Privacy Policy

1. What we collect

Only what the product needs to work:

• Account: your email address and a password (stored by our authentication provider as a hash, not in readable form).
• Business profile: the business name, business type, currency, the month the financial year starts, and the address and VAT registration number if you choose to enter them (they are printed on reports).
• Your records: the chart of accounts, journal entries, invoices and bills, payments, customers, suppliers, products and stock movements, fixed assets, and the notes you attach to them.
• AI use: the text you type to the AI Assistant and the LedgerAI Bot, and the conversation history of the bot.
• Activity: a record of who posted, reversed or changed what, and when, which is kept as part of your books.

2. How the AI features use your data

When you use an AI feature, the text you typed and the parts of your books needed to answer (for example the chart of accounts, or the figures and names a report is made from) are sent to an AI model provider to produce the answer. Account, customer, supplier and product names you typed are passed as data, not as instructions.

The AI does not post anything. Its suggestions are staged until a person approves them. How the provider handles what it receives: [AI PROVIDER DATA-HANDLING TERMS].

For each AI request we keep a usage record: which feature was used, which model, when, how long it took and how many tokens it used, with an estimate of the cost. It holds none of the text you sent or received. It is shown to the business owner and deleted after 13 months.

3. Who else handles your data

We use service providers to run LedgerAI: a database and authentication provider, a web hosting provider, and the AI model provider above. They handle your data only to provide those services to us. Data is hosted in [DATA HOSTING REGION].

We do not sell your data.

4. Separation between businesses

Each business's records are kept apart in the database by row-level security rules, and every query is made for the signed-in user's own business. This is a description of how the software is built; it is not a certification or an audit result.

5. What stays in your browser

Some conveniences are stored only in your own browser and are never sent to us: your recent searches in the command palette and whether you dismissed the getting-started checklist. Clearing your browser's site data removes them.

6. Voice input

If you use the microphone button, the audio is handled by your browser's own speech-recognition service, which your browser's maker provides and which may send the audio to its servers. LedgerAI does not receive or store the audio. Only the text it is turned into is used, and only after you read it and press the button to suggest a transaction.

7. Receipt photos

If you photograph a receipt for the assistant to read, the photo is sent to the AI model provider to read the text on it. LedgerAI does not save the photo: it is held in memory for that one request and is not written to storage. Only the text that was read comes back, for you to check. How the provider handles what it receives: [AI PROVIDER DATA-HANDLING TERMS].

8. Keeping and deleting data

Posted journal entries are part of your accounting history and are corrected by reversal rather than deleted. How long we keep data after you leave, and how a deletion request is handled given that history: [RETENTION PERIODS].

9. Your rights

[YOUR RIGHTS UNDER APPLICABLE DATA-PROTECTION LAW]

10. Contact

[CONTACT EMAIL]