Privacy Policy

1. Our Role: Controller and Service Provider

Nexus Manage is a business-to-business platform. Most data in the Services is entered or authorized by an organization — a property management company, HOA, board, or vendor (the "Customer") — that holds a subscription with us.

• For property, financial, work order, inspection, and other operational data that a Customer or its users put into the Services — including data synced from QuickBooks Online — we act as a service provider / processor. We handle that data only on the Customer's instructions and for the purposes described in this policy and our agreement with the Customer.
• For our own account, billing, website, and marketing data, we act as a controller.
• If you are an employee or contractor of a Customer and want to access or delete your data, please contact your organization first. We will support them in responding to your request.

2. Information We Collect

• Account Information: name, email address, phone number, job role, organization details, and login credentials.
• Operational Data: properties, assets, work orders, inspections, vendor records, reserve study inputs, water and irrigation data, schedules, notes, and related records you create or upload in the Services.
• Camera & Media Data: photos, videos, and files captured or selected by the user for work orders, inspections, and asset documentation. Media is uploaded only when explicitly initiated by the user. Photos may carry embedded metadata such as timestamp and, if enabled on your device, location.
• Integration Data: information we access from third-party systems you connect, including QuickBooks Online. See Section 3.
• Usage & Diagnostics Information: app and site usage data, IP address, device type, operating system, browser type, and crash reports, used to operate, secure, and improve the Services.
• Cookies and Similar Technologies: see Section 7.
• Contact and Demo Requests: information you submit through forms on our website, such as your name, email, company, and message.

We do not intentionally collect sensitive personal information such as government identification numbers, health information, or biometric data, and we ask that you not upload it to the Services.

3. QuickBooks Integrations

Nexus Manage offers optional integrations with QuickBooks Online and QuickBooks Desktop, both products of Intuit Inc. Both integrations are off by default and are enabled only when an authorized administrator of your organization connects a QuickBooks company and grants consent. This section describes each in turn; the safeguards and deletion rights at the end of this section apply to both.

QuickBooks Online: how the connection is made

QuickBooks Online is connected through Intuit's OAuth 2.0 authorization flow. We never ask for or store your Intuit username or password.

QuickBooks Online: what we access

Depending on the scopes you approve, we may access the following from your connected QuickBooks company:

• Company and profile information: company name, realm (company) ID, address, currency and fiscal settings, and the name, email address, and phone number associated with the connecting Intuit account.
• Accounting records: chart of accounts, vendors, customers, items and services, classes, departments and locations, bills, bill payments, invoices, purchase orders, estimates, credit memos, and related transaction details and attachments.
• Payment status records: bill payments, invoice payments, and posting status available through the accounting API, so users can see whether an item has been recorded or paid.

QuickBooks Online: why we access it

• Match vendors, customers, and general ledger accounts in Nexus Manage to their counterparts in QuickBooks so records stay in sync.
• Create and update bills, invoices, and purchase orders in QuickBooks from approved work orders, vendor invoices, and proposals in Nexus Manage.
• Read back payment and posting status so users can see whether an item has been recorded or paid.
• Populate budget, actual-spend, and reserve reporting inside Nexus Manage.
• Diagnose and resolve sync errors reported by you or detected by our systems.

QuickBooks Online: what we write back

Where write access is granted, Nexus Manage creates and updates records such as bills, bill payments, invoices, purchase orders, vendors, and customers in your QuickBooks company. Writes occur only as a result of an action taken or a rule configured by an authorized user of your organization. We do not delete QuickBooks records outside of a user-initiated action, and we do not modify records unrelated to the workflows described above.

QuickBooks Desktop (Web Connector)

QuickBooks Desktop runs on a computer you control, so the connection works differently. Rather than Nexus reaching into your accounting file, you install Intuit's QuickBooks Web Connector on the machine that hosts your company file and add a configuration file we provide. The Web Connector then contacts Nexus on a schedule you set, authenticates using a password generated for your organization, and exchanges data in Intuit's qbXML format.

Because your accounting file stays on your own system, Nexus has no standing access to it. We can only exchange the specific records queued for the session, and only while a session your Web Connector initiated is open. Sessions are tracked by a short-lived ticket that expires.

Through this integration we exchange:

• Customers: customer name and record identifiers, so a client or property in Nexus Manage can be matched to the corresponding customer in your company file.
• Invoices: invoice records, transaction identifiers, and outstanding balance, so invoices raised in Nexus Manage can be recorded in QuickBooks and their payment status read back.
• Sync metadata: record versions, timestamps, sync direction, and any error returned by QuickBooks, used to avoid duplicate or conflicting writes and to diagnose failures.

Records are created and updated in your company file only as a result of an action taken or a rule configured by an authorized user of your organization. We do not delete records in your company file, and we do not read areas of it unrelated to the customers and invoices described above — including payroll and employee records.

How we protect and limit Intuit data

• OAuth access and refresh tokens, and Web Connector passwords, are held in an encrypted secrets store rather than in ordinary database columns. They are scoped to a single QuickBooks company and are never shared with other customers or third parties.
• Data obtained from QuickBooks Online or QuickBooks Desktop is segregated by organization and accessible only to users your administrator has authorized, and to a limited number of Nexus personnel with a legitimate operational need.
• We do not sell, rent, license, or otherwise transfer data obtained from Intuit or QuickBooks Online for advertising, marketing, resale, or any purpose unrelated to providing the Services to you.
• We do not use data obtained from QuickBooks Online to train general-purpose or third-party artificial intelligence models. See Section 5.
• Data transmitted between Nexus Manage and Intuit, and between Nexus Manage and your Web Connector, is encrypted in transit using TLS.

Disconnecting and deletion

You may disconnect either integration at any time. For QuickBooks Online, use the integrations settings page in Nexus Manage or Settings → My Apps in your Intuit account. For QuickBooks Desktop, remove the Nexus application from the QuickBooks Web Connector on your computer, or disable the connection in Nexus Manage. When you disconnect:

• We immediately revoke and delete the stored OAuth tokens or Web Connector password and stop all further exchange with your QuickBooks company.
• Previously synced records remain in Nexus Manage so your historical reporting and audit trail stay intact, unless you ask us to remove them.
• On written request to info@nexusmanage.net, we will delete the data we obtained from your QuickBooks company within 30 days, except where we are required to retain it by law.

Intuit is an independent third party. Your use of QuickBooks Online is governed by Intuit's own terms and privacy statement, which we do not control.

4. How We Use Your Information

• Provide, operate, and maintain the Services.
• Authenticate users, secure accounts, and enforce permissions.
• Enable photo capture, upload, and documentation workflows.
• Synchronize data with third-party systems you connect, such as QuickBooks Online.
• Generate reports, analytics, and AI-assisted insights for your organization.
• Provide customer support and respond to your requests.
• Monitor performance, resolve crashes, and detect, prevent, and investigate fraud, abuse, or security incidents.
• Send service, security, and administrative notices.
• Comply with legal and regulatory requirements.

We do not use your operational data or QuickBooks data for advertising, and we do not sell personal information.

5. Artificial Intelligence Features

Some features of Nexus Manage — including inspection analysis, reserve study forecasting, and agronomic and water recommendations — use artificial intelligence, which may include third-party AI service providers acting on our behalf.

• Content submitted to these providers is processed solely to return a result to you.
• We contractually require that your data not be used to train the providers' general-purpose models.
• AI output is generated automatically, may contain errors, and is provided for informational purposes only. It is not accounting, financial, legal, or engineering advice, and it should be reviewed by a qualified person before you rely on it.
• No feature of the Services makes a legal or financial decision about an individual without human review.

