Privacy Policy

VendorConnect, Inc. d/b/a Netbalance (“Netbalance,” “VendorConnect,” “we,” “our,” or “us”) values your privacy.

This Privacy Policy explains how we collect, use, disclose, and protect personal information in connection with our website at https://www.netbalance.ai, our software platform, and related services.

By using our website or services, you agree to the collection, use, disclosure, and practices described in this Privacy Policy. Your use of our website and services is also subject to our Terms of Use.

1. Information We Collect

We may collect personal information from or about you and your devices from several sources.

A. Information You Provide to Us

Communications

If you contact us directly, request a demo, subscribe to updates, or communicate with our team, we may collect your name, email address, phone number, company name, job title, and the contents of your message or attachments.

If you schedule a demo or consultation, we may also collect information such as your role, organization size, company needs, and how you heard about us.

Account and Customer Information

If you or your organization creates an account or uses our platform, we may collect account information such as name, business email address, company details, role, login credentials, user permissions, and related administrative information.

Careers

If you apply for a position with Netbalance, we may collect information you submit, such as resume details, education, employment history, and other application materials. If you apply through a third-party platform, such as LinkedIn, we may collect information made available through that service.

Authorization to Third-Party Services

When you authorize Netbalance to access third-party services, such as QuickBooks Online, accounting systems, ERP systems, bank data providers, customer portals, or other business systems, we may receive and process data from those services as necessary to provide our platform and services.

2. Information We Collect Automatically

When you use our website or platform, we may automatically collect certain information, including:

Location Information

We may infer your general location from your IP address.

Device Information

We may collect details such as IP address, browser type, operating system, device type, device identifiers, and other technical information.

Usage Information

We may collect information about your interactions with our website and platform, including page views, navigation patterns, timestamps, feature usage, access logs, and other usage data.

Cookies and Similar Technologies

We and our partners may use cookies, pixel tags, and similar technologies to collect and store information. You may modify your browser settings to manage cookies. Disabling cookies may affect website or platform functionality.

3. Information We Receive from Third Parties

We may receive additional information about you from service providers, analytics platforms, marketing partners, social media platforms, integration partners, and other third-party sources, depending on your privacy settings, integrations, and interactions with us.

4. How We Use Information

We use personal information and business data to:

Operate, maintain, improve, and develop our website, platform, and services;

Provide AI finance operators, revenue recovery workflows, payment matching, cash application, deduction management, dispute workflows, collections workflows, and cash conversion insights;

Process and classify deductions, short payments, invoices, remittances, payments, and related financial records;

Identify recovery opportunities, generate supporting evidence, and help customers manage finance workflows;

Reconcile payments against invoices and support financial operations;

Provide onboarding, support, account management, and customer success;

Communicate with you, respond to inquiries, and provide updates;

Send product updates, educational content, event invitations, and marketing communications;

Track engagement to improve user experience and marketing performance;

Personalize and optimize your experience on our website and platform;

Generate de-identified or aggregated analytics;

Improve our classification, matching, workflow automation, and AI-assisted features using de-identified or aggregated data where appropriate;

Detect, investigate, and prevent fraudulent, harmful, or unauthorized activity;

Protect the security, integrity, and availability of our website, platform, and services;

Comply with legal obligations and enforce our Terms of Use;

Support any other purpose disclosed to you at the time information is collected.

5. How We Share Information

We do not sell personal information.

We may share information in the following circumstances:

Affiliates

We may share information with our affiliates for the purposes described in this Privacy Policy.

Vendors and Service Providers

We may share information with trusted third-party vendors and service providers who assist with website functionality, analytics, communications, cloud hosting, infrastructure, data processing, customer support, security, payments, and business operations.

These providers are authorized to use information only as necessary to provide services to us and are expected to protect the information they process.

Integration Partners

When you authorize integrations with third-party systems, such as accounting platforms, ERP systems, banks, customer portals, or other business applications, we may share or receive information as necessary to provide the requested integration and services.

Customer-Directed Sharing

We may share information when you direct us to do so, such as when you ask us to generate or send workflow outputs, dispute packages, customer communications, reports, or other materials.

Analytics

Third-party analytics providers may receive de-identified, aggregated, or limited usage information to help us understand website and platform performance.

Marketing

We do not sell or share your personal information with unaffiliated companies for their direct marketing purposes without your consent.

Legal Requirements

We may disclose information if required by law, subpoena, court order, legal process, or government request, or if we believe disclosure is necessary to protect our rights, safety, property, users, customers, or the public.

Business Transfers

In the event of a merger, acquisition, financing, reorganization, bankruptcy, sale of assets, or similar transaction, personal information may be transferred as part of that transaction.

Consent

We may share information with third parties when you provide consent.

6. Customer Financial and Business Data

Netbalance may process financial, accounting, operational, and business data provided by customers or accessed through authorized integrations.

This may include invoices, payments, remittances, deductions, credits, customer records, vendor records, product or SKU data, dispute documentation, accounting records, bank transaction data, portal data, emails, attachments, and related business information.

We use this data to provide our platform and services, including payment matching, revenue recovery, cash application, deduction management, dispute support, collections workflows, reconciliation, reporting, analytics, and cash conversion insights.

We do not sell customer financial or business data.

We do not use identifiable customer financial or business data for third-party advertising.

We may use de-identified or aggregated data to improve our platform, analytics, classification models, and workflow automation.

7. QuickBooks Data

What QuickBooks Data We Access

When you authorize Netbalance to access your QuickBooks Online account, we may collect and process the following data to provide our services:

Invoices and line items;

Sales receipts, credit memos, and related transaction details;

Customer names, addresses, contact information, and account balances;

Chart of accounts information;

Journal entries and transaction records;

Payment information and payment methods;

Estimates, sales orders, and related records when applicable;

Company profile information;

Other QuickBooks data authorized by you and necessary to provide the services.

How We Use QuickBooks Data

We use QuickBooks data to:

Match payments against invoices;

Reconcile customer payments and open receivables;

Classify and categorize deductions, short payments, credits, and related adjustments;

Analyze margin impact, customer impact, and cash recovery opportunities;

Generate revenue recovery insights, reports, and workflows;

Automate deduction processing and dispute workflows;

Support cash application, collections, and working capital workflows;

Improve our classification and matching algorithms using de-identified outcomes data.

QuickBooks Data Security

QuickBooks data is protected through:

OAuth authentication, so we do not request or store your QuickBooks username or password;

Encryption in transit using industry-standard transport security;

Encryption at rest in secure cloud infrastructure;

Access controls limiting access to authorized personnel who need access for support, security, or service delivery;

Monitoring and logging of access to sensitive systems;

Security practices designed to protect financial and business data.

QuickBooks Data Sharing

Your QuickBooks data is never:

Sold to third parties;

Shared with competitors or unauthorized parties;

Used for third-party marketing or advertising;

Combined with identifiable data from other companies for third-party profiling.

QuickBooks data is shared only as necessary to provide our services, comply with legal obligations, protect our rights, or at your explicit request.

QuickBooks Data Retention

While your account is active, we retain QuickBooks data as necessary to provide our services.

When you revoke QuickBooks access or close your Netbalance account, we retain previously synced QuickBooks data for up to 90 days to support audit, reconciliation, support, and transition requests, unless a different retention period is required by law or agreed in writing.

Encrypted backups may be retained for a limited period for disaster recovery and security purposes before deletion in accordance with our backup retention practices.

Revoking QuickBooks Access

You can revoke Netbalance’s access to your QuickBooks account at any time.

In Netbalance, you may disconnect QuickBooks through your connected apps or integration settings.

In QuickBooks, you may revoke access through your QuickBooks app or connected apps settings.

Revoking access stops Netbalance from accessing new QuickBooks data. Previously synced data will be handled according to our retention practices.

Your QuickBooks Data Rights

You may request access to, export of, or deletion of QuickBooks data associated with your account by contacting us at hello@netbalance.ai.

8. Data Retention

We retain personal information and business data for as long as necessary to provide our services, maintain our business records, comply with legal obligations, resolve disputes, enforce agreements, and protect our rights.

Retention periods may vary depending on the type of information, the nature of the customer relationship, legal requirements, and operational needs.

9. Security

We implement reasonable administrative, technical, and organizational safeguards designed to protect personal information and business data from unauthorized access, loss, misuse, disclosure, alteration, or destruction.

These safeguards may include encryption, access controls, monitoring, authentication controls, logging, secure cloud infrastructure, and internal security practices.

No method of transmission or storage is completely secure. You are responsible for maintaining the confidentiality of your login credentials and for using appropriate security measures within your organization.

10. Your Choices

Marketing Communications

You may unsubscribe from promotional emails at any time by clicking “Unsubscribe” at the bottom of a marketing email or by contacting us at hello@netbalance.ai.

You may continue to receive transactional, administrative, or service-related communications.

Cookies

You may control cookies through your browser settings. Disabling cookies may affect website or platform functionality.

Account Information

Customers and authorized users may update certain account information through the platform or by contacting us.

Integration Access

You may disconnect authorized third-party integrations, such as QuickBooks Online, through the platform or through the third-party provider’s settings.

11. Data Protection Rights

Depending on your location, you may have rights to access, correct, delete, restrict, object to, or port certain personal information.

You may also have the right to withdraw consent where processing is based on consent.

To exercise these rights, contact us at support@netbalance.ai. We may need to verify your identity before responding to your request.

12. California Privacy Rights

If you are a California resident, you may have additional rights under applicable California privacy laws, including the right to know what personal information we collect, use, disclose, or share; the right to request deletion or correction of certain personal information; the right to opt out of certain sharing; and the right not to be discriminated against for exercising your privacy rights.

We do not sell personal information.

To exercise California privacy rights, contact us at hello@netbalance.ai.

13. Children’s Privacy

Our website and services are not directed to children under the age of 13.

We do not knowingly collect personal information from children under 13. If you believe a child has provided personal information in violation of this Privacy Policy, contact us at hello@netbalance.ai.

14. International Visitors

Our website and services are intended primarily for business users in the United States.

If you access our website or services from outside the United States, you understand that your information may be transferred to, processed in, and stored in the United States or other jurisdictions where privacy laws may differ from those in your location.

15. Third-Party Links

Our website or platform may contain links to third-party websites, products, or services.

We are not responsible for the privacy practices, security practices, or content of third-party websites or services. We encourage you to review their privacy policies before interacting with them.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

When we make changes, we will update the “Last Updated” date above. For material changes, we may provide additional notice where appropriate.

Your continued use of our website or services after an updated Privacy Policy becomes effective means you accept the updated Privacy Policy.

17. Contact Information

If you have questions or concerns about this Privacy Policy, our data practices, or your QuickBooks data, contact us at:

Email: support@netbalance.ai

Legal entity: VendorConnect, Inc. d/b/a Netbalance