Privacy Policy

Ledgental (“Ledgental,” “we,” “us”) makes software that bookkeeping and accounting firms use to send proposals, engagement letters, questions and document requests to their clients. We also run ledgental.com, a website with free tools and articles for bookkeepers. This policy explains what information we collect, why, who we share it with, and the choices you have.

It covers three groups of people: firm users, who sign up for Ledgental; clients of those firms, who open a link a firm sent them; and visitors to ledgental.com. We do not sell personal information, we do not show ads, and we do not use your data to train AI models.

1. Our role

For firm accounts (your sign-in email, name and firm settings), Ledgental decides how that information is used.

For information a firm puts into Ledgental about its own clients (client names and contact details, transactions, proposals, letters, answers and signatures), we act as a service provider to that firm. We process it only to run the service for the firm and on its instructions. The firm is responsible for having the right to share it with us and for its own obligations to its clients. If you are a firm's client and want to access or change your information, please contact the firm first. We will help them respond.

2. What we collect

From firm users

• Account information: email address and password (stored only as a secure hash by our sign-in provider).
• Profile and firm settings: your name, title, firm name, firm email, phone, address, website, prices and default terms.
• Content you create: clients, proposals, engagement letters, question lists, document requests and the transaction files you upload.

From clients who open a link

• Proposals: when the link is opened and how many times, and the name and package chosen when accepting.
• Engagement letters: the name and title typed to sign, the time of signing, the consent text agreed to, the IP address and browser details (user agent) at signing, and a fingerprint (SHA-256 hash) of the letter. We keep these as an audit trail that shows who signed what and when.
• Transaction questions: the answers, categories and notes given, and when the link was opened.
• Document requests: the files uploaded (such as statements, tax forms and receipts), their names and sizes, notes, and when the link was opened.

From visitors to ledgental.com

• The free tools run in your browser. What you type into them is saved in your browser's local storage on your device, so it is still there next time, and it is not sent to us. Clearing your browser's data for ledgental.com removes it.
• If you send a message from a “Missing something?” box, we receive the message, the tool's name and the page address. The box doesn't ask for your name or email.
• If you click a button that opens a tool's work in the Ledgental app, the content travels inside the link, after the “#”, a part of a link that browsers don't send to servers. The app keeps it in your browser until you sign in and choose to create the document; only then is it saved to your account.

Automatically

• Technical logs kept by our hosting providers, such as IP address, browser type and the pages requested. These are used to keep the service running and secure.

3. How we use information

• To provide the service: store your work, create client links, record views, acceptances, signatures and answers.
• To send service emails: sign-in and account emails, links and reminder emails that a firm sends to its clients, and notifications to firm members when a client opens a proposal, accepts it, signs a letter, answers questions or sends documents.
• To remember how a client explained a vendor, so the firm does not have to ask that client the same question again. This memory is kept per client and is never shared with other firms.
• To keep the service secure, prevent abuse, fix problems and answer support requests.
• To comply with the law.

We do not use firms' or clients' content for advertising, and we do not sell or rent it.

4. Who we share it with

We use a small number of providers to run Ledgental. They process data only for us and under contract:

• Supabase: database, file storage and sign-in.
• Vercel: hosting of the web app.
• Resend: sending service and notification emails.
• Cloudflare: hosting of ledgental.com, domain name service, and routing of email sent to our support address.
• Formspree: receiving messages sent from the “Missing something?” boxes on ledgental.com.

Inside a firm, everyone who is a member of that firm's Ledgental account can see the firm's data. A client sees only the document or question list sent to them, through a private link. Anyone who has that link can open it, so it should be shared only with the intended person.

We may also disclose information if the law requires it, to protect the rights and safety of our users or others, or as part of a merger or sale of our business, in which case this policy will continue to apply.

5. Cookies, local storage and “Do Not Track”

The app uses only the cookies needed to keep firm users signed in. We do not use advertising or tracking cookies, and client links work without any cookies. ledgental.com sets no cookies; its tools use your browser's local storage as described in section 2.

We do not track you across other websites, and we do not let other companies collect information about your activity across websites through Ledgental or ledgental.com. So we treat every visit the same way whether or not your browser sends a “Do Not Track” or Global Privacy Control signal.

6. How long we keep it

We keep a firm's data for as long as its account is open. A firm can delete clients and documents at any time. When a firm asks us to close its account, we delete its data within 30 days, except where we must keep something longer by law. Copies in backups are removed as the backups expire. Signed engagement letters and their audit trail are records the firm may need, so the firm should download them before closing its account.

7. Security

Data is encrypted in transit (HTTPS) and stored with providers that encrypt it at rest. Each firm's data is separated at the database level so one firm cannot read another firm's records. Client links use long random tokens, and a firm can turn a link off at any time. No system is perfectly secure, but if we learn of a breach that affects your information, we will notify the affected firms without undue delay.

8. Your choices and rights

You can view and update your account and firm information in Settings. To get a copy of your data, correct it, or have it deleted, email us at support@ledgental.com. Depending on where you live, including California, you may have additional rights to know, access, correct or delete personal information and not to be discriminated against for using them. We will respond within the time the law requires. We do not sell personal information or share it for cross-context behavioral advertising.

9. Where data is processed

Ledgental is built for firms in the United States. Our providers may process data in the United States and other countries where they operate.

10. Children

Ledgental is a business tool and is not directed to anyone under 18. We do not knowingly collect children's information.

11. Changes

If we change this policy, we will update the date at the top. If a change is significant, we will tell firm users by email or in the app before it takes effect.