Privacy Policy

Squareback Planning Pty Ltd · last updated 31 August 2026

SquareTrack is an internal practice-management application used exclusively by Squareback Planning Pty Ltd (a Victorian town planning consultancy) and its director, Jason Barnfather. It has one operator. This policy describes how SquareTrack handles information belonging to Squareback Planning's own clients, referrers and business contacts as part of ordinary planning consultancy work.

What information SquareTrack holds

• Client and referrer contact details: names, email addresses, phone numbers, postal addresses, and (where provided) ABN/ACN, for prospective and current clients, architects/ designers, councils and other project contacts.
• Project and matter records: property addresses, application details, council references, correspondence, documents and statutory dates.
• Fee proposal records: scope, fees, and - once a proposal is signed - the details returned by the electronic signing process.
• Email content read from and sent via Jason's own Squareback Planning Outlook mailbox, for project correspondence tracking.

All of this is already held by Squareback Planning as part of its normal business records; SquareTrack organises and stores it digitally rather than collecting anything new from third parties.

Where information is stored

SquareTrack runs on a single Windows computer owned by Squareback Planning. All records are stored in a local database file on that machine. SquareTrack has no cloud backend of its own and is not accessible over the internet. The only network communication SquareTrack itself performs is directly with the third-party services described below, under Squareback Planning's own accounts with each.

This page (app.squareback.com.au)

This website is a small, separate, publicly-reachable relay used only because QuickBooks Online requires a public HTTPS address as part of its sign-in process (see below). It is not SquareTrack, does not run SquareTrack's software, and holds no database of its own. Its only active function - /quickbooks/callback - receives the one-time authorization code QuickBooks sends back after Jason signs in, and immediately forwards it, unread and unstored, to SquareTrack on Jason's own computer. This site never stores that code, never logs it, and is never given a QuickBooks password, access token or refresh token.

Microsoft 365 / Outlook

SquareTrack reads and sends email through Jason's own Squareback Planning Microsoft 365 mailbox, using Microsoft's own sign-in (OAuth), to track project correspondence and send fee proposal / signing emails. SquareTrack never sees or stores Jason's Microsoft account password.

SignWell (electronic signatures)

When a fee proposal is sent for signature, the proposal document and the prospective client's contact details (already held by Squareback Planning) are sent to SignWell so the client can review and electronically sign it. Once signed, SignWell returns the completed document and the values the client entered, which SquareTrack stores against that proposal.

QuickBooks Online (accounting)

SquareTrack can connect to Squareback Planning's own QuickBooks Online company so client details already captured in a signed proposal don't need to be re-typed into QuickBooks. This connection:

• is established by Jason signing in directly with Intuit, on Intuit's own hosted login page - SquareTrack never sees, requests or stores Jason's QuickBooks username, password or multi-factor code;
• uses industry-standard OAuth 2.0; the resulting access and refresh tokens are encrypted at rest on Jason's own machine before storage and are never displayed in any SquareTrack screen, log or diagnostic output;
• is used, at present, only to search for an existing QuickBooks customer and to prepare a proposed customer record for Jason's review. SquareTrack does not create or modify anything in QuickBooks without Jason explicitly reviewing and approving that specific action, and does not create invoices, record payments, or access any accounting data beyond customer records.

What SquareTrack does not do

• Does not sell, rent or share client/contact information with anyone beyond the services listed above, each acting solely to help Squareback Planning do its own work.
• Does not use client or contact information for advertising or marketing to third parties.
• Never collects login credentials, passwords or multi-factor codes for any third-party service. All third-party sign-ins happen directly between Jason and that service's own login page.

Security

SquareTrack runs on a single, non-internet-facing machine, so its main exposure is the physical/account security of that machine, which Squareback Planning treats the same as any other business record. Where SquareTrack holds a sensitive credential (QuickBooks OAuth tokens), it is encrypted at rest rather than stored in plain text.

Data retention

Records are retained for as long as they remain relevant to an active or historical planning matter, consistent with Squareback Planning's ordinary record-keeping practice. There is no automatic deletion at this time.

Contact

Questions about this policy or about information SquareTrack holds can be directed to Jason Barnfather, Director, Squareback Planning Pty Ltd — jason@squareback.com.au.