Ascent Law LLC uses Ascent Django, its internal office-management application, to administer client matters, billing, payments and accounting. This notice explains the application's handling of information, including its optional QuickBooks Online and LawPay connections. Features may remain paused until separately approved and enabled. This notice supplements the firm's general privacy notice; it does not replace client engagement terms.
Information used
The application may process client and payer names and contact details, matter and customer identifiers, invoice numbers and charges, receipt and adjustment amounts and dates, accounting account and item references, payment-plan details, transaction status, limited or masked payment-method information, and staff actions needed to administer and reconcile those records.
For an authorized QuickBooks company, the connector uses company, customer, account, item and accounting-transaction information needed to validate mappings, record approved transactions and reconcile delivery. An authorized administrator connects the company through Intuit's authorization process. The application uses OAuth credentials rather than asking for the user's QuickBooks password.
LawPay/8am processes payments. Where Django offers card entry, payment details are entered through the processor's hosted fields; the application uses the resulting token and transaction information. The QuickBooks connector records accounting entries and does not use Intuit Payments to charge cards or debit bank accounts.
Why information is used and disclosed
Information is used to manage the firm's matters and accounts, record receipts and invoices, display payment plans, identify candidate matter matches, prevent duplicates, investigate discrepancies and maintain an audit trail. Staff confirm payment-to-matter links where the workflow requires confirmation.
When enabled and authorized, the application sends the minimum mapped accounting information needed for those functions to Intuit QuickBooks Online. Clio Manage and LawPay/8am receive information for their respective case-management or payment functions. Receiving providers process information under their own applicable terms and privacy notices. The QuickBooks connection does not grant an unrelated third party access to the firm's QuickBooks account.
The wider application has AI-assisted staff tools. The QuickBooks connector's amounts and accounting mappings are deterministic, not generated by AI, and the connector does not use QuickBooks data to train AI models. Any different use of QuickBooks information must receive a separate review before it is enabled.
Access, hosting and safeguards
The application is intended for authorized firm personnel. Role and employee permissions limit access to accounting controls. Connecting or disconnecting QuickBooks requires an authorized administrator. The firm's Django server is hosted in the United States; this statement does not specify the locations used by independent service providers.
The connector is designed to use encrypted transport, private credential storage and limited diagnostic information. Support logs should contain only request references, status and allowlisted error codes—not credentials, full request or response bodies, or client accounting records. No system can guarantee absolute security.
Disconnection, retention and requests
Disconnecting QuickBooks stops future authorized connector use once revocation is confirmed. It does not delete accounting entries already created, revoke a separate app's connection, undo completed payments, or erase the firm's records and audit history. A request already in progress may require reconciliation.
Records are retained as necessary for the firm's stated operational, accounting, professional and legal obligations and its approved retention schedule. Requests to access, correct or delete information are reviewed in light of those obligations and any required preservation; disconnection is not an automatic data-deletion request.
For questions about this application or a privacy request, contact Ascent Law LLC at 801-676-5506 or 8833 S Redwood Rd, Suite A, West Jordan, UT 84088. The firm will identify the appropriate person to handle the request. Do not send passwords, payment-card details or OAuth credentials in a support request.