Privacy Policy
Spach Systems LLC ("Spach Systems," "we," "us") provides back-office financial software for independent restaurant operators. This policy explains what data we collect, why, how we protect it, and the choices you have. We treat operator financial data as a core trust obligation, not an afterthought.
1. Who We Are
Spach Systems LLC is a limited liability company formed in the State of New Jersey. We operate a software service that connects to an operator's point-of-sale system, accounting system, and — where the operator authorizes it — bank accounts, to produce back-office financial reporting, cost analysis, and cash-flow tools.
2. Data We Collect
We collect data only as needed to provide the service. Depending on which integrations an operator connects, this includes:
- Point-of-sale data (via your point-of-sale provider's API, such as Toast): sales, labor, and transaction records used to produce sales, labor, and prime-cost reporting.
- Accounting data (via the QuickBooks Online API): chart of accounts, journal entries, vendor records, and related bookkeeping data, used to categorize purchases and post journal entries the operator reviews and approves.
- Bank-connection data (via a third-party bank-data aggregator, only where the operator explicitly connects an account): transactions and balances used for cash-flow forecasting and reconciliation. Bank connections are optional and are gated behind the additional controls described in Section 7.
- Account and authentication data: the email address and authentication credentials used to log in, and multi-factor authentication enrollment data.
- Operator-entered data: purchases, invoices, vendor details, fixed costs, and configuration the operator enters directly.
We do not sell personal or financial data. We do not use operator financial data for advertising.
3. How We Use Data
We use the data above solely to operate and improve the service for the operator who provided it:
- To generate financial reporting, cost analysis, reconciliation, and cash-flow tools.
- To categorize purchases and prepare journal entries the operator reviews before they are posted to their accounting system.
- To authenticate access and secure accounts.
- To provide support and to maintain and improve the reliability and accuracy of the service.
Each operator's data is used only for that operator. We do not combine one operator's financial data with another's.
4. Data From QuickBooks Online (Intuit)
When an operator connects QuickBooks Online, Spach Systems accesses QuickBooks accounting data through Intuit's authorized API using OAuth 2.0. We access this data only with the operator's authorization and only to provide the accounting features of the service. Access tokens are stored encrypted (see Section 6). An operator may disconnect QuickBooks at any time, which revokes our access. Our use of information received from Intuit APIs adheres to the Intuit Developer requirements, and QuickBooks data is used only to deliver the operator-facing features described in this policy.
5. How We Share Data
We do not sell data and we do not share operator data except in these limited cases:
- Service providers that host or power the service (for example, our cloud hosting provider, our database provider, our authentication provider, and the API providers named above), acting under contract and only as needed to run the service.
- Legal requirements, where disclosure is required by law or valid legal process.
- With operator direction, where an operator asks us to share their own data.
6. How We Protect Data
Security is a core product requirement. Our controls include:
- Tenant isolation. Each operator's data is separated at the database layer. Every record carries a tenant identifier, and database row-level security restricts each query to the acting operator's own rows. Isolation is enforced by the database itself, not only by application code, and is verified by an automated cross-tenant isolation test suite.
- Least-privilege access. The application runs under a restricted database role that cannot read across operators and cannot alter database structure at runtime.
- Encrypted credentials and tokens. Third-party access tokens (including QuickBooks and any bank-connection tokens) are stored encrypted. Application secrets are stored as encrypted secrets in our hosting platform, never in source code.
- Encrypted transport. All access to the service is over encrypted connections.
- Multi-factor authentication. Operators can enroll an authenticator-app second factor; once enrolled, the server requires it before any request reaches operator data. Administrative accounts that control the source code, hosting, and database use multi-factor authentication.
- Disciplined change management. Changes affecting the data-access or isolation boundary are individually reviewed and are gated on the isolation tests passing before release.
7. Bank Connections
Bank connections are optional. Before the service connects to any operator's bank account through a third-party aggregator, the following controls are in force: proven cross-tenant isolation, operator and administrative multi-factor authentication, encrypted and tenant-scoped storage of any bank access tokens, and a current written information-security policy. This sequencing is a deliberate control. Bank access tokens are never stored in plaintext, and an operator may disconnect a bank connection at any time.
8. Data Retention
We retain operator data for as long as the operator maintains an active account, and as needed to provide the service and meet legal and accounting obligations. When an operator closes their account or disconnects an integration, we revoke the corresponding access and delete or de-identify the associated data within a reasonable period, except where retention is required by law. An operator may request deletion of their data (see Section 10).
9. Where Data Is Processed
The service is hosted in the United States. Data is processed and stored on infrastructure operated by our hosting and database providers in the United States.
10. Your Choices and Rights
- Disconnect integrations. You can disconnect QuickBooks, your point-of-sale system (such as Toast), or a bank connection at any time; disconnecting revokes our access to that source.
- Access and deletion. You may request a copy of your data or ask us to delete it, subject to legal and accounting retention requirements.
- Contact us using the details in Section 12 to exercise any of these choices.
11. Changes to This Policy
We may update this policy as the service adds new data sources or controls, and we review it at least annually. When we make material changes, we will update the effective date above and, where appropriate, notify operators.
12. Contact
Questions about this policy or your data can be sent to: