Why CPA Firms Should Care About Intuit’s Data Privacy Policies—and Who Really Owns the Data

5 MIN READ

TEAM ABLAZE COLLECTIVE

As a CPA firm, you live and breathe data. From financial statements to cash flow projections, data is the backbone of your work and the value you deliver to your clients. But when your firm relies on tools like QuickBooks Online (QBO) to manage client portfolios, a critical question arises: Who really owns the data?

Intuit, the company behind QBO, has specific data privacy policies governing how client data is accessed, used, and shared. While these policies aim to protect data security and privacy, they also raise important considerations for CPA firms. At Ablaze Collective, we believe understanding these policies is essential to protecting your clients and your practice.

Who Owns the Data in QuickBooks Online?

At first glance, the question of data ownership seems straightforward: if a CPA firm is managing the books for a client, doesn’t the client own the data? The reality is more nuanced.

The Client’s Role

The client, as the business entity, is typically considered the data owner. They are the ones who generate the data by entering transactions, uploading documents, and maintaining financial records in QBO.

The CPA Firm’s Role

As a CPA firm, you act as the data steward. You’re granted access to manage, analyze, and interpret this data on the client’s behalf. However, your firm’s role does not equate to ownership—your rights are limited to the permissions granted by the client.

Intuit’s Role

Intuit, as the platform provider, often considers itself the data custodian. While Intuit doesn’t claim ownership of the data, its privacy policies grant the company significant control over how data is stored, accessed, and in some cases, even used for its purposes (e.g., improving products or creating aggregated insights).

Why Intuit’s Data Privacy Policies Matter

Intuit’s data privacy policies are designed to safeguard user data, ensure compliance with regulations, and protect the integrity of the QBO platform. However, CPA firms must understand how these policies impact their rights and responsibilities.

1. Data Access and Sharing

• Intuit requires client authorization for CPA firms to access their QBO data.

• Sharing data with third-party apps or tools via API integrations requires explicit client consent.

• Intuit retains the right to revoke access if their terms of service are violated.

2. Data Retention

• Intuit’s policies dictate how long data is retained after a subscription ends or an account is deleted. CPA firms must ensure they have a backup or access plan in place before losing access to the platform.

3. Aggregated and Anonymized Data

• Intuit may use anonymized client data to generate industry benchmarks or insights. While this doesn’t directly affect your firm or clients, it raises questions about how much control you have over the use of client data.

4. Compliance with Regulations

• Intuit’s compliance with global data privacy laws, like GDPR and CCPA, affects how data is processed, stored, and shared. CPA firms must ensure their own practices align with these regulations when using QBO.

Key Considerations for CPA Firms

1. Ensure Client Consent

Before accessing or analyzing client data, make sure you have explicit, documented consent. This is especially critical if you plan to integrate third-party tools like Ablaze Collective to enhance your insights.

2. Understand Your Responsibilities

As a data steward, your firm has a duty to protect client data from unauthorized access or breaches. Familiarize yourself with both Intuit’s policies and your own firm’s data security practices to minimize risks.

3. Know the Limitations of QBO’s Data Ownership Model

While clients may own their data, the infrastructure and permissions are controlled by Intuit. This means your access can be limited or revoked if terms of service are violated, impacting your ability to serve clients.

4. Advocate for Data Portability

Clients should be able to transfer their data to another platform or tool without friction. Intuit provides export options, but CPA firms should ensure this process is seamless and comprehensive.

How Ablaze Collective Empowers CPA Firms

At Ablaze Collective, we believe "Your API Data Matters", and that starts with empowering CPA firms to take full control of their QBO data. Our app is designed to complement Intuit’s policies while giving CPA firms the tools they need to manage data responsibly and effectively.

1. Enhanced Data Visibility

We unlock the full potential of QBO data by giving you access to all available API endpoints—not just the limited ones provided through standard integrations.

2. Data Backup and Retention

Ablaze allows CPA firms to export and retain data securely, ensuring you never lose access due to policy changes or subscription issues.

3. Transparency and Control

Our app ensures that your firm can access, analyze, and use client data responsibly, in alignment with both Intuit’s policies and your ethical standards.

4. Custom Reporting and Insights

By leveraging custom API endpoints, Ablaze enables you to create tailored reports and dashboards, delivering maximum value to your clients without compromising data privacy.

Conclusion: Data Ownership Is Shared Responsibility

Understanding and respecting Intuit’s data privacy policies is not just a legal obligation—it’s a best practice that builds trust with your clients. As a CPA firm, you are the bridge between Intuit’s platform and your clients’ financial success. By staying informed, securing client consent, and using tools like Ablaze Collective, you can ensure that everyone benefits from a clear and responsible approach to data management.

At Ablaze Collective, we’re here to help you navigate the complexities of data ownership and privacy. Because in today’s data-driven world, your API data truly matters.

Ready to take control of your data? Contact us to learn how Ablaze can help.