HHI Privacy Policy

Hyper Hippo Intelligence (HHI)
Last updated: 13 October 2026

1. Who we are

HHI is an internal reporting and decision-support application operated by FCTONLINE LIMITED, trading as Hippowarehouse, company number 08763182. We are responsible for the personal information used in HHI as its data controller.

Contact us at hello@hippowarehouse.com, marking your message “HHI privacy”, or write to FCTONLINE LIMITED, Unit 5 Chelsea Close, Off Amberley Road, Leeds, West Yorkshire, LS12 4HP, United Kingdom.

This notice covers personal information within HHI and its authorised accounting connections. Our store privacy policy (https://hippowarehouse.com/policies/privacy-policy) explains our retail website and order-handling activities.

2. Information we use and where it comes from

HHI brings together records from our own business systems, authorised file imports and accounting connections. These may include sales and marketplace records, product and order references, production costs, settlement information and financial reports.

When an authorised administrator connects our QuickBooks company, the accounting records available to HHI can include company details, the chart of accounts, general-ledger entries, trial balances, profit-and-loss reports and balance sheets. Depending on the source records, these can contain customer, supplier or payee names, transaction references, dates, amounts, account details and free-text descriptions. Ledger entries may also contain staff-related payment information.

We also process information needed to administer HHI, such as authorised-user details, support correspondence, connection identifiers, access tokens and records of imports or technical errors. We aim to use only the information needed for the purposes below.

3. Why we use information

- Business reporting and analysis: to reconcile records and understand cash flow, profitability and costs across products, orders, processes and sales channels. We rely on our legitimate interests in managing the business accurately and efficiently, where those interests are not overridden by people's rights.

- Administration and security: to manage access, investigate errors, maintain the application and protect business information. We rely on our legitimate interests in operating a reliable and secure internal system.

- Legal requirements: where particular records are needed for our accounting, tax or other legal duties, we rely on the relevant legal obligation. This does not mean every analytical copy must be retained as a statutory record.

HHI provides information for people to review. It does not make decisions solely by automated processing that have legal or similarly significant effects on individuals. Introducing additional uses, including detailed employee-activity analysis, requires an appropriate review and updated privacy information for the people affected.

4. QuickBooks access and disconnection

A connection requires authorisation by a person with the necessary permissions for our QuickBooks company. Authentication takes place with Intuit; HHI uses access tokens rather than asking for your QuickBooks password. Authorising a connection is permission to access the company account; it is not consent on behalf of every person mentioned in its records.

The HHI accounting connector is designed to retrieve records for analysis. It does not create or change accounting entries. An authorised administrator can revoke the connection through QuickBooks' connected-app controls or contact us for help. Revocation stops further authorised access but does not itself delete records already downloaded. Those records are handled under the retention and rights sections below.

5. Access, service providers and storage

Access to HHI information is limited to people authorised to carry out the relevant business, accounting, development or support work. We may disclose information to professional advisers or public authorities when necessary for their role or a legal requirement. We do not sell personal information from HHI or use the QuickBooks connection for advertising.

HHI's downloaded accounting records are stored on our own physical computing equipment, including the PGX, at our offices in Leeds, United Kingdom. We do not copy those records to cloud storage or cloud backup services.

QuickBooks itself is a cloud service operated by Intuit, which handles information under its own privacy statement (https://www.intuit.com/privacy/statement/). This public policy page is hosted on our Shopify website; the website does not host HHI's downloaded accounting records. Our store privacy policy (https://hippowarehouse.com/policies/privacy-policy) explains Shopify's processing and associated international transfers.

If we introduce another provider or change where HHI information is processed, we will assess that arrangement and update this notice before the new processing starts, including any relevant international-transfer safeguards and how to obtain details of them.

We use access restrictions and security measures appropriate to the information. No public page provides access to the accounting records. Contact us if you suspect inappropriate access or disclosure.

QuickBooks connection handoff

When an authorised person connects or reconnects QuickBooks, our HTTPS website at gotmerch.info temporarily handles the authorisation response from Intuit. This website uses Amazon Web Services hosting. The response includes a short-lived authorisation code, a security value used to match the connection session, and the QuickBooks company identifier. These are passed through the authorised person’s browser and secure connection to our PGX in Leeds.
The PGX exchanges the code directly with Intuit and stores the connection credentials and tokens locally in an encrypted vault. The website relay does not exchange or store access or refresh tokens and does not receive HHI’s downloaded accounting records. We configure the relay and its supporting services to prevent these authorisation response values being retained in request logs, analytics or application sessions.
Our downloaded accounting records continue to be stored on our own physical equipment in Leeds and are not copied to cloud storage, cloud backups or cloud AI services. QuickBooks itself remains an Intuit cloud service, as described elsewhere in this notice.

6. How long we keep information

We determine retention by the purpose of the record: the reporting periods and comparisons needed, reconciliation and audit requirements, applicable legal retention duties, and any unresolved dispute. We review whether identifying details remain necessary and delete or anonymise them when they are no longer required. Retained historical accounting evidence may therefore outlast an active connection.

Disconnecting HHI and asking for deletion are separate actions. You can contact us about information already held. We will assess the request, explain any information we must retain and apply the relevant rights and exemptions.

7. Your rights

Depending on the circumstances, you can ask to access your personal information, correct inaccurate information, erase information, or restrict its use. A right to data portability may apply where its legal conditions are met.

Your right to object: You can object to our use of your personal information based on legitimate interests by contacting hello@hippowarehouse.com and explaining your circumstances.

These rights are subject to legal conditions. We may need to verify your identity before responding. You can also complain to the UK Information Commissioner's Office at ico.org.uk/make-a-complaint (https://ico.org.uk/make-a-complaint/).

8. This website and changes to this notice

Cookies and similar technologies used when you visit hippowarehouse.com are explained in our store privacy policy (https://hippowarehouse.com/policies/privacy-policy) and website privacy controls.

We will update this notice when HHI's use of personal information changes and provide further notice where required. See also the HHI Terms of Use and End-User LicenceAgreement.https://hippowarehouse.com/pages/hhi-terms-of-use-and-end-user-licence-agreement