Privacy Policy
Last updated: October 7, 2026
This Privacy Policy explains how HoodSync, a product of Milhook (a sole proprietorship) (“HoodSync,” “we,” “us,” or “our”), collects, uses, stores, shares, and protects information when you use our software and website at hoodsync.app (the “Service”). HoodSync is a job-management and compliance app for commercial kitchen hood & exhaust cleaning businesses.
1. Who this applies to
This policy applies to the business owners, administrators, and technicians who use HoodSync (our “Customers” or “you”), and to people whose information our Customers enter into HoodSync (for example, the restaurants and contacts they serve). If you are an end customer of a business that uses HoodSync, that business controls your information and you should contact them with questions; we process that information on their behalf.
2. Information we collect
Information you provide
- Account information: your name, email address, business name, phone number, and password credentials (handled by our authentication provider).
- Business data you enter: your customers and locations, contacts, jobs, schedules, photos (including before/after and deficiency photos), notes, service reports, and invoices.
- Payment and billing information: processed by our payment providers; we do not store full card numbers on our servers.
Information collected automatically
- Basic device and usage information needed to operate and secure the Service, and data stored locally in your browser (such as your session and preferences).
Information from connected services
- If you connect a third-party account (for example, QuickBooks Online or Stripe), we receive the access credentials (tokens) and the data needed to perform the actions you request, such as creating or syncing customers, invoices, and payments.
3. How we use information
- Provide, operate, maintain, and improve the Service.
- Sync, create, and update records in third-party services you connect, at your direction.
- Generate documents and reports you request (quotes, invoices, NFPA-96 service reports, etc.).
- Send transactional and account communications, and alerts you enable.
- Secure the Service, prevent abuse, and comply with legal obligations.
We do not sell your personal information, and we do not use the data in your account for advertising.
4. QuickBooks Online data
When you choose to connect QuickBooks Online, you authorize HoodSync to access your QuickBooks company using Intuit’s OAuth 2.0 and the Intuit Accounting API. We use this connection only to perform the actions you initiate, such as creating or updating customers and invoices.
- We request only the scopes needed for accounting (customers, items, and invoices).
- We store your QuickBooks OAuth tokens securely on our servers (not in your browser), and use them solely to carry out your requests.
- We do not sell, rent, or use your QuickBooks data for any purpose other than providing the integration you asked for.
- You can disconnect QuickBooks at any time from Settings; doing so revokes the tokens and stops the sync. You may also disconnect from within QuickBooks.
- Our access to and use of information received from Intuit APIs adheres to the Intuit Developer terms, including any limited-use requirements.
5. How we share information
We share information only as needed to run the Service:
- Service providers (sub-processors) that host and power HoodSync, including cloud hosting and database storage, application hosting, email delivery, mapping/address lookup, and payment processing.
- Services you connect, such as QuickBooks Online and payment providers, to perform the actions you request.
- Legal and safety reasons, when required by law or to protect rights, safety, and the integrity of the Service.
- Business transfers, in connection with a merger, acquisition, or sale of assets, subject to this policy.
6. Data storage and security
Data is transmitted over encrypted connections (HTTPS/TLS) and stored with our cloud providers. Access credentials and connection tokens for third-party services are kept on our servers and are not exposed to the browser. While no method of transmission or storage is 100% secure, we take reasonable technical and organizational measures to protect your information.
7. Data retention and deletion
We retain your information for as long as your account is active or as needed to provide the Service and meet legal obligations. You can delete records within the app, disconnect integrations, and request deletion of your account and associated data by contacting us. We will delete or anonymize data within a reasonable period, except where retention is required by law.
8. Your choices and rights
- Access, correct, export, or delete your data within the app or by contacting us.
- Connect or disconnect third-party integrations at any time.
- Opt out of non-essential communications.
Depending on where you live, you may have additional rights under applicable privacy laws; contact us to exercise them.
9. Children
The Service is intended for businesses and is not directed to children under 16. We do not knowingly collect personal information from children.
10. Changes to this policy
We may update this policy from time to time. We will post the updated version here and revise the “Last updated” date. Material changes will be communicated as appropriate.
11. Contact us
Questions about this policy or your data? Reach us at:
Milhook (HoodSync)
637 N Wells Street
Chicago, IL 60654
Email: milhook@milhook.com