Privacy Policy

1. Who we are

LedgerDude, LLC operates the LedgerDude bookkeeping platform. Our mailing address is 8628 Alnwick Drive, Odessa, TX 79765. You can reach us by email at jwhit25@gmail.com or privacy and security questions at security@myledgerdude.com.

2. Consent

We collect, process, and store your data only with your consent and only for the bookkeeping services you have asked us to provide. When you create an account, you accept this Privacy Policy and our Terms of Service. Connecting an outside financial account — such as QuickBooks Online or a bank account through Plaid — is always started by you. Before any connection is made, we tell you what data will be retrieved and why. You can disconnect an account or close your account at any time.

3. What we collect

We collect information that is necessary to provide bookkeeping services and operate the platform:

• Account information: name, email address, and phone number.
• Business information: company name, industry, and details you or your bookkeeper add to your account.
• Documents and receipts: files you upload so your bookkeeping team can review and match them to transactions.
• QuickBooks Online data: account names, balances, and transactions when you connect your QuickBooks company file. We only read the data you authorize; nothing is written back to QuickBooks without a person reviewing and approving it first.
• Bank and card account data: account numbers, transaction descriptions, and balances when you connect a financial institution through our secure data provider (Plaid). We request only the access needed to deliver bookkeeping services.
• Messages and tasks: communication you have with your bookkeeping team inside the platform.
• Technical data: browser type, device information, and error logs to keep the service running smoothly and securely.

4. How we use your information

We use your information to:

• Provide the LedgerDude platform and bookkeeping services.
• Match receipts to bank transactions and prepare monthly close work.
• Communicate with you about your account, tasks, and requests.
• Improve product features and fix technical problems.
• Keep the service secure and prevent fraud.

We do not use your financial data to advertise to you, build profiles for marketing, or sell to third parties.

5. How we share information

We do not sell your personal information. We share data only with:

• Your bookkeeping team: members of LedgerDude staff who need access to do their work for your account.
• Service providers: the secure hosting and database services we use to run the app.
• Stripe, our payment processor: Stripe processes payments, subscriptions, tax calculation, invoicing, and refunds for our orders. When you buy a plan, Stripe receives your name, email, billing address, and payment details and handles that payment data under its own privacy notice. We never see or store your full card number.
• Plaid: when you connect a bank or card account, Plaid handles the secure connection and shares transaction data with us under Plaid's privacy policy. We only request the data necessary for bookkeeping.
• QuickBooks Online: only the data you authorize when you connect your company file.
• Professional advisers: our legal and accounting advisers when needed.
• Legal authorities: if we are required by law, subpoena, or court order to disclose information.

5a. Our legal basis for using your data

Where privacy laws such as the UK and EU GDPR apply, we rely on these legal bases:

• Performing our contract with you: creating your account, providing bookkeeping services, processing your plan and payments, and supporting you.
• Our legitimate interests: keeping the service secure, preventing fraud, fixing problems, and improving our product.
• Legal obligation: keeping tax, accounting, and other records the law requires.
• Your consent: where we ask for it, such as optional marketing emails. You can withdraw consent at any time.

6. Cookies and tracking

We use necessary cookies to keep you signed in and to protect the security of your session. We do not currently use third-party advertising or analytics cookies. We may update this section if we add analytics in the future; if we do, we will tell you here.

7. Data security

We protect your data with encryption, secure access controls, and regular backups. All traffic is encrypted with TLS 1.2 or higher. QuickBooks and bank connection tokens are encrypted at rest with AES-256-GCM and refreshed automatically. Access is enforced by the database itself using row-level security, so users can only see their own organization's data. However, no online service can guarantee 100% security. If you suspect a security issue, contact us immediately at security@myledgerdude.com.

8. Data retention and deletion

We keep information only as long as it is needed for the service or required by law, and we review this schedule at least once a year. Our current retention schedule is:

• Bookkeeping and transaction records: retained for 7 years from the end of the applicable tax year, then deleted.
• Uploaded documents and receipts: retained for the life of the engagement, then deleted within 90 days after the account is closed unless they are part of a record we must keep under the 7-year rule above.
• Financial account and connection tokens: deleted promptly when a connection is removed or the account is closed.
• Account and contact information: deleted or anonymized within 90 days after the account is closed.
• Security and audit logs: retained for at least 12 months to support investigations.
• Backups: encrypted and retained on a rolling basis by our hosting provider; deleted records age out of backups within that window.

You may request deletion or a copy of your data by emailing jwhit25@gmail.com or security@myledgerdude.com. We acknowledge requests within 5 business days and complete them within 30 days, except for records we are required to retain, which we will identify in our response.

9. Your rights

You can view, update, or delete much of your account information through your account settings. You may also ask us to delete your account, export your data, or correct inaccurate information by emailing jwhit25@gmail.com. We will respond to reasonable requests as quickly as we can.

10. Children's privacy

LedgerDude is not intended for children under 13. We do not knowingly collect information from children.

11. Changes to this policy

We may update this Privacy Policy from time to time. If we make important changes, we will post them here and update the date at the top. Continuing to use the service after changes means you accept the updated policy.

12. Contact us

LedgerDude, LLC
8628 Alnwick Drive
Odessa, TX 79765
Email: jwhit25@gmail.com
Security and privacy: security@myledgerdude.com