Privacy Policy

Account information. When you create an account, we collect your name, email address, and password (stored as a one-way hash). If you sign in via Xero OAuth, we receive your name and email from Xero.

Organisation information. We collect the name of your organisation and, if you connect Xero, the name and identifier of your Xero organisation.

Financial data. When you connect a Xero organisation, we sync transaction data (date, description, amount, contact name, account code) from the Xero API and store it in our database. This data is used solely to power the allocation and reporting features of the Service.

Usage data. We collect information about how you use the Service, including pages visited, features used, and actions taken. We use this data to improve the Service.

Payment information. Subscription billing is handled by Stripe. We do not store payment card details. We receive metadata from Stripe such as subscription status and customer ID.

We use the information we collect to:

• Provide, operate, and maintain the Service
• Process transactions and send related information, including purchase confirmations and invoices
• Send administrative information, such as changes to our terms or service interruptions
• Respond to comments and questions and provide customer support
• Analyse usage patterns to improve and develop the Service
• Comply with legal obligations

We do not sell your personal information or financial data to third parties.

We share your information only in the following circumstances:

Service providers. We use third-party service providers to help us operate the Service. These include:

• MongoDB Atlas — database hosting (data stored in Australia/US)
• Vercel — application hosting
• Stripe — subscription billing and payment processing
• Resend — transactional email delivery
• Anthropic — AI features (transaction data may be sent to the Anthropic API; data is not used to train Anthropic models under our API agreement)

Legal requirements. We may disclose your information if required to do so by law or in response to a valid legal process.

Business transfers. If Ledgitify is acquired or merged with another company, your information may be transferred as part of that transaction.

When you connect a Xero organisation, we access your Xero data using the following read-only scopes: accounting.banktransactions.read, accounting.invoices.read, accounting.manualjournals.read, accounting.settings.read, and accounting.contacts.read.

We cache Xero transaction data in our database to avoid hitting Xero API rate limits on every page load. Cached data is refreshed on each sync. If you disconnect your Xero organisation, we delete all cached Xero data associated with your account within 30 days.

We do not modify any data in your Xero organisation. We only read data.

We retain your account and organisation data for as long as your account is active. If you delete your account, we will delete your personal information within 90 days, subject to any legal obligations to retain certain records.

Audit log entries are retained for as long as necessary to meet grant audit, tax, and record-keeping obligations, which may vary by jurisdiction and funder requirements. These records contain only the information necessary for audit purposes (user display names, action types, before/after values for budget changes and allocations). When an account is deleted, the associated personal identifier in these records is anonymised.

We implement reasonable security measures to protect your information, including encryption in transit (HTTPS), encrypted storage for sensitive tokens, and access controls. However, no security system is impenetrable and we cannot guarantee the absolute security of your information.

OAuth tokens (for Xero API access) are stored encrypted at rest. We rotate access tokens automatically before expiry and never log token values.

Depending on your location, you may have certain rights regarding your personal information, including the right to access, correct, or delete the personal information we hold about you.

To exercise any of these rights, please contact us at privacy@ledgitify.com.

You can disconnect your Xero organisation at any time from Settings → Xero connection. This will stop future data syncs. Previously synced data can be deleted by contacting us.

We use essential session cookies to keep you logged in to the Service. We do not use advertising or tracking cookies. We do not use third-party analytics that set cookies.

The Service is not directed to children under 16. We do not knowingly collect personal information from children under 16. If you believe we have inadvertently collected such information, please contact us at privacy@ledgitify.com.

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by posting a notice on the Service. Your continued use of the Service after the effective date of the updated policy constitutes your acceptance of the changes.

If you have any questions about this Privacy Policy, please contact us at privacy@ledgitify.com.