Privacy Policy
Camp Myrtlewood Contract Invoicing Integration
Last updated: 1 September 2026
1. Scope
This policy covers the Camp Myrtlewood Contract Invoicing Integration ("the Integration"), internal software operated by Camp Myrtlewood, Inc. It explains what data the Integration handles, why, and how it is protected.
This policy covers the Integration specifically. It does not replace any broader privacy policy Camp Myrtlewood publishes for its website or programs.
2. Whose data is involved
Camp Myrtlewood's own business records. The Integration reads and writes Camp Myrtlewood's QuickBooks Online company file — customer records, the product and service list, and invoices.
School district contacts. When a district returns a signed Outdoor School contract, the Integration handles the name and work email address of the district's billing contact, the schools attending, anticipated student and chaperone numbers, program dates and the amounts owed.
No student information. The Integration never receives, stores or transmits the name, date of birth, health information or any other personal detail of any individual student. It handles headcounts only.
3. What we do with it
The Integration performs one job: when a signed contract is submitted, it prepares a draft invoice in Camp Myrtlewood's QuickBooks Online account.
To do this it:
reads Camp Myrtlewood's QuickBooks customer list to find the matching district, and creates a customer record if none exists;
reads Camp Myrtlewood's QuickBooks product and service list to price the invoice lines correctly;
creates a draft invoice in Camp Myrtlewood's QuickBooks account;
saves the signed contract PDF to Camp Myrtlewood's Google Drive;
records a summary row in an internal Google Sheets log;
emails Camp Myrtlewood staff to tell them a draft is waiting.
Draft invoices are never sent automatically. A member of staff reviews each one and sends it.
4. What we do not do
We do not sell, rent or trade any data. We do not share QuickBooks data with any third party. We do not use it for advertising, profiling or analytics. We do not transfer it outside Camp Myrtlewood except as described below.
5. Where data is held
QuickBooks Online — Camp Myrtlewood's company file, operated by Intuit Inc. under Intuit's own privacy policy.
Google Workspace — Google Drive, Google Sheets, Gmail and Google Apps Script, under Camp Myrtlewood's Google Workspace account and Google's privacy policy.
Both are United States based. No other processor is involved.
6. Authentication and security
The Integration connects to QuickBooks Online using OAuth 2.0. Camp Myrtlewood never sees or stores any QuickBooks password.
The OAuth client credentials and refresh token are stored in Google Apps Script Script Properties, accessible only to the Google Workspace accounts of authorised Camp Myrtlewood staff. Access tokens are short-lived and held only in temporary cache. The connection can be revoked at any time from within QuickBooks Online, which immediately and permanently ends the Integration's access.
Access to the underlying Google Drive folders and QuickBooks company file is restricted to authorised staff.
7. How long we keep it
Signed contracts and the invoices raised from them are financial and contractual records. Camp Myrtlewood retains them for as long as required for accounting, audit, tax and legal purposes, in line with its records retention practices. The Integration itself stores nothing beyond what is written into Camp Myrtlewood's QuickBooks account, Google Drive and internal log.
8. Your rights
If you are a school district contact and want to know what information Camp Myrtlewood holds about you, or want it corrected or erased, write to the address below. We will respond within a reasonable period. Some records must be retained for tax and audit reasons even after such a request.
9. Children
The Integration is not directed at children and does not knowingly collect any personal information from a child. As noted in section 2, it handles student headcounts only, never individual student details.
10. Changes
If this policy changes, the revised version will be published at this address with an updated date.
11. Contact
Camp Myrtlewood, Inc. [POSTAL ADDRESS] Joshua@campmyrtlewood.org · (541) 572-5307 · campmyrtlewood.org