LedgerBot Privacy Policy

Effective date: October 2, 2026

TallyHo LLC, a California limited liability company, operates LedgerBot at ledgerbot.org. This policy describes how we handle information when you use our bookkeeping software. Contact support@ledgerbot.org with privacy questions or requests.

1. Information we collect

Account information: email address, account identifier, authentication information, and subscription status.

Bookkeeping information: business and client workspace details, transactions, merchant names, categories, balances, invoices, customer or vendor information, bills, mileage, tax estimates, and other records you enter or authorize us to retrieve.

Documents and messages: receipts, invoices, uploaded documents, extracted text, and messages submitted to the assistant. Records may contain information about your customers or other people; submit only information you are authorized to process.

Connected-service information: identifiers and authorization tokens needed to connect supported services, including QuickBooks and Plaid. You authenticate with those providers through their authorization flows; do not send us your bank or QuickBooks password.

Payment and technical information: Stripe subscription and payment references, payment status, browser and device information, IP addresses, request timestamps, and security or operational logs. Stripe processes payment details through its hosted payment flow; LedgerBot does not need your full payment card number.

2. How we use information

We use information to authenticate accounts, keep client workspaces separate, import and display authorized records, provide bookkeeping and document features, process requested integrations, manage subscriptions and invoices, deliver requested reminders, provide support, prevent abuse, and meet legal obligations. We use QuickBooks data only for the functional use of LedgerBot, not for unrelated advertising, resale, or model training.

3. Service providers and disclosures

Vercel hosts the application. Supabase provides database, authentication, and document storage services. Intuit QuickBooks and Plaid support integrations you choose to connect. Stripe processes subscription and invoice payments. Resend supports configured email features. OpenAI processes inputs submitted to supported AI features. These providers process information needed for their respective functions and are subject to their own terms and privacy practices.

We do not sell personal information or share it for cross-context behavioral advertising. We may disclose information when necessary to comply with law, respond to valid legal requests, protect rights or security, or complete a business transfer subject to applicable privacy obligations. Authorized support access is limited to service and troubleshooting purposes.

4. AI and document processing

Optional voice dictation uses your browser’s speech recognition service. Your browser may send audio to its recognition provider; LedgerBot does not record or store the audio. Recognized text is added to your command draft and is sent to LedgerBot only when you submit it.

Receipt OCR can run in your browser. Extracted text that you submit to the assistant, user-entered messages, and eligible bank transaction details used for categorization may be sent to OpenAI. Review inputs before submitting and avoid unnecessary personal information.

LedgerBot does not train or fine-tune models using your QuickBooks data. Connected QuickBooks records are excluded from bank categorization and are not automatically supplied to the assistant. Do not paste QuickBooks exports or QuickBooks customer data into AI prompts; filtering cannot identify every possible source of manually entered text.

OpenAI's API does not use API inputs or outputs for model training by default. Provider retention and legal exceptions may still apply; LedgerBot does not promise zero retention by its providers. AI and OCR outputs can contain errors and require your review.

5. Cookies and browser storage

LedgerBot uses encrypted authentication cookies with HttpOnly and Secure attributes on HTTPS, plus browser storage for preferences such as selected workspace and QuickBooks environment. These are used for authentication and application operation. Disabling cookies can prevent sign-in. The app does not currently use advertising trackers. It does not currently change its essential authentication behavior in response to Do Not Track signals. Providers may separately collect operational information under their own policies.

6. Retention and security

We retain records while needed to provide your account and requested functions, and as necessary for legal obligations, security, accounting, or resolving disputes. There is no automatic deletion schedule promised for all records. Disconnecting an integration stops its connection but does not automatically delete previously imported records. Backups and provider systems may retain copies for a limited period under their own schedules and legal obligations.

We use HTTPS, access controls, client workspace isolation, encrypted connection credentials, and other safeguards. Uploaded files are stored in restricted storage; selected protected database fields are encrypted. We do not claim that every stored field or file is encrypted by LedgerBot at the application layer. No system can guarantee absolute security.

7. Your choices and requests

You may review and correct supported records in LedgerBot, disconnect QuickBooks through /quickbooks/disconnect, and manage authorizations with connected providers. Email support@ledgerbot.org from your account email address to request access, correction, export, deletion, account closure, or subscription cancellation. We verify identity before releasing or deleting information. Deletion may be limited by legal, security, or recordkeeping requirements; cancellation and deletion are separate requests.

Depending on your location and applicable law, you may have additional rights concerning access, correction, deletion, portability, or limits on use of personal information. We will assess requests under applicable law and will not discriminate against you for exercising rights. Business customers should also address requests concerning their customers' records as appropriate.

8. Children and processing locations

LedgerBot is intended for adults aged 18 or older and is not directed to children. Contact us if you believe a child has provided personal information. Our hosting and database services operate in the United States; providers may process information in other locations under their applicable safeguards and policies.

9. Changes and contact

We will post updates here with a revised effective date and provide notice of material changes through the app or email when appropriate.

TallyHo LLC, California, United States. Privacy and support requests: support@ledgerbot.org.