Privacy Policy

Last updated: January 2025

LedgerHub Technologies Pvt. Ltd. ("LedgerHub", "we", "our", or "us") is committed to protecting the privacy of our customers and users. This Privacy Policy explains what personal data we collect, how we use it, how we protect it, and your rights with respect to that data. By creating an account or using any LedgerHub service, you agree to the practices described in this policy. If you do not agree, please do not use our services.

1. Information We Collect

We collect information you provide directly to us when you create an account, subscribe to a plan, or contact our support team. This includes:

• Identity information: your full name, business name, and designation.
• Contact information: email address, mobile phone number, and business address.
• Tax and regulatory information: your GSTIN (Goods and Services Tax Identification Number), PAN, and any other business registration details required for GST-compliant invoicing.
• Financial information: bank account details (IFSC code and account number) that you add to your invoice templates, and billing information for your LedgerHub subscription (processed securely by our payment partners — we do not store raw card numbers).
• Business data: invoices, purchase orders, customer and vendor records, product catalogues, inventory transactions, and financial reports that you create or import within the platform.
• Usage data: log files, IP addresses, browser type and version, device identifiers, pages visited, features used, and time spent on each module.

We also collect information automatically when you use our web application or mobile apps, including crash reports, performance diagnostics, and anonymised analytics events to help us improve the product.

2. How We Use Your Information

We use the information we collect to:

• Provide and operate the service: process your invoices, generate GST returns, manage your inventory records, and deliver the features you have subscribed to.
• GST compliance: validate GSTINs via the government's API, format return data correctly for upload to the GSTN portal, and send you statutory deadline reminders.
• Billing and subscription management: charge your chosen plan, issue GST invoices for your LedgerHub subscription, and handle cancellations and refunds.
• Customer support: respond to your queries, troubleshoot issues, and improve our help documentation based on common questions.
• Product improvement: analyse aggregated, anonymised usage patterns to identify features that are difficult to use, detect bugs, and prioritise the roadmap.
• Marketing communications: send you guides, product updates, and promotional offers by email. You may opt out of marketing emails at any time by clicking "Unsubscribe" in any email or by contacting us at support@ledgerhub.cloud. Transactional emails (invoices, payment receipts, security alerts) cannot be unsubscribed from while your account is active.
• Security and fraud prevention: detect suspicious login activity, prevent unauthorised access, and investigate potential violations of our Terms of Service.

3. Data Storage and Security

All data is stored on servers located in India, in ISO 27001-certified data centres. We apply the following security controls to protect your information:

• 256-bit SSL/TLS encryption for all data in transit between your device and our servers.
• AES-256 encryption for sensitive fields (bank details, tax numbers) stored at rest in our database.
• Automated incremental backups every 4 hours, with full daily backups retained for 90 days, stored in geographically separate locations.
• Role-based access controls so that our engineering and support staff can only access the minimum data necessary to perform their job functions.
• Multi-factor authentication available for all user accounts and mandatory for internal administrative access.

No system is perfectly secure. If you believe your account has been compromised, please contact us immediately at support@ledgerhub.cloud and we will take prompt action to secure your account and investigate the incident.

4. Third-Party Services

We share your information with third-party service providers only to the extent necessary to deliver the LedgerHub service:

• Payment processors: Razorpay and related banking partners process subscription payments. They receive billing information under their own PCI-DSS-compliant privacy policies.
• Cloud infrastructure: we use Indian cloud providers for hosting and database services. These providers process data on our behalf and are bound by data processing agreements.
• Analytics: we use privacy-conscious analytics tools to understand aggregate product usage. Individual user data shared with analytics providers is anonymised or pseudonymised.
• Email delivery: transactional emails are delivered via an enterprise email service provider. They receive your email address and the content of transactional messages only.

We do not sell, rent, or trade your personal data or your business data to any third party for their marketing or commercial purposes. We do not share data with advertisers.

We may disclose information if required by law, court order, or government authority, or if we believe disclosure is necessary to protect the rights, property, or safety of LedgerHub, our users, or the public.

5. Your Rights

You have the following rights with respect to your personal data:

• Access: you may request a copy of the personal data we hold about you at any time.
• Correction: you may update inaccurate information directly in your account settings, or contact us to correct information you cannot edit yourself.
• Export: you may export all your business data (invoices, contacts, inventory records, financial reports) in standard formats (PDF, Excel, JSON) at any time from the Settings > Data Export section of your account.
• Deletion: you may request deletion of your account and all associated personal data at any time by contacting support@ledgerhub.cloud. We will complete the deletion within 30 days, except where retention is required by applicable law (for example, GST records that must be retained for 8 years under Indian law).
• Opt-out of marketing: you may unsubscribe from marketing emails at any time using the link in any marketing email or by contacting our support team.

6. Cookies

Our web application uses cookies and similar technologies to:

• Session management: keep you logged in securely between page loads. These cookies are strictly necessary and cannot be disabled while you are using the application.
• Preferences: remember your UI settings such as language, date format, and dashboard layout.
• Analytics: understand which features are most used and identify usability problems. You may opt out of analytics cookies by visiting our Cookie Settings page or by enabling the "Do Not Track" signal in your browser.

We do not use advertising or third-party tracking cookies. Our mobile apps do not use cookies but may use equivalent device identifiers for session management and crash reporting.

7. Children's Privacy

LedgerHub is a business application intended for use by adults operating registered businesses. We do not knowingly collect personal information from anyone under the age of 18. If you believe a minor has created an account, please contact us and we will promptly delete the account.

8. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email and by displaying a prominent notice in the application at least 14 days before the changes take effect. Continued use of LedgerHub after the effective date of the updated policy constitutes your acceptance of the changes.

9. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your data, please contact our Data Protection Officer at: