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Privacy Policy

SPACELY PRIVACY POLICY

Effective Date: October 20, 2026
Organization: Innovative Control Solutuions (“ICS,” “we,” “us,” or “our”)
Privacy Contact: davechriste@icstexas.com

1. Scope

This Privacy Policy describes how ICS collects, uses, stores, and shares information through Spacely, including its Windows desktop application, background activity collector, timesheet functions, and QuickBooks Online integration.

Spacely is intended for authorized employees and contractors performing ICS business activities. This policy addresses Spacely and does not replace separate notices or policies governing other ICS systems.

2. Information Collected

Spacely processes the following categories of information:

  • User and device information: Windows username, computer name, and application version.
  • Computer activity information: Activity timestamps, application and process names, executable paths, active window titles, idle status and duration, session type, and remote connection targets where available.
  • Timekeeping information: Customers, projects, activities, time entries, hours, billable status, exclusions, notes, recognition rules, and manual corrections.
  • QuickBooks information: Company identifiers and information, employee identifiers and names, customer/project records, classes, service items, mappings, and responses associated with time submissions.
  • Connection credentials: QuickBooks application credentials and OAuth access and refresh tokens used to maintain an authorized connection.
  • Submission records: Information identifying time submitted to QuickBooks, including dates, hours, related mappings, and returned transaction identifiers.

Window titles and remote connection information may contain document names, email subjects, customer names, or other information displayed by an application. Such information may be captured incidentally as part of activity tracking.

3. Background Collection

Spacely’s activity collector operates in the background and may continue collecting information after the main Spacely window is closed. Closing that window does not necessarily stop collection.

Authorized users can manage the collector through the available application controls, subject to ICS policies. Questions concerning monitoring, required use, or collection on a particular device should be directed to [ICS contact].

4. Purposes of Processing

ICS uses information processed through Spacely to:

  • Prepare, classify, review, and correct time records.
  • Associate work with customers, projects, and activities.
  • Distinguish billable, non-billable, excluded, and unclassified time.
  • Prepare timesheets and submit authorized time records to QuickBooks Online.
  • Maintain submission records and assist with reconciliation.
  • Support troubleshooting, system administration, and applicable business recordkeeping obligations.

Automated recognition may be inaccurate. Users should review classifications and time records before relying on them or submitting them to QuickBooks.

5. QuickBooks Online Integration

When an authorized administrator connects Spacely to QuickBooks Online, Spacely uses Intuit’s APIs to retrieve information needed for configuration and to submit reviewed time entries.

Time submissions may include employee identifiers, customer/project identifiers, dates, hours, service items, classes, billable status, and descriptions. The current time-submission workflow does not transmit the full raw activity database to QuickBooks.

QuickBooks Online is operated by Intuit. Information processed by Intuit is also subject to Intuit’s applicable privacy policies and service terms.

An authorized administrator may revoke the connection through QuickBooks’ connected-app controls. Revoking access does not automatically delete previously submitted QuickBooks records or information already stored locally by Spacely.

6. Storage

Spacely stores activity, configuration, and timekeeping information primarily in a local database associated with the Windows user’s profile. Application updates and database upgrades may create local backup copies.

QuickBooks connection settings are stored separately. The client secret and access and refresh tokens are protected using Windows encryption tied to the current Windows user. This protection does not mean that all activity records or the entire local database are encrypted by Spacely.

Information may also appear in printed timesheets, authorized copies, or company-managed backups where those are used.

7. Access and Disclosure

Access to Spacely information is governed by the applicable Windows account, device permissions, and ICS’s administrative and business procedures.

Information may be made available to authorized ICS personnel responsible for timekeeping, project administration, accounting, IT support, or records management, as appropriate to their responsibilities.

Information may be disclosed to:

  • Intuit when using the authorized QuickBooks integration.
  • Service providers assisting ICS with support or administration, where authorized and necessary.
  • Other recipients when required by applicable law or valid legal process.

[Before publication, confirm whether ICS has any additional sharing practices that must be described here.]

8. Retention

Spacely does not currently enforce automatic age-based deletion of activity records. ICS is responsible for administering retention and deletion, including applicable backup copies.

ICS’s retention periods are:

  • Raw computer activity records: [Period or criteria].
  • Timesheets and submission records: [Period or criteria].
  • Backup copies: [Period or backup rotation schedule].
  • Connection credentials: [Removal procedure when access is revoked or no longer needed].

Records may be retained longer where required for legal obligations, accounting requirements, dispute resolution, or an applicable preservation requirement.

9. Access, Correction, and Deletion Requests

Questions or requests concerning personal information should be directed to [Privacy contact email]. Requests should identify the relevant user, device, approximate dates, and the information or correction requested.

ICS will evaluate requests in accordance with applicable law and its recordkeeping obligations. Identity or authority may need to be verified before a request is fulfilled.

Correcting a timesheet or excluding tracked time does not necessarily delete the underlying activity records. Likewise, deleting local information does not automatically remove records already submitted to QuickBooks or retained in backups.

10. Security

Spacely uses HTTPS for communication with Intuit and Windows user-specific protection for stored QuickBooks secrets and tokens.

Users must safeguard access to their devices and accounts and avoid placing credentials or unnecessary sensitive information in notes, screenshots, or support communications. Suspected unauthorized access or disclosure should be reported promptly to [Security contact or reporting procedure].

No storage or transmission method can guarantee absolute security.

11. Changes to This Policy

ICS may update this Privacy Policy to reflect changes to Spacely, company practices, or applicable requirements. The effective date will identify the latest revision. Material changes will be communicated through [ICS notification method].

12. Contact

For questions about Spacely’s handling of information or to submit a privacy request, contact:

Innovative Control Solutions
Dave Christe
davechriste@icstexas.com
1500 Precision Drive, Suite 150, Plano, Texas, 75454

 

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