Effective date: October 5, 2026
Movement Infrastructure Project Corporation (“MIP,” “we,” or “us”) operates MIP Reservations, the Gear and Spaces reservation features within the MIP calendar portal. This policy explains how we handle personal information in those features and the connected QuickBooks invoicing workflow; other MIP services and third-party websites may have separate notices.
Information we handle
- Reservation information: Names, email addresses, optional telephone numbers, organization names, event titles and descriptions, requested equipment or spaces, dates and times, pickup or access arrangements, staffing information, contribution selections, and responses to relevant follow-up questions.
- Communications: Reservation-related emails and replies, support requests, and operational notes associated with requests.
- Billing and QuickBooks information: Customer names and email addresses; customer and company identifiers; accounting-item and tax settings; invoice descriptions, amounts, dates, recipients, messages, invoice numbers, email status, and outstanding balances. Authorized administrators may view QuickBooks invoice PDFs through the portal.
- Administrator and security information: Administrator identity, roles, sign-in/session information, integration authorization records, and records of invoice-related actions.
- Technical information: Hosting and security services may process IP addresses, browser and device information, requested pages, timestamps, and diagnostic logs. We use Vercel Web Analytics for usage statistics, which can include page paths, referrers, device/browser information, and approximate location; Vercel describes this service as using aggregated statistics without third-party tracking cookies (Vercel Web Analytics privacy information).
We receive information from requesters, authorized MIP personnel, service providers used for reservation operations, and MIP's connected QuickBooks company. Please provide only information needed for your request; do not enter passwords, payment-card numbers, bank-account credentials, government identification numbers, or unnecessary sensitive information in reservation forms or free-text fields.
How we use information
We use information to evaluate and coordinate requests, communicate with requesters, manage equipment and space availability, organize staff or volunteer follow-through, prepare and send invoices, check balances, maintain accounting and operational records, and protect and improve the service. We also use relevant information to address disputes, prevent misuse, and meet applicable obligations.
MIP does not sell reservation or QuickBooks data or use it for targeted advertising. We do not use this data to train general-purpose AI models.
QuickBooks connection and invoicing
An authorized MIP administrator connects MIP's QuickBooks Online company through Intuit's authorization process. The portal requests Accounting access, not QuickBooks Payments access, and uses that connection to find or create customers, obtain accounting settings, create and send invoices, retrieve invoice PDFs, and refresh invoice status and balances.
The integration may receive more fields in a QuickBooks API response than it displays in the portal. MIP uses information obtained through the connection only for the reservation, billing, administration, security, and support purposes described here.
The portal stores encrypted authorization tokens so authorized staff can use the connected features without signing in to QuickBooks for each invoice. Requesters do not need a QuickBooks account to submit a reservation request, and the portal does not ask for their Intuit passwords.
Payment options available on a QuickBooks invoice depend on MIP's QuickBooks configuration. If you follow a payment link, the payment service handles that transaction under its own terms and privacy practices; this portal integration does not collect your card or bank-payment credentials.
Who receives information
- MIP personnel: Authorized administrators, staff, volunteers, and professional advisers receive information relevant to operating reservations, billing, accounting, and support.
- Hosting and database providers: Vercel and Supabase support application hosting, data storage, authentication, and related technical operations.
- Spam prevention: When enabled, Cloudflare Turnstile processes verification and technical request information, including an IP address supplied for verification, to help protect reservation forms from automated abuse.
- Email providers: Google/Gmail and Resend support reservation correspondence and notifications. QuickBooks handles invoice emails; their contents go to the invoice recipients, including any configured CC or BCC recipients.
- Calendar and task providers: Google Calendar supports space scheduling, and Notion supports Gear follow-through tasks. Calendar entries may include event details and requester contact information; task records may include a requester or organization name, reservation reference, due date, and portal link. Visibility depends on the sharing settings of the relevant calendar or workspace.
- Intuit QuickBooks: Intuit processes the customer and invoice information needed for the connected accounting workflow.
- Required or protective disclosures: We may disclose information when legally required or reasonably necessary to protect people, investigate misuse, respond to claims, or protect legal rights.
Service providers process information under their applicable agreements and privacy practices. Information may be processed in the United States or other locations where those providers operate; this policy does not promise US-only storage.
Cookies and security
The portal uses cookies and similar session mechanisms for administrator sign-in and secure integration authorization. Blocking them may prevent those features from working; analytics and hosting logs are separate from these sign-in mechanisms.
We use safeguards including access controls, authenticated administrative functions, and encryption of stored QuickBooks authorization tokens. No internet service is completely secure, so please notify us if you suspect unauthorized access or accidental disclosure.
Retention and disconnecting
We retain information according to the purposes for which it is needed, including reservation administration, accounting, legal obligations, security, and dispute resolution. Retention can differ between operational records, financial records, messages, logs, and backups.
An authorized MIP company administrator may revoke the app's QuickBooks authorization through Intuit, or contact MIP for assistance. Disconnecting prevents further authorized access through that connection once the revocation takes effect; it does not automatically delete invoices or customer records in QuickBooks, previously stored portal records, or necessary accounting records.
Your choices and requests
Contact info@movementinfrastructureproject.org to ask about your information or request access, correction, or deletion. We may need to verify your identity or authority, and we will handle requests under applicable law; some records may need to be retained for accounting, legal, security, or other legitimate operational reasons.
If a field is optional, you may leave it blank. If you do not provide information needed to coordinate a reservation or invoice, we may be unable to complete that request.
Children and policy changes
This reservation service is intended for adult organizers and authorized representatives, not for children under 13 to submit personal information independently. If you believe a child has supplied information inappropriately, please contact us.
We will post updates to this policy with a revised effective date and provide additional notice when appropriate or required. Questions about this policy may be sent to Movement Infrastructure Project Corporation at info@movementinfrastructureproject.org.