# Privacy Policy
Mainstay BillingSys Last updated: 28 August 2026
## Summary
Mainstay BillingSys is internal software used only by Mainstay Legal Discovery Services. It is not offered to the public and has no external users.
It connects to one QuickBooks Online company — Mainstay Legal's own — to manage Mainstay Legal's own accounting records. It does not access any other organization’s QuickBooks data.
Application data is stored on servers owned and operated by Mainstay Legal, on premises. It is not hosted with any third-party provider and is not sold, rented or shared with anyone.
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## 1. Who we are
Delm2, LLC dba Mainstay Legal 325 N Saint Paul St., Suite 1400, Dallas, TX 75201 contact@mainstaylegal.com
## 2. What the Application accesses
From QuickBooks Online (Mainstay Legal's own company file):
- Customer records — names, billing addresses, email addresses, balances - Invoices — numbers, dates, line items, amounts, tax, custom fields - Items, payment terms and tax codes - Payments and credits, for reconciliation
From Mainstay Legal's own systems:
- Job records, production instructions and billing logs - Client firm and contact details required to produce an invoice - Internal user accounts and permissions
## 3. Why
Solely to run Mainstay Legal's billing: producing invoices from work performed, delivering them to the correct client contact, and reconciling what has been paid.
The Application does not use this information for advertising, profiling, analytics about individuals, or any purpose unrelated to invoicing Mainstay Legal's own clients.
## 4. Where data is stored
On servers owned and operated by Mainstay Legal at its own premises, accessible only from Mainstay Legal's internal network or an authenticated VPN connection. The Application is not exposed to the public internet.
Accounting records also remain in Mainstay Legal's QuickBooks Online company, governed by Intuit's own privacy policy and Mainstay Legal's agreement with Intuit.
## 5. Who it is shared with
No one.
- Not sold, rented, licensed or traded - No advertising networks, data brokers or analytics providers - No third-party subprocessors beyond Intuit, which hosts the accounting records Mainstay Legal already maintains there
Information may be disclosed only where required by law, or to Mainstay Legal's professional advisers where necessary and under a duty of confidentiality.
## 6. Retention
Billing and accounting records are retained as long as required for business, tax and professional obligations, and in line with Mainstay Legal's agreements with its clients. Records no longer required are securely destroyed.
## 7. Security
- On-premises hosting; no public internet exposure - Access restricted to Mainstay Legal's internal network or authenticated VPN - Per-user accounts with role-based permissions - Encrypted backups held off-site - Full-disk encryption on systems holding client data - Access to QuickBooks Online via Intuit's OAuth 2.0; credentials are never stored in the Application in plain text and are revocable at any time from within QuickBooks
## 8. Client information
Mainstay Legal provides litigation support services to law firms. Information handled by the Application may relate to those firms, their personnel and their matters. Mainstay Legal treats such information as confidential and handles it in accordance with its obligations to those clients.
## 9. Individual rights
Individuals whose information appears in the Application — typically client contacts — may request access to, correction of, or deletion of their details by contacting Mainstay Legal at the address above, subject to record-retention obligations.
## 10. Disconnecting
Mainstay Legal may revoke the Application's access to QuickBooks Online at any time from within QuickBooks Online, or by contacting Mainstay Legal at the address above. Revoking access stops all further data exchange immediately.
## 11. Changes
Material changes to this policy will be published on this page with a revised date.
## 12. Contact
Questions about this policy: melanie.oge@mainstaylegal.com