the name, email address and business details you give us when you sign up.
• Accounting data you connect: when you connect QuickBooks Online, we read invoices (number, amount, balance, due date, payment link) and the matching customer records (name, email address, phone number). We read only what the Service needs. We do not change your books.
• Messages and replies: the reminders the Service drafts, your team's edits and approvals, and replies your clients send back.
• Technical information: basic logs such as dates, times and errors, used to run and secure the Service.

How we use it

• To find overdue invoices, draft reminders, show them to your team for approval, and send the ones you approve.
• To stop reminders when a client pays, disputes a bill, asks us to stop, or replies.
• To keep a record of every message and decision, so you can see what was sent and why.
• To improve the Service, including the quality and safety of drafted reminders. When we use data for this, we use it only inside the Service and never to contact your clients for our own purposes.

We do not sell personal information, and we do not use your clients' information for advertising.

Artificial intelligence

Reminder wording may be drafted with the help of an AI model. The model is not given invoice amounts, dates or payment links; those are filled in from your books by our software and checked again before sending. A person on your team approves reminders before they are sent.

Who we share it with

We share information only with service providers that help us run the Service, under contracts that limit their use of it:

• Intuit (QuickBooks Online), when you choose to connect it.
• Our email delivery provider, to send the reminders you approve.
• Our text message provider, if you turn on text reminders.
• Our hosting and infrastructure providers.

We may also disclose information if the law requires it, or to protect the rights and safety of people and of the Service.

How long we keep it

We keep your data while your account is active. If you disconnect QuickBooks or close your account, we stop reading your data right away and delete the accounting data we copied within 30 days, except records we must keep by law or to settle a dispute.

Security

Connections are encrypted in transit. Access tokens for your accounting software are stored encrypted, each customer's data is kept separate, and access is limited to the people who run the Service.

Your choices

• You can disconnect QuickBooks at any time from your QuickBooks account or from the Service.
• You can ask us for a copy of your data, or ask us to correct or delete it, by writing to [email protected].
• Clients who receive reminders can reply to ask the sending business to stop; we honor stop requests for texts at once.

Children

The Service is for businesses and is not directed to children under 13.

Changes

If we change this policy, we will update the date above and, for important changes, tell account holders by email.