Ascot Business Suite – Privacy Policy

Last updated: 8 October 2026

1. Introduction

Ascot Business Suite is an internal business management application developed for Ascot Promotions Ltd.

This Privacy Policy explains how information is accessed, processed, stored and protected when using Ascot Business Suite, including its integration with QuickBooks Online.

The application is intended exclusively for authorised personnel of Ascot Promotions Ltd and is not currently offered as a public service.

2. Information We Process

Depending on the features being used, Ascot Business Suite may process:

  • Supplier names, addresses and contact information.
  • Supplier invoices, invoice numbers, dates and payment terms.
  • Financial information, including invoice amounts, VAT and accounting categories.
  • QuickBooks Online company information, supplier records, accounts and tax codes.
  • Application activity and processing records needed for operational purposes.

The application is not designed to collect information from members of the public directly.

3. How Information Is Used

Information is processed for legitimate internal business purposes, including:

  • Extracting and reviewing information from supplier invoices.
  • Checking invoice details before accounting entries are approved.
  • Retrieving relevant accounting information from QuickBooks Online.
  • Creating accounting records in QuickBooks Online following authorised approval, where this functionality has been enabled.
  • Maintaining processing records and preventing duplicate invoice submissions.
  • Supporting business reporting and operational administration.

Information accessed through QuickBooks Online is used only for the business functions described above.

4. QuickBooks Online Integration

Ascot Business Suite integrates with QuickBooks Online using Intuit's OAuth authorisation process.

The application requests access to accounting information only after an authorised user grants permission.

Connection credentials and authentication tokens are handled securely and are not intentionally exposed in application reports or ordinary user-facing outputs.

Authorised users may revoke the application's access through the relevant QuickBooks or Intuit connection settings.

5. Storage and Security

The desktop application operates within Ascot Promotions Ltd's business computing environment.

Application information may be stored locally or within company-managed storage systems, including Microsoft OneDrive, depending on the relevant workflow.

Security measures include restricted access to business devices and accounts, secure handling of authentication credentials, and controls intended to prevent unauthorised accounting transactions.

No information system can guarantee absolute security, but reasonable measures are taken to protect the information processed.

6. Sharing of Information

Information may be processed through third-party services necessary for business operations, including:

  • Intuit QuickBooks Online, for accounting integration.
  • Microsoft business storage and productivity services, where used.
  • Other service providers supporting the relevant application functions, where applicable.

Ascot Promotions Ltd does not sell personal information collected or processed through Ascot Business Suite.

7. Data Retention

Business records are retained in accordance with Ascot Promotions Ltd's applicable accounting, legal and operational requirements.

Temporary processing files and application records are retained only for as long as reasonably necessary for their intended purposes, subject to applicable retention requirements.

8. Data Protection Rights

Where personal information is processed, individuals may have rights under applicable UK data protection legislation, including rights to access, rectify or request erasure of their personal information, subject to applicable legal exceptions.

Requests relating to personal information should be directed to Ascot Promotions Ltd.

9. Changes to This Policy

This Privacy Policy may be updated to reflect changes to the application, its integrations or applicable legal requirements.

The latest version will be published on this page.

10. Contact

Ascot Promotions Ltd

Winkfield, Berkshire, United Kingdom

Website: https://ascotpromotions.co.uk

For privacy enquiries, please contact Ascot Promotions Ltd through its website.

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