6. Sharing Your Information

We do not sell your personal information and we do not share it for cross-context behavioral advertising. We disclose information only as follows:

• Within your organization: to other users of your Customer account, according to the roles and permissions your administrator configures.
• Service providers: vendors that support core functionality under written agreements limiting their use of the data to providing services to us. These currently include cloud hosting and database infrastructure, application and error monitoring, transactional email delivery, and AI inference providers.
• Connected systems you authorize: such as Intuit QuickBooks Online, and only the data required for the workflows you enable.
• Legal and safety: when required by law, legal process, or a lawful government request, or to protect the rights, property, or safety of Nexus, our customers, or the public.
• Business transfers: in connection with a merger, acquisition, financing, or sale of assets, subject to this policy continuing to apply to the transferred information.

A current list of our subprocessors is available on request at info@nexusmanage.net.

7. Cookies and Similar Technologies

Our website and web application use cookies and similar technologies:

• Strictly necessary cookies for authentication, session management, and security. These cannot be turned off.
• Analytics cookies to understand how the site and app are used so we can improve them.
• Marketing cookies, where enabled, to measure the effectiveness of our campaigns.

You can manage your preferences at any time on our Cookie Settings page, or through your browser controls. Our mobile applications do not use advertising identifiers for tracking across other companies' apps or websites.

8. Data Retention

• Customer and operational data is retained for as long as your organization's account is active.
• After termination, data is retained for up to 90 days to allow export and recovery, then deleted or irreversibly anonymized, unless a longer period is required by law or agreed in writing.
• QuickBooks integration data is handled as described in Section 3. OAuth tokens are deleted immediately on disconnection.
• Diagnostic and log data is retained on a rolling basis according to our infrastructure providers' retention settings, and is not kept longer than needed for security monitoring and troubleshooting.
• Backups are encrypted and cycle out on a rolling basis, so deleted data may persist in backup media for a limited period after removal from the live system.

9. Data Security

We implement reasonable administrative, technical, and organizational safeguards designed to protect your data, including:

• Encryption in transit using TLS and encryption at rest.
• Role-based access controls and per-organization data isolation.
• Access to production systems limited to authorized personnel with multi-factor authentication.
• Secure storage of integration credentials and OAuth tokens.
• Logging, monitoring, and regular backups.

No system can be guaranteed to be completely secure. If we become aware of a breach affecting your personal information, we will notify affected customers and, where required, regulators, without undue delay and consistent with applicable law.

10. Your Rights and Choices

Depending on where you live, you may have the right to access, correct, delete, or receive a portable copy of your personal information, to opt out of the sale or sharing of personal information, to limit the use of sensitive personal information, and to not be discriminated against for exercising these rights.

California residents (CCPA/CPRA): we do not sell or share personal information as those terms are defined under California law. You may exercise your rights by emailing us, and you may use an authorized agent. You can also manage cookie-based choices on our Cookie Settings page.

To make a request, contact info@nexusmanage.net. We will verify your identity before acting and will respond within the time required by applicable law, generally 45 days. If your data was submitted by a Customer organization, we will refer your request to that organization and assist them in responding.

11. Device Permissions

Nexus Manage may request access to device features such as the camera, photo library, notifications, and location. These permissions are used solely to enable user-initiated actions, such as capturing or uploading images and tagging the location of an asset or inspection. They are not accessed in the background, and you can revoke them at any time in your device settings.

12. Where We Store Data

The Services are operated from the United States, and information is stored and processed on servers located in the United States. If you access the Services from outside the United States, you understand that your information will be transferred to and processed in the United States, where data protection laws may differ from those in your jurisdiction.

13. Children's Privacy

Nexus Manage is a business tool intended for users 18 and older. It is not directed to children, and we do not knowingly collect personal information from anyone under 13. If you believe a child has provided us information, contact us and we will delete it.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date. If the changes are material, we will provide additional notice, such as by email or an in-app notice, before they take effect.

15. Contact Us

Nexus Management Solutions LLC
29675 Mesa Verde Cir
Menifee, CA 92584
United States

Questions, concerns, privacy requests, and data deletion requests can be directed to info@nexusmanage.net.

See also our End-User License Agreement and Terms of Service.