Maven App – Privacy Policy

1. Who we are

Maven Solutions operates Maven App and is responsible for determining how information processed through the Application is used for the purposes described in this policy.

References to “Maven Solutions”, “we”, “us” or “our” in this policy mean the business operating Maven App.

Where Maven Solutions processes personal information on behalf of a client in connection with professional accounting services, the respective data-protection responsibilities of Maven Solutions and the client will depend on the nature of the processing and the services being provided.

2. Purpose of Maven App

Maven App is designed to help authorised Maven Solutions personnel review accounting information, investigate balances and transactions, identify potential discrepancies, prepare internal queries and support the accounts preparation and review process.

The Application may connect to third-party accounting platforms such as QuickBooks Online and other supported accounting systems where appropriate authorisation has been provided.

3. Information we may process

Depending on the client, accounting platform, permissions granted and functionality being used, Maven App may process information including:

• business names, addresses and contact information;
• customer and supplier information;
• accounting periods and financial reporting information;
• profit and loss information;
• balance sheet information;
• chart of accounts;
• bank and other financial transactions;
• invoices and sales records;
• bills and purchase records;
• journals and accounting adjustments;
• debtor and creditor information;
• VAT and other tax-related balances or information;
• payroll-related accounting balances where available;
• fixed asset and loan information;
• notes, explanations and supporting information associated with accounting records;
• information contained in supporting documents provided for accounting review;
• technical information required to operate and secure the Application, such as access records, authentication information and audit logs.

The exact information available to Maven App depends on the permissions granted to the connected accounting platform and the services being provided by Maven Solutions.

4. Information obtained from connected accounting platforms

Where a client or authorised user connects an accounting platform to Maven App, the Application may retrieve accounting information through that provider's authorised application programming interface (“API”).

Access is only established following appropriate authorisation through the relevant accounting platform.

Maven App does not use accounting platform credentials such as the user's accounting software password to obtain access. Connections are made using the authentication and authorisation mechanisms provided by the relevant third-party platform.

5. How we use information

Information processed through Maven App may be used to:

• provide accounting and related professional services;
• review accounting records and balances;
• identify inconsistencies, unusual transactions or potential accounting issues;
• compare accounting information with supporting evidence;
• prepare questions for clients or internal reviewers;
• support the preparation and review of statutory accounts;
• propose accounting adjustments for human review;
• maintain internal working papers and evidence trails;
• improve consistency and efficiency within Maven Solutions' accounting processes;
• maintain the security, reliability and auditability of the Application;
• investigate technical or security incidents;
• comply with applicable legal, regulatory and professional obligations.

Maven App is intended to assist authorised professionals. Outputs generated by the Application are subject to human review and are not intended to replace professional judgement or statutory review requirements.

6. Automated and AI-assisted processing

Maven App may use automated rules and artificial intelligence technologies to assist with analysing accounting information, identifying potential issues, explaining discrepancies and preparing suggested queries or adjustments.

Automated or AI-generated outputs are intended to support authorised Maven Solutions personnel and are not treated as final professional decisions.

Significant accounting conclusions, proposed adjustments and professional outputs remain subject to human review and approval.

Where third-party artificial intelligence or technology providers are used, Maven Solutions will take appropriate steps to control the information provided to those services and to use them only for legitimate business purposes.

7. Read-only accounting access

Unless expressly introduced as an approved future feature, Maven App is designed to operate on a read-only basis in relation to connected accounting platforms.

This means that retrieving and reviewing information through the Application does not itself post journals, alter transactions or make changes within the connected accounting system.

Any proposed adjustments generated by the Application must be independently reviewed and approved before being entered into the accounting records.

8. Our basis for processing information

Maven Solutions processes information where necessary for legitimate business and professional purposes, including providing accounting services, fulfilling contractual obligations, maintaining appropriate professional records, protecting the security of our systems and complying with legal or regulatory requirements.

Where consent or another specific lawful basis is required, we will obtain or rely upon that basis as appropriate.

9. Sharing information

Maven Solutions does not sell personal information or accounting data.

Information may be shared with carefully selected service providers where necessary to operate Maven App or provide the relevant professional services.

