1. Who We Are and How This Policy Applies

LedgerPilot.com is owned and operated by LedgerPilot Inc. ("LedgerPilot", "we", "us"). This policy covers our website, web application, APIs, emails, and support channels.

We act as a controller for information we collect to run our relationship with you (accounts, billing, support) and as a processor / service provider for Customer Data your workspace uploads or creates (statements, transactions, invoices, client records). This policy is designed to align with PIPEDA, GDPR-style principles, and CCPA/CPRA-style transparency.

2. Information We Collect

Account & identity: name, email, hashed credentials, email-confirmation status, multi-factor authentication settings, role, organization membership, session and refresh-token records.
Organization & client profiles: organization name, billing address, branding (logo, footer notes), client business names, contacts, addresses, country/region, fiscal-year settings, payment terms, invoice recipients.
Financial documents & accounting data: uploaded bank and credit-card statements, extracted transactions, vendor names, amounts, tax amounts and codes, chart of accounts, journal entries, opening balances, invoices and recurring invoice templates, reports and exports.
Processing metadata: file names, storage locations, file hashes (duplicate detection), page counts, credits consumed, extraction confidence scores, processing stage, approval/posting history, deletion history.
AI & voice inputs: document content submitted for extraction, text commands, and audio submitted for voice-to-invoice transcription.
Billing: credit pack purchases, credit balances and expiry, Stripe customer and checkout references, purchase and usage history.
Team & access: invitations, user–client access assignments, activation/deactivation events.
Communications: support requests, demo requests, and correspondence.
Operational data: request and error logs, security events, real-time processing events, referral/affiliate codes captured from links.

3. How We Use Information

Create and secure accounts, organizations, and client workspaces.
Extract, categorize, and prepare statement data for review and ledger posting.
Generate reports (P&L, Balance Sheet, Trial Balance, tax summaries) and exports.
Create, render, store, email, and resend invoices, including recurring invoices.
Calculate credit usage, process purchases, and enforce plan limits.
Deliver real-time processing status, support, and maintenance notices.
Monitor availability, prevent abuse and fraud, and comply with law.
Improve reliability, accuracy, and usability of the platform.

Where GDPR or similar laws apply, we rely on contract performance, legitimate interests, legal obligation, and, where required, consent.

4. AI Processing and Document Intelligence

LedgerPilot uses AI-assisted services to read statements, extract transactions, normalize vendors, suggest categories, and draft invoices from text or voice. Categorization combines rules, your workspace's historical patterns, and AI fallback.

AI output is probabilistic and may be incomplete or incorrect. You must review results before relying on them.
We do not use your financial documents to train public AI models.
Processing is limited to what is needed to provide, secure, support, and improve the service.
Low-confidence results are surfaced for your review rather than silently accepted.

5. Hosting, Subprocessors, and Data Residency

LedgerPilot runs on Microsoft Azure, with Canadian hosting as the primary deployment model. Key subprocessor categories:

Azure SQL, Blob Storage, Queue Storage, Container Apps, Functions — application hosting, document and PDF storage, asynchronous processing.
Azure Document Intelligence, Azure OpenAI, Azure Speech — extraction, categorization assistance, transcription.
Azure SignalR, Application Insights, Key Vault — real-time updates, monitoring, secret management.
Stripe — credit pack payments and billing portal.
SendGrid — transactional email and invoice delivery.

Some processing or support access may occur outside your home jurisdiction (e.g., Canada, United States). Where required, we use contractual safeguards and access controls appropriate to financial data.

6. Security

Encryption in transit (TLS) and at rest via Azure managed services.
Token-based authentication with short-lived access tokens, rotating refresh tokens, and idle/session limits.
Mandatory multi-factor authentication for organization administrators.
Organization-level tenancy and client-level access restrictions for team members.
Rate limiting, security headers, audit fields on approvals, postings, and deletions.
Managed secrets via Azure Key Vault in production.

No system is perfectly secure. Protect your credentials and limit workspace access to authorized users.

7. Sharing and Disclosure

We share information only as needed with: the subprocessors above; your authorized team members, clients, and invoice recipients based on your actions; professional advisors, regulators, or courts where legally required; and successors in a merger, acquisition, or financing under confidentiality. We do not sell personal information and do not use it for cross-context behavioral advertising.

8. Cookies and Local Storage

We use browser storage for functional purposes only: maintaining sign-in state, token refresh, and preserving referral codes. We do not operate advertising trackers.

9. Retention

Account and billing records: while active, plus a reasonable period for legal, tax, and dispute purposes.
Statements, transactions, ledgers, invoices, reports: until deleted by you or removed under our retention practices; deletion of a statement is recorded in deletion history for billing audit.
Security, audit, and support logs: retained longer where needed for incident investigation and compliance.
Backups: may persist briefly after deletion before being overwritten.

10. Your Rights

Subject to verification and applicable law, you may request access, correction, deletion, export/portability, restriction or objection to processing, or withdrawal of consent, and you may lodge a complaint with a supervisory authority (including the Office of the Privacy Commissioner of Canada, EU/UK authorities, or California authorities). Workspace administrators can manage much of this directly in the product.

11. Children

LedgerPilot is intended for adults managing business or household finances and is not directed to children. We do not knowingly collect children's data.

12. Changes

We may update this policy as the service, law, or our operations change. We will update the "Last Updated" date and provide additional notice where required.

Privacy & Data Protection Policy