Last updated: September 10, 2026
Scope and responsibility
This notice describes information processing by Cloe, the accounting workflow integration and connection portal used by ITS Logistics. ITS Logistics determines the business purposes for the integration. FortIA provides technical implementation and support. Privacy questions and requests can be sent to accounting@itslogistics.net.
Information processed
Depending on the connected service and task, Cloe processes:
- Company, customer and vendor details, including business contact names and email addresses.
- Existing invoices, bills, payment records, balances, dates, document references and invoice PDFs retrieved from the authorized QuickBooks Online company.
- Accounting email subjects, message bodies, headers, attachment information and text extracted from supported attachments, including payment notifications and receipts.
- Workflow records, such as classification results, review reasons, message references and confirmations of completed actions.
- Connection information, including company identifiers, authorization tokens and technical request or session information needed to operate the connection portal.
QuickBooks authorization occurs with Intuit. Cloe does not ask for or store your QuickBooks account password. Authorization tokens are separate credentials that allow the approved integration to access the connected company.
Purposes
Information is used to identify accounting requests, verify business contacts and document ownership, retrieve existing records, respond to approved requests, record payment notifications, refer exceptions to the accounting team and operate or troubleshoot Cloe. Cloe is not operated as an advertising or data resale service.
Automated interpretation
Cloe uses Hermes software to send email subjects, message bodies and extracted attachment text to an OpenAI service through the configured ChatGPT connection. This helps classify requests and extract document references and stated payment details. Those inputs can contain personal or financial information included in correspondence.
The current classifier does not receive QuickBooks access tokens or direct access to QuickBooks. QuickBooks query results are handled by application logic separately from the classifier. This separation does not prevent financial information already present in emails or attachments from being included in the text sent for interpretation.
Provider processing, retention and use of these inputs depend on the applicable OpenAI service terms and account settings.
Recipients and service providers
Information is available to authorized ITS Logistics personnel and technical support personnel as needed to operate the integration. Relevant information also passes through the services used for a task: Intuit for QuickBooks access, Google for accounting email and spreadsheet records, OpenAI for the text interpretation described above, and the configured Mattermost service for accounting review notices. Approved Primus connections may be used to retrieve relevant logistics records when that workflow is enabled. Hosting and connectivity providers also process information needed to serve the portal and its connections.
Operational responses and requested documents may be sent to the customer, carrier or other business contact whose identity and relationship to the record have been verified. Cloe does not publish accounting records on this website. Connected providers handle information under their applicable terms and policies, and may process it in countries other than the country from which the service is accessed.
Storage, retention and choices
Cloe keeps private operational records so the accounting team can trace requests, review exceptions and avoid duplicate actions. Emails and spreadsheet records also remain in the connected ITS Logistics systems. Retention is managed according to ITS Logistics business recordkeeping and applicable legal obligations; there is no automatic deletion period promised by this notice.
Revoking the QuickBooks connection stops future authorized access but does not automatically delete information already stored in Cloe, email, spreadsheets or other connected systems. To request access, correction or deletion of information, or to discuss stopping a workflow, contact accounting@itslogistics.net. ITS Logistics may need to verify your identity and authority and review any records it must retain before carrying out a request.
Protection and portal operation
Cloe separates connection credentials from its source code and uses access controls for private operational files. Its service connections use HTTPS. These measures do not guarantee that unauthorized access or service failures cannot occur. Report a suspected exposure to accounting@itslogistics.net.
The connection portal uses a necessary session cookie to complete authorization securely. Temporary authorization codes are encrypted for the ITS integration server; QuickBooks client secrets and access or refresh tokens are not stored on the public web hosting account. The portal does not use advertising or analytics cookies.
Updates
The current policy and update date will be published on this page when Cloe's information handling changes. Contact accounting@itslogistics.net with questions about this notice.