Privacy Policy
Last updated: 2026-09-03
This policy explains how Ledger Chef collects, uses, shares, and retains information when you use our website, mobile app, support channels, and connected bookkeeping services. Information is associated with the user and organization that submitted or connected it unless this policy says otherwise.
Information We Collect
Account and contact information. We process information such as your name, email address, phone number, user ID, role, authentication records, and the organizations you are allowed to use.
Bookkeeping, business, and financial information. This may include legal and business names, customer and vendor details, contact and billing addresses, chart of accounts, bank and payment records, transactions, bills, expenses, invoices, deposits, loans, assets, taxes, payroll-related records, reports, reconciliations, and other accounting information you enter, import, or connect.
Documents and user content. We process receipt and document photographs, PDFs, filenames, notes, memos, OCR suggestions, review corrections, and other files or text you choose to upload. Uploaded documents may themselves contain personal, contact, purchase, payment, or other financial information.
Location information. The mobile app sends approximate or precise coordinates only when you explicitly capture a receipt location or a mileage start or end point while using that feature. The accuracy depends on the permission you grant and the location available from your device. You can enter locations and distance manually instead. Ledger Chef does not use these features for background location tracking.
Device, usage, and security information. For mobile-session security, we process a generated device identifier and a device name based on manufacturer and model. We also process product interactions, audit events, timestamps, IP address, user agent, request identifiers, and similar diagnostic or security context needed to operate, protect, and troubleshoot the service.
Connected-service information. If you authorize a bank, accounting, payment, storage, or other integration, we process the records and identifiers needed to connect that service and perform the synchronization you requested.
How We Use Information
We use information to provide app functionality, keep records scoped to the correct user and organization, support bookkeeping and document workflows, authenticate users and devices, prevent abuse, provide support, troubleshoot problems, and maintain accounting, audit, and security records.
We also use account-linked product interactions for internal analytics and service improvement. We do not use personal information for third-party advertising or cross-company behavioural tracking.
Linked Data, Tracking, and Sale
Because Ledger Chef is an authenticated bookkeeping service, the information described above is generally linked to your account or organization. We do not sell personal information. We do not use Ledger Chef data to track you across apps or websites owned by other companies for advertising, and we do not permit our service providers to use it for their own advertising.
When We Share Information
We disclose information only as needed to operate the service or as directed by an authorized customer. Provider categories may include cloud hosting and data or document storage, communications delivery, document analysis and automation, financial-data connections, software-update delivery, security and operational monitoring, and integrations you choose to connect.
Authorized organization users and assigned bookkeeping or accounting professionals may see information according to their access. We may also disclose information when reasonably necessary to comply with law, protect users or the service, or complete a business transaction subject to appropriate safeguards. Service providers may process information only for the work they perform for us under their applicable terms and safeguards.
Retention and Account Deletion
We keep account and bookkeeping information while the service is active and for as long as reasonably needed for the purposes described above. Accounting records, supporting documents, and audit logs are normally retained for seven years to support Canadian tax and accounting recordkeeping. Legal requirements, customer instructions, disputes, fraud prevention, or security needs may require a different period. Backup copies may remain for a limited period after information is removed from active systems.
You can delete or correct many records in the service. Records with accounting history may be archived or retained with an audit event rather than erased so the books remain accountable. You may ask us to access, correct, or delete account information; a request may be limited where retention is required or where deletion would affect another authorized user's records. We may retain de-identified or aggregated information that no longer identifies you.
Request deletion in the mobile app. Sign in, open More, find Account deletion, type DELETE MY ACCOUNT, and select Request account deletion.
Request deletion on the website. Sign in, open Settings, select Profile, type DELETE MY ACCOUNT under Account deletion, and select Request account deletion.
If you cannot sign in, email [email protected] with the subject Ledger Chef Account Deletion. We will verify that you control the account before processing the request.
When an approved request is fulfilled, we deactivate the account and its sessions and delete profile and contact information that is not needed for legal, accounting, audit, fraud-prevention, or security obligations. Client books, supporting documents, and audit history may remain under the organization's control or be retained for up to seven years where required. Limited backup copies may remain until their normal expiry, and de-identified or aggregated information may remain where it no longer identifies you.
Your Choices
You can choose what optional documents to upload, decline foreground-location permission, enter locations and mileage manually, or remove location permission in your device settings. Organization administrators control user and professional access. You can disconnect optional integrations through the available settings or the connected provider. Contact us to request help with access, correction, deletion, or closing an account.
Data Security
We use technical and organizational safeguards intended to protect information, including authenticated access, organization scoping, audit records, and security monitoring. No storage or transmission system is completely secure.
Changes to This Policy
We may update this policy as the service or our practices change. The date above identifies the current version.
Contact
For privacy questions or requests, email [email protected].