Privacy Policy | LedgerTitan

Effective Date: 09/25/2026

This Privacy Policy applies to the LedgerTitan application and website at ledgertitan.com (together, "LedgerTitan," "we," "us," or "our"), an accounting practice management platform. It explains how we collect, access, use, store, share, retain, and delete personal data, including Google user data and Microsoft user data, in compliance with applicable laws such as GDPR and PIPEDA.

LedgerTitan is committed to protecting your privacy. This policy is hosted on our own domain, is specific to LedgerTitan (it is not a generic template), and is the same policy linked from our homepage and from the Google OAuth consent screen. If we change how we use Google or Microsoft user data, we will update this page and notify users as described below.

Contact: [email protected]. Mailing inquiries may also be sent to that address for privacy requests.

1. Information We Collect

We collect:

1. Personal information: Name, email, professional credentials, and contact details you or your firm provide.

2. Account and authentication: We do not collect or store a LedgerTitan password. Sign-in is completed through third-party identity providers (Google or Microsoft). We store account identifiers and profile details supplied by those providers (for example name, email, and profile image). To keep you signed in, we issue secure session tokens: a short-lived access token held in browser memory (not persisted to local storage) and a longer-lived refresh token in an HttpOnly cookie on our API host. JavaScript cannot read the refresh cookie; it is used only to obtain a new access token when the current one expires or when you return to the site. If you clear site data or cookies, you may need to sign in again.

3. Client and practice data: Financial documents, files, invoices, timesheets, project records, and other materials you upload or create in LedgerTitan—including files in the organization document library, document upload requests, and files clients upload or receive through the branded client portal.

4. Connected-service data: If you connect Gmail, Microsoft Outlook, QuickBooks Online, Stripe, or similar integrations, we access data from those services only as described in this policy and only after you grant permission.

5. Technical data: IP address, browser type, and device information as typically processed by our hosting environment for security, fraud prevention, and service delivery.

2. Google User Data We Access

LedgerTitan accesses Google user data only when you use Google to sign in and/or when you choose to connect a Gmail mailbox. We request only the Google API scopes needed for those user-facing features.

2.1 Google Sign-In (account authentication)

When you sign in with Google, we request the OpenID Connect scopes openid, email, and profile. Through those scopes we access:

1. Your Google account unique identifier.

2. Your name.

3. Your email address.

4. Your Google profile image, if Google provides one.

We do not receive your Google password. Sign-in alone does not grant LedgerTitan access to Gmail message content.

2.2 Gmail (optional mailbox connection)

If you connect Gmail from Emails or Settings, we request https://www.googleapis.com/auth/gmail.readonly and https://www.googleapis.com/auth/gmail.send. Through those scopes we access Google user data in your Gmail account, including:

1. Message lists and metadata (for example sender, recipients, subject, date, labels, thread id, and message id).

2. Message bodies (plain text and HTML) when you open, reply to, forward, or send mail.

3. Attachments when you open, download, attach, or send them through LedgerTitan.

4. Information needed to send, reply to, or forward email on your behalf, including threading headers.

You can decline Gmail access and still use LedgerTitan with Google Sign-In only. You may disconnect Gmail at any time as described in section 8.

3. How We Use Google User Data

We use Google user data solely to provide and improve LedgerTitan's user-facing features that you request. Specifically:

1. Authentication and account administration: We use Google Sign-In data to create and maintain your LedgerTitan account, display your identity in the product, send service communications to your email, and associate you with the correct firm, organization, invitations, and client portal access.

2. In-app inbox: We use Gmail read access to list, search, and display messages and threads in LedgerTitan Emails so your firm can work mail next to clients, projects, and tasks.

3. Sending mail: We use Gmail send access so you can compose, reply, forward, and send messages, including workflow, reminder, and client emails from a mailbox you connect for that purpose.

4. Linking mail to work: When you create a project, task, or workflow step from an email, we store limited source-email metadata (provider, message id, thread id, subject, and from address) on that work item so staff can reopen the related conversation.

5. Optional AI-assisted drafting: If you ask LedgerTitan to draft or rewrite an email, we may send the prompt you enter, the current subject and body, and (when you are replying or forwarding) the email context you are viewing to Microsoft Azure AI Foundry so a draft can be generated for you. That processing happens only for the feature you invoked.

We will not use Google user data for targeted advertising, selling to data brokers, providing data to information resellers, determining credit-worthiness, lending, user advertisements, personalized advertisements, retargeted advertisements, interest-based advertisements, or building unrelated databases.

4. How We Store Google User Data

Google user data is stored as follows:

1. Profile data from Google Sign-In (name, email, profile image, Google account identifier) is stored in our application database on Microsoft Azure for as long as your account exists.

2. Gmail OAuth access and refresh tokens are stored encrypted at rest (AES) in our database and are used only to call Gmail APIs on your behalf. Tokens are not exposed to other users' browsers.

3. We do not copy your entire Gmail mailbox into LedgerTitan. Message lists, bodies, and attachments are retrieved from Google when you use Emails or related features, then processed in memory to render or send them.

4. Source-email metadata you attach to projects, tasks, or steps is stored with those records until the records are deleted or the account is closed.

5. Session tokens used after Google Sign-In are stored as described in section 1 (browser memory and an HttpOnly refresh cookie).

5. How We Share, