Privacy policy

The Four Oaks Dashboard (dashboard.fouroakscpas.com) is operated by Four Oaks CPAs, PLLC (“Four Oaks”, “we”) for its clients and staff. This policy explains what information the dashboard holds, how it is used, and the choices clients have. It supplements the engagement letter between Four Oaks and each client, which governs our professional services.

Who can use it

Only Four Oaks staff and people a Four Oaks staff member has invited on behalf of a client. There is no public sign-up.

What the dashboard holds

• QuickBooks Online data, when a client or Four Oaks connects a company: company information, the chart of accounts, financial reports (profit and loss, balance sheet, cash flow, aging), and, when needed for a report, transactions such as invoices, bills, and payments. The connection is read-only: the dashboard never changes anything in QuickBooks.
• Files and figures provided to us: trial balances and financial statements uploaded instead of a QuickBooks connection, budgets, forecasts, loan schedules, notes, and documents sent through the Family Wealth area (for example statements and K-1s).
• Family Wealth records, for clients who use that service: the people, trusts, and entities in a family, what they own and owe, dated values, and cash flows.
• Account and activity information: each user's name and email address, sign-in times, and a log of actions taken in the dashboard (for security and to show who changed what).

The dashboard does not ask for or store QuickBooks passwords, bank or card account numbers, or Social Security numbers. QuickBooks access uses Intuit's authorization, and the access tokens are encrypted (AES-256-GCM). When the AI reads a document, tax identification and account numbers are masked in what it saves.

How we use it

• To provide the reporting, forecasting, lender reporting, and advisory services described in the client's engagement with Four Oaks.
• To keep the dashboard secure and working, and to answer questions about it.

We do not sell client information, use it for advertising, or share it with anyone except as described here or as the law requires.

AI-assisted features

Some features use an AI model (Claude, by Anthropic) to draft commentary, suggest account mappings, read documents, and answer staff questions. AI is off for every client by default and runs only for clients for whom Four Oaks provides AI-assisted services and has turned it on. When it runs, the relevant figures or documents are sent to Anthropic's commercial API, whose terms do not allow that data to be used to train models. The AI cannot change QuickBooks or send anything to anyone, and Four Oaks staff review what it drafts before a client relies on it. A client can ask us to turn AI off at any time.

Service providers

The dashboard runs on services from these companies, each bound by its own security and privacy commitments, and used only to operate the dashboard:

• Cloudflare (hosting, and private storage for uploaded documents)
• Neon (the database, hosted on Amazon Web Services in the eastern United States)
• Microsoft 365 (staff sign-in, email from the dashboard, and the firm's SharePoint, where Four Oaks keeps its internal copy of client documents)
• Intuit (QuickBooks Online, when connected)
• Anthropic (AI-assisted features, only for clients who have them turned on)

Security

• All traffic is encrypted in transit (HTTPS), and the database and file storage are encrypted at rest.
• Staff sign in with their Four Oaks Microsoft accounts, under the firm's two-factor policy. Client users sign in with a one-time link and a code sent to their email; there are no client passwords to steal.
• Each client user sees only their own client's information, and staff-only notes and documents are never shown to clients.
• Documents are stored privately and open only after the same access check as the screens.

How long we keep it

We keep a client's information while Four Oaks provides services to them, and afterward as long as our professional obligations and record-keeping rules require. A prospective client's QuickBooks data is kept for 30 days unless they engage Four Oaks. Working drafts and temporary sign-in records are removed automatically on a schedule. When a client stops using the dashboard, we disconnect QuickBooks and remove access; ask us if you want your information deleted, and we will do so except where we are required to keep it.

Your choices

• Disconnect QuickBooks at any time, from QuickBooks (Settings, Manage apps) or by asking us. The dashboard then stops reading the company; see QuickBooks disconnected.
• Ask to see, correct, or delete the information we hold, or to have AI-assisted features turned off.
• Download your Family Wealth records at any time from the dashboard.

Changes and contact

If this policy changes, the date at the top changes, and we will tell clients about material changes. Questions or requests: mkennedy@fouroakscpas.com, or Four Oaks CPAs, PLLC, Covington, Tennessee.