Privacy policy

1. Who we are

GivingBooks Sync is a service of GivingBooks Sync LLC ("we," "us"), an Ohio limited liability company. We provide software that transfers financial information from giving and operational platforms (such as Planning Center Giving) into QuickBooks Online on behalf of our customers — churches, ministries, and the bookkeeping firms that serve them.

2. Donor identities: what we deliberately do not collect

This is the most important section of this policy, so it comes first. We never store donor names, donor email addresses, mailing addresses, giving histories tied to a person, or any payment details. There is no table in our database that can hold a donor's identity — this is not a setting that could be misconfigured. We will never sell, share, analyze, or otherwise repurpose donor data.

We do store a limited, pseudonymous record of individual gifts, and we want to be precise about it rather than overclaim. Which records exist depends on the posting mode you choose:

• Daily summary mode: we store per-fund, per-day totals only — no gift-level records at all.
• Autopilot (deposit matched) and per-donation modes: to prove a bank deposit matches your giving to the penny, we store, for each gift, its Planning Center donation ID, its date, its amount, its processor fee, and the fund(s) it was designated to. Nothing else. A record looks like "donation 48291103, July 3 2026, $250.00, $7.55 fee, Missions" — there is no way to tell from our systems who gave it. Matching deposits to the cent is arithmetic on individual gifts; it cannot be done from totals alone, so we keep the minimum that makes it possible.

The same rule applies to payout files: when one is uploaded to us, we parse it, keep only the donation IDs, dates, amounts, fees and fund designations the matcher needs, and discard the raw file. Any donor names or email addresses a row carried are never written to our database.

Journal entries we write into your QuickBooks reference gifts the same way — by donation ID, never by donor. See our security page for how this is enforced.

3. What we do collect

• Account information: your name, work email address, organization name, and role — the people administering the integration, not your donors.
• Connection credentials: OAuth tokens for Planning Center and QuickBooks Online, encrypted at rest. We never receive or store your passwords.
• Financial data: per-fund, per-period giving totals, fee totals, fund and campus names, your chart-of-accounts mappings, and the journal entries we create — plus, in the deposit-matched and per-donation modes, the pseudonymous gift-level records described in Section 2 (donation ID, date, amount, fee, fund) and the bank-deposit amounts and dates we match them against.
• Event registration totals (only if you use deposit matching): to explain a deposit that mixes giving with event money, we read Planning Center Registrations for signup (event) names, registration counts, and published prices. We never read or store attendee names or attendee details.
• Service records: an audit log of actions taken in the service, support correspondence, and standard technical logs (IP address, browser type) kept for security and troubleshooting.
• Billing information: processed by our payment provider; we do not store card numbers.

4. How we use information

Only to provide, secure, support, and bill for the service: creating and posting accounting entries you have authorized, alerting you when something needs attention (a new fund, a disconnected authorization), and responding when you ask for help. We do not sell personal information, and we do not use your data for advertising.

5. Service providers

We use a small number of infrastructure providers (hosting, database backups, email delivery, payment processing) bound by their own confidentiality and security obligations. A current list is available on request at hello@givingbookssync.com or through our contact form.

6. Data retention and deletion

Accounting records — totals, the gift-level records in Section 2, and the entries built from them — are retained while your account is active, because they are your audit trail.

You can cut off our access yourself at any time: Organization settings → Connected apps → Disconnect deletes the stored Planning Center or QuickBooks authorization immediately and stops the sync. That removes our access; it does not by itself delete your accounting history, which stays available to you. To have the remaining data deleted, ask us and we will do it within 30 days, except records we are legally required to keep. Entries already posted stay in your QuickBooks either way — they are your books.

7. Security

Encryption in transit (TLS) and at rest, OAuth-scoped access with no stored passwords, append-only audit logging, daily managed-database snapshots with a documented restore procedure, and the no-donor-identity design described above. Details: our security page. If we ever become aware of a breach affecting your data, we will notify you promptly and tell you plainly what happened.

8. Your rights

You may access, correct, export, or delete your account information at any time by contacting us. Depending on your jurisdiction, you may have additional statutory rights; we honor reasonable requests regardless of where you are located.

9. Children

The service is for organizations and their staff; it is not directed to children, and we do not knowingly collect information from anyone under 16.

10. Changes to this policy

If we change this policy in any material way, we will email account administrators before the change takes effect and post the revision here with a new effective date. We will never quietly weaken the commitments in Section 2.

July 30, 2026: Sections 2 and 6 were rewritten to describe exactly what the database holds — individual gift records (donation id, date, amount, fee, fund) and matched-deposit details, never donor names, emails or addresses. The previous wording understated it. Nothing about what we collect changed; the description did.

11. Contact

GivingBooks Sync LLC
[MAILING ADDRESS]
hello@givingbookssync.com
Privacy and data requests can also be sent through our contact form.