Privacy policy

Our role and your organization's role

We decide how to use account, billing, security, and support information to run Ledgerhand. When we process records from a connected QuickBooks company on an organization's behalf, that organization controls those records and the permissions it grants. If your employer or another organization manages your access, contact its administrator about its data practices and requests concerning its records.

Information we collect

• Account and workspace information, such as your name, email address, password hash, organization membership, invitations, roles, and preferences.
• Connection and authorization information, including QuickBooks company identifiers, encrypted access and refresh credentials, authorized AI clients, and the permissions you grant.
• Business records needed for the operations you request. These can include customers, vendors, employees, invoices, bills, transactions, reports, and attachments. Records may contain other people's contact and financial information.
• Requests and results handled by the service, operation identifiers, timestamps, audit records, errors, and security information such as IP addresses, browser details, and session activity.
• Billing information, including Stripe customer and subscription identifiers, payment status, invoices, and billing contact information. Stripe collects and processes payment details; Ledgerhand does not store full card numbers or card security codes.
• Messages and attachments you send to support, including information needed to investigate your request.

We receive this information from you, your organization, the applications you authorize, QuickBooks, payment providers, and your use of the service. Provide only information you are authorized to share.

How we use information

We use information to create accounts, authenticate users, connect companies, enforce permissions, execute requested operations, deliver results and files, maintain audit history, manage subscriptions, provide support, and send service messages. We also use it to diagnose problems, prevent abuse, protect the service, meet legal obligations, and resolve disputes.

Where applicable law requires a legal basis, we rely on performing our agreement with you, legitimate interests in operating and securing the service, compliance with legal obligations, or your consent when required. You may withdraw consent without affecting processing that was lawful before withdrawal.

QuickBooks and AI applications

When you authorize an AI application, Ledgerhand can send it the QuickBooks records and operation results covered by your permissions. That application's provider may retain or process those results under its own terms, privacy policy, and your settings. Review those terms before connecting an application, especially when your records contain personal or confidential information.

Ledgerhand does not train AI models on your QuickBooks data. We cannot control how a separately chosen AI provider handles data it receives. Revoking access stops future authorized requests through that connection; it does not recall information already delivered or undo changes already made in QuickBooks.

When we share information

We share information with authorized members of your organization and applications you connect, according to their permissions. We also use service providers to operate Ledgerhand:

• PostHog for optional website analytics and service diagnostics, including tool names, timing, outcomes, and internal account IDs. We exclude accounting record contents, MCP arguments and results, authentication tokens, and error messages from this telemetry.
• Vercel for application hosting and private file storage, and Neon for database hosting.
• Stripe for subscriptions, payment processing, billing, and fraud prevention. Stripe also processes device and transaction information under its privacy policy.
• Resend for service and support email delivery, and Google for handling support correspondence.
• Intuit to access the QuickBooks companies you connect, subject to your authorization and Intuit's privacy statement.

We may disclose information when reasonably necessary to comply with law or valid legal process, protect people and the service, investigate abuse, or establish or defend legal claims. Information may be transferred as part of a merger, acquisition, or business sale, subject to applicable privacy protections. We do not sell personal information or share it for cross-context behavioral advertising.

Cookies and browser storage

We use cookies and similar storage for sign-in sessions, security, and preferences such as your selected theme. Blocking essential cookies can prevent sign-in or other features from working. We do not use advertising trackers on the Ledgerhand website. Stripe and other services you visit may use their own cookies under their policies.

PostHog uses optional cookies and similar browser storage to measure visits and feature use. For visitors whose location our hosting provider identifies as the United States, these analytics are on by default unless you decline. For other or unknown locations, we wait until you accept optional cookies. We honor Global Privacy Control and Do Not Track browser signals by keeping browser analytics off. You can change your preference below. Essential sign-in and security cookies remain enabled when you deny optional cookies. Service diagnostics continue independently of this browser choice. Session recordings are disabled.

How long we keep information

We retain account, connection, and subscription information while needed to provide the service and for legitimate security, billing, legal, and dispute-resolution purposes. Our audit retention settings make detailed QuickBooks write results and change evidence eligible for removal 90 days after a confirmed completion or failure, and keep ordinary audit event metadata for seven years. We encrypt retained write details at the application level. Bounded retention jobs remove eligible detailed copies after their deadline; failed jobs can delay physical removal. In-flight operations and unresolved or uncertain writes keep their details until resolved. A legal hold can extend these periods. We retain minimal operation IDs, request hashes, states, and safety records without a time limit to prevent duplicate writes. These records do not contain old or new accounting values.

Temporary hosted files normally expire after one hour and are then eligible for cleanup. Copies attached to QuickBooks or downloaded by a user or AI application remain subject to that destination's retention rules. Support correspondence and backups may remain after an account closes when needed for the purposes described above. Closing an account does not immediately erase audit records, legally required records, or copies held by other providers.

Security and international processing

We use safeguards including encrypted connections, hashed passwords, encrypted integration credentials, access controls, and audit records. No system can guarantee complete security. Keep your account credentials private and contact us promptly about suspected unauthorized access.

Cube LLC is based in the United States. We and our providers may process information in the United States and other countries where we operate. Privacy laws may differ from those where you live. Where required, we use legally recognized safeguards for international transfers.

Your choices and privacy requests

You can manage company connections and AI permissions in Ledgerhand, and revoke Ledgerhand's connection through Intuit. You can request access, correction, deletion, or a copy of your personal information by emailing support@ledgerhand.com. Depending on where you live, you may also have rights to restrict or object to processing, portability, appeal a request decision, or complain to a privacy regulator.

We may verify your identity and authority before acting. Requests are subject to applicable law, other people's rights, and our retention obligations. For records controlled by an organization, we may direct the request to its administrator or assist it in responding. We will not discriminate against you for exercising applicable privacy rights.

Children

Ledgerhand is a business service for adults and is not directed to children under 18. We do not knowingly collect information from children who create accounts. Contact us if you believe a child has provided personal information directly to us.

Changes to this policy

We may update this policy as the service or our practices change. We will post the revised policy with its effective date and provide additional notice of material changes when required by law.

Contact us

Email support@ledgerhand.com for questions about this policy or Ledgerhand.