These may include:

• accounting software providers;
• cloud hosting and infrastructure providers;
• secure data-storage providers;
• authentication and security providers;
• artificial intelligence and technology providers;
• professional advisers or regulatory bodies where required;
• government authorities or law-enforcement bodies where disclosure is legally required.

Service providers are permitted to process information only where necessary for the services they provide and subject to appropriate contractual, confidentiality and security requirements.

10. QuickBooks and Intuit data

Where Maven App connects to QuickBooks Online, information is accessed through Intuit's authorised systems following approval by an authorised QuickBooks user.

QuickBooks data accessed through Maven App is used only for legitimate accounting, review, workflow and professional-service purposes connected with Maven Solutions' work.

Maven Solutions does not sell QuickBooks customer data, use it for unrelated advertising purposes or disclose it to third parties except where necessary to provide the Application, deliver the relevant professional services, maintain security or comply with legal obligations.

Users may revoke Maven App's access to their QuickBooks company through the applicable QuickBooks or Intuit account controls or by contacting Maven Solutions where appropriate.

11. Data storage

Information processed by Maven App may be stored within systems operated by Maven Solutions and approved third-party infrastructure providers.

We aim to minimise the information retained within the Application and avoid storing information where it is not required for the Application's legitimate purpose.

Where access tokens, authentication credentials or similar sensitive technical information are required to maintain an accounting platform connection, these must be protected using appropriate security controls and must not be embedded directly within application source code.

12. Data security

Maven Solutions takes appropriate technical and organisational measures to protect information processed through Maven App against unauthorised access, alteration, disclosure, loss or destruction.

Measures may include access controls, encrypted communications, secure authentication, least-privilege permissions, controlled access to production systems, audit trails, secure credential management and monitoring of application activity.

Access to Maven App is intended to be restricted to authorised personnel.

13. Data retention

Information is retained only for as long as reasonably necessary for the purposes for which it was collected or processed, including the provision of professional services and compliance with legal, tax, accounting, professional or regulatory record-keeping requirements.

Retention periods may therefore vary depending on the nature of the information and the client engagement.

When information is no longer required, it will be deleted, anonymised or securely disposed of where appropriate.

14. International processing

Some technology providers used by Maven Solutions may process or store information outside the United Kingdom.

Where personal information is transferred internationally, Maven Solutions will take appropriate steps to ensure that the transfer is subject to appropriate safeguards where required by applicable data-protection law.

15. Individual rights

Depending on the circumstances and applicable data-protection law, individuals may have rights relating to their personal information, including rights to request access, correction, deletion, restriction or objection to certain processing.

Requests relating to personal information can be made using the contact details published by Maven Solutions.

Some rights may be subject to legal, regulatory, professional or record-keeping exceptions.

16. Client responsibilities

Clients and authorised users are responsible for ensuring that they have the appropriate authority to provide or permit access to information made available to Maven Solutions and Maven App.

Users must not connect accounting records, upload documents or provide information where they do not have the necessary authority to do so.

17. Third-party platforms

Maven App may integrate with third-party services such as accounting software, hosting platforms and technology providers.

Those services operate under their own terms and privacy policies.

Maven Solutions is not responsible for the independent privacy practices of third-party platforms, although we take reasonable steps to select and use appropriate providers when they process information on our behalf.

18. Cookies and tracking

Maven App may use cookies or similar technologies where necessary for authentication, security, session management and essential application functionality.

We do not intend to use information obtained through Maven App for behavioural advertising or unrelated marketing profiling.

Where non-essential cookies or tracking technologies are introduced, appropriate information and controls will be provided where required.

19. Disconnecting an accounting platform

Access to a connected accounting platform may be revoked or disconnected at any time through the relevant platform's account controls where supported.

Disconnecting an accounting platform stops future authorised access through that connection but does not necessarily require the immediate deletion of information that Maven Solutions is legally or professionally required to retain.

20. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in Maven App, our professional services, applicable law, security requirements or third-party integrations.

The latest version will be published on this page and the “Last updated” date will be amended accordingly.

21. Contact us

If you have questions about this Privacy Policy, the information processed through Maven App or your data-protection rights, please contact Maven Solutions using the contact details published on the Maven Solutions website.