Accounting data. Clear limits.

1. Scope and responsibility

DSR Entertainment intends to use Test App, its Intuit app registration operated through Hermes Agent in Terminal, only for internal accounting and administration. David is the sole authorized human user and the only person authorized to access saved conversations and accounting exports. David handles support, privacy requests, and suspected security incidents at dsr@davidstromain.com.

2. Information and purposes

Authorized requests may include customer and vendor contact information, addresses and identifiers; invoices, estimates, bills, recorded payments, credits, purchases, balances and transaction descriptions; accounting reports, classifications and company settings; and specifically requested employee-related accounting information or attachments accessible through the Accounting API.

Instructions, conversations, drafts, tool results, connection-related technical information, timestamps, and diagnostic messages may also be processed. Processing supports retrieval, summaries, bookkeeping, reporting, explicitly approved record changes, and troubleshooting. Avoid unnecessary sensitive information.

DSR Entertainment uses this information for its own internal work, not to sell data, advertise, or build products for other customers. This describes DSR Entertainment’s intended use, not a promise about every external provider’s handling.

3. External processing and recipients

QuickBooks provides authorized data to a local connector used by Hermes Agent in Terminal. The configured AI pathway uses OpenAI through the ChatGPT/Codex subscription connection, not the separately billed OpenAI Platform API. Instructions, active conversation history and tool results may be sent again in later requests; local operation does not keep all data on the device.

The client sends store:false; this does not establish zero retention, a safety-log lifetime or a deletion guarantee. The account’s “Improve the model for everyone” setting was observed to be off; training opt-out is not zero retention, and separate sharing or feedback controls must not be inferred from it. No fixed retention period, per-conversation provider deletion process or US-only processing commitment has been verified for this connection. ChatGPT-app deletion guidance and Platform API protections are not substitutes.

Intuit and OpenAI process relevant information. Google Drive is planned, not an active Hermes export workflow; Google would process files stored there. An approved temporary Cloudflare callback tunnel was used for sandbox authorization and then stopped; a callback can carry an authorization code and company identifier, and ordinary accounting API requests do not need that tunnel. No permanent production callback arrangement is established. The tunnel provider’s applicable data handling, other potential recipients, synchronization and backup services have not all been verified.

4. Proposed local retention and exports

Monthly review, not guaranteed 30-day erasure: David approved reviewing completed conversation groups and their tool results monthly once the whole group ended at least 30 days earlier. Related files are included only when reliably identified. Completion means the final closure of the whole related conversation group, including continuations and delegated work, not its last activity or a file’s modification time. Open, reopened, locked, shared or unresolved items and records requiring continued retention are held for review; exceptions must be revisited. Copies may remain until the next review or while an exception is resolved.

David is responsible for the review and must approve the exact records and files before any cleanup. Hermes may assist only after that specific approval. A complete operational cleanup method and recurring review schedule are not implemented. No real local deletion has been performed under this procedure. This is not automatic deletion or a guarantee that every copy is erased.

Deliberately saved accounting exports: the separate proposed period is three years from first saving each file to the designated Google Drive folder, subject to required accounting, legal or operational retention. Re-saving does not restart the period. The export deletion procedure is not implemented or verified.

David reports creating the Drive folder with Restricted general access and believes the account is personal. Account classification and the complete permissions list remain unverified. Intended access is limited to David; Hermes is not authorized for Drive and automated retention controls are not enabled. Temporary downloads, attachments, versions, synchronized copies and other residual files require separate review. These proposals do not change original QuickBooks record retention or establish provider retention periods.

Other local copies and connection credentials

Caches, screenshots, pasted inputs, diagnostics and background-task metadata can remain after conversation deletion. Shared or unidentified copies are held for separate review; no comprehensive cleanup deadline is implemented. Logical deletion is not guaranteed physical erasure from database journals, storage snapshots or other copies.

Local credentials are retained to operate authorized connections. After verified revocation, David must separately approve removal of the exact obsolete credentials. The private helper and the separately configured connector require independent identification; removing one does not establish removal of the other.

5. Provider-held copies are separate

Deleting a local conversation does not itself delete provider-held copies. Provider terms, settings, and legal or security obligations may permit continued retention. The applicable OpenAI retention period and deletion mechanism for this connection remain unverified.

Google Drive’s Trash can add up to 30 days before ordinary deletion unless permanently deleted sooner. Recovery, backup, and legal-retention limits may differ from deletion visible in the account. The process must account for those differences; immediate erasure of all copies is not promised.

David reports no current Mac backup, but that does not establish that synchronization is disabled or that providers hold no backup copies. Relevant synchronization and provider-copy handling remain to be verified.

6. Disconnection and deletion requests

Disconnection, removal of local connection access, and deletion of retained copies are separate operations. Revocation does not erase conversations, exports, backups, or provider-held records; reverse prior accounting changes; or delete underlying QuickBooks records. Private-helper disconnect and reconnect were validated in sandbox only; this does not verify the separate connector grant or production setup. See disconnection guidance.

Send requests concerning retained information to David at dsr@davidstromain.com. David will request only information reasonably necessary to verify identity and authority, review the request and applicable rights, and respond within any legally required period. Requests may be limited by required accounting or legal retention, the rights of others, and provider-held copies outside DSR Entertainment’s control; applicable limitations will be explained. Do not include unnecessary sensitive information in a request.

7. Security and changes

The connector uses local credential files restricted to the operating-system account owner; these permissions do not themselves encrypt the files. QuickBooks API communication uses HTTPS, and the authorization callback checks a state value to help reject forged callbacks. FileVault disk encryption and an immediate password requirement after the screen saver starts or the display turns off were verified on the Mac. These measures are not a complete security assessment or a guarantee against unauthorized access. Report suspected security incidents to dsr@davidstromain.com.

Effective date: October 7, 2026. Revisions will be published on this page with an updated effective date. David will review material changes before further production use and provide any notice to affected people required by applicable law. This policy is effective October 7, 2026.