British South Africa Police

BSAP Regimental Association UK Branch – Application and QuickBooks Online Integration
Effective date: 10 November 2026
1. Introduction
The BSAP Regimental Association UK Branch ("BSAP", "we", "us" or "our") is committed to protecting the privacy and security of personal information.
This Privacy Policy explains how we collect, use, store and protect personal information when you use our software application and associated services.
BSAP Regimental Association UK Branch is registered in England and Wales as a private company limited by guarantee (Company Number 12202288).
Our registered office is:
266 Ladyshot
Harlow
Essex
CM20 3EY
This policy applies specifically to our application and its integration with QuickBooks Online.
2. Information We Collect
Depending on how you use the application, we may collect or access the following information:
Personal Information
• Names and contact details.
• Email addresses.
• Postal addresses.
• Telephone numbers.
• Membership information.
• Membership subscription information.
QuickBooks Online Information
Where an authorised user connects a QuickBooks Online account, the application may access:
• Customer names.
• Customer identification numbers.
• Customer contact details.
• Customer addresses.
• Customer account information.
• Transaction information where required for authorised administrative functions.
Technical Information
We may also collect limited technical information necessary to operate and secure the application, including:
• IP addresses.
• Browser information.
• Login and access records.
• System activity and error logs.
3. How We Use Personal Information
Information accessed through the application is used exclusively for legitimate Association administration and related activities.
These purposes include:
• Maintaining accurate membership records.
• Identifying and managing member accounts.
• Matching Association membership records with QuickBooks customer records.
• Retrieving and maintaining QuickBooks customer identification numbers.
• Supporting subscription and financial administration.
• Producing administrative reports.
• Communicating with members where necessary.
• Maintaining the security and integrity of our systems.
We do not sell, rent or trade personal information.
4. QuickBooks Online and Intuit Integration
Our application connects to QuickBooks Online through the Intuit Application Programming Interface (API).
The connection requires an authorised user to grant permission for the application to access the relevant QuickBooks Online account.
The application may access customer information and other QuickBooks data necessary to perform its authorised functions.
Authentication is handled through Intuit's OAuth 2.0 authorisation process.
The application does not request or store users' QuickBooks passwords.
Access tokens and refresh tokens are used to maintain the authorised connection and are protected using appropriate security measures.
We use information obtained through QuickBooks Online solely to provide and improve the application's intended functionality.
We do not use QuickBooks customer information for advertising, unrelated marketing or sale to third parties.
Use of QuickBooks Online is also subject to Intuit's privacy policy and terms.
5. Lawful Basis for Processing
Under UK GDPR, we process personal information using appropriate lawful bases, which may include:
Legitimate Interests
Processing membership and customer information where necessary to administer the Association and maintain accurate records.
Contractual Necessity
Processing information where necessary to provide services requested by members or authorised users.
Legal Obligations
Processing information where required to comply with applicable accounting, financial or other legal requirements.
Consent
Where consent is required for a particular processing activity, we will obtain it before proceeding.
6. Sharing of Information
We do not sell or disclose personal information to third parties for commercial marketing purposes.
Information may be shared with:
• Intuit, as the provider of QuickBooks Online services.
• Website hosting and IT service providers supporting the application.
• Authorised Association officers and administrators.
• Professional advisers where necessary.
• Government or regulatory authorities where disclosure is required by law.
Where third-party service providers process personal information on our behalf, appropriate safeguards will be maintained.
7. Data Security
We take reasonable steps to protect personal information against:
• Unauthorised access.
• Accidental loss.
• Destruction or alteration.
• Unauthorised disclosure.
• Misuse of personal information.
Security measures may include password-protected access, restricted user permissions, encrypted communications and secure storage of authentication credentials.
Access to the application is restricted to authorised users.
8. Data Retention
Personal information will only be retained for as long as necessary to fulfil the purposes for which it was collected.
Membership and accounting records may be retained for the periods required by applicable legal and administrative requirements.
Technical logs and temporary authentication information will be retained only for as long as necessary for security and operational purposes.
When information is no longer required, it will be securely deleted or anonymised where appropriate.
9. International Data Transfers
Some third-party service providers, including Intuit, may process or store information outside the United Kingdom.
Where personal information is transferred internationally, appropriate safeguards will be applied in accordance with applicable data protection legislation.
10. Your Data Protection Rights
Under UK GDPR, individuals may have the right to:
• Request access to personal information held about them.
• Request correction of inaccurate or incomplete information.
• Request deletion of personal information where applicable.
• Request restriction of processing.
• Object to certain types of processing.
• Request transfer of personal information in certain circumstances.
• Withdraw consent where processing is based on consent.
Requests concerning personal information should be directed to BSAP using the contact details below.
We will respond in accordance with applicable data protection legislation.
11. Cookies and Website Information
The application and associated website may use cookies or similar technologies where necessary for authentication, security and functionality.
Users may control cookies through their browser settings, although disabling certain cookies may affect the operation of the application.
12. Children's Privacy
The application is intended for Association administration and is not designed for use by children.
We do not knowingly collect personal information from children through the application.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our application, services or legal obligations.
The latest version will always be published on our website.
14. Contact Information
For questions about this Privacy Policy, personal information or data protection requests, please contact:
BSAP Regimental Association UK Branch
266 Ladyshot
Harlow
Essex
CM20 3EY
Website: https://bsap.org/