Midland Cares AutoPay

Privacy Policy

This policy explains how Midland Cares, Inc. collects, uses, discloses, protects and retains information through the Midland Cares AutoPay application.

Effective September 3, 2026

1. Scope

This policy applies to AutoPay, an internal application used by authorized Midland Cares personnel and approved service providers to connect with QuickBooks Online and QuickBooks Payments. It does not replace the privacy terms that apply to Midland Cares’ other programs, websites or healthcare services.

2. Information we process

Depending on how AutoPay is used, the application may process:

• Authorized-user information: name, email address, user identifier, access status and administrative activity.
• QuickBooks connection information: company identifier, company name, authorization scopes, encrypted OAuth access and refresh tokens, and connection status.
• Customer and invoice information: QuickBooks customer identifiers, customer names, email addresses, invoice identifiers and numbers, dates, balances, status and payment-application information.
• Payment information: an Intuit-issued payment-method reference, card brand, last four digits, expiration month and year, payment status, transaction identifiers, requested amount and processor result.
• Operational and security information: audit events, timestamps, error and exception information, device or browser information, IP address and security logs generated by the hosting service.

3. How we use information

We use information to:

• authenticate and authorize administrators;
• connect the approved QuickBooks Online company and synchronize necessary records;
• identify an eligible finalized invoice and request payment through QuickBooks Payments;
• apply completed payments to the corresponding QuickBooks invoice;
• provide receipts, billing history, exception review, reconciliation and audit records;
• protect the application, investigate errors and prevent unauthorized or duplicate activity; and
• comply with legal, accounting, payment-processing and recordkeeping obligations.

4. How information is disclosed

We may disclose information only as reasonably necessary to:

• Intuit: to operate the connection with QuickBooks Online and QuickBooks Payments and process authorized transactions;
• Hosting, security and technical providers: to operate, protect, maintain and support AutoPay under appropriate service arrangements;
• Professional advisers: when necessary for accounting, legal, security, audit or compliance work; and
• Authorities or other parties: when required by law, legal process, fraud prevention, security protection or enforcement of our rights.

We do not sell AutoPay information or use it for targeted advertising.

5. QuickBooks authorization and control

An authorized administrator controls whether AutoPay is connected to QuickBooks. Access is limited to the permissions granted during Intuit’s authorization process. The connection may be revoked through the applicable QuickBooks or Intuit account controls. Revocation stops future API access but may not delete records Midland Cares must retain for accounting, payment reconciliation, security or legal obligations.

6. Data retention

We retain information only as long as reasonably necessary for the purposes described in this policy, including active billing operations, reconciliation, audit trails, security investigations, contractual requirements and legal or accounting obligations. Retention periods vary by record type. Information that is no longer required is deleted, de-identified or securely disposed of in accordance with applicable practices.

7. Security

AutoPay uses administrative access restrictions, encrypted network connections, encryption for stored QuickBooks authorization tokens and application secrets, masked payment metadata, duplicate-transaction controls, audit records and exception handling. No system can guarantee absolute security. Suspected unauthorized access should be reported promptly using the contact information below.

8. Individual requests

Subject to applicable law and recordkeeping requirements, an individual may contact Midland Cares to request information about access, correction or deletion of personal information processed through AutoPay. We may need to verify the requester’s identity and authority before responding.

9. Children

AutoPay is an internal administrative application and is not directed to children. It is not intended for public account creation or consumer enrollment.

10. Changes to this policy

We may update this policy when the application, service providers, legal requirements or data practices change. The effective date above identifies the current version.

11. Intuit services

QuickBooks Online and QuickBooks Payments are provided by Intuit and are governed by Intuit’s separate privacy statement and terms. QuickBooks and Intuit are trademarks of Intuit Inc. Midland Cares is not endorsed or sponsored by Intuit.