Privacy Policy
Last updated: June 4, 2026
This Privacy Policy explains how ApproveBudget ("we," "us," operated by Integrated Technology Solutions, LLC) collects, uses, and protects information when an organization and its users use the ApproveBudget service at approvebudget.com (the "Service").
For most data in the Service, ApproveBudget acts as a processor on behalf of the organization (the "customer") that uses it; the organization is the controller of its own budget and user data. Organizations are responsible for how they configure the Service and manage their users.
Information we collect
- Account information — a user's name and email address, and the organization they belong to.
- Authentication identifiers — when an organization uses single sign-on (Microsoft Entra or SAML), we receive the identifiers needed to recognize the user (such as a subject identifier and a directory/tenant identifier). For local accounts, we store a securely hashed password.
- Organization configuration — sites, revenue sources, roles, approval chains, fiscal years, and related settings that an organization sets up.
- Budget content — plans, line items, justifications, budget figures, attached documents, and approval/denial comments created in the course of the workflow.
- Activity and audit records — actions taken in the Service (submissions, approvals, denials, certifications, and configuration changes), with the acting user, a timestamp, and the originating IP address.
- Technical data — essential session cookies required to keep you signed in.
How we use information
We use information to provide and operate the Service: to route plans for approval, send workflow and reminder notifications, maintain the audit trail, secure the Service, and support our customers. We do not sell personal information, and we do not use it for advertising.
Cookies
The Service uses only essential cookies needed for sign-in and security (such as a session cookie and a CSRF token). We do not use advertising or third-party tracking cookies.
How information is shared
We share information only as needed to run the Service:
- Service providers (sub-processors) — we use reputable providers for cloud hosting, transactional email delivery (workflow notifications), file storage (attached documents), and identity/single sign-on. These providers process data on our behalf under contract. A current list is available on request at support@ms-itsllc.com.
- Identity providers — when an organization enables SSO, sign-in is handled by that organization's identity provider (Microsoft Entra or its SAML provider); we receive only the identity assertion.
- Legal — we may disclose information if required by law or to protect the rights and safety of users and the Service.
We never sell personal information, and we do not share it across organizations — each organization's data is isolated from every other.
Data retention
Because ApproveBudget is a system of record, workflow history is retained — denied plans and amendments are kept so the audit trail remains complete. Organizations may request export or deletion of their data, subject to legal and contractual retention obligations, by contacting us or their organization administrator.
Security
We protect information with encryption in transit, role- and capability-based access controls, database-level isolation between organizations, and audit logging. No system is perfectly secure, but we work to protect data using industry-standard practices.
Your choices and rights
Depending on where you live, you may have rights to access, correct, or delete your personal information. Because your data is controlled by your organization, please direct such requests to your organization administrator first; we will support them in responding. You may also contact us at support@ms-itsllc.com.
Children
The Service is intended for use by organizations and their staff. It is not directed to children, and we do not knowingly collect personal information from children.
International data transfers
The Service is operated in the United States. If you access it from elsewhere, your information may be processed in that location.
Changes to this policy
We may update this policy from time to time. We will post the updated version here and revise the "Last updated" date above. Material changes will be communicated to customer organizations.
Contact
Questions about this policy or your information: support@ms-itsllc.com, Integrated Technology Solutions, LLC, PO Box 141, Ocean Springs, MS 39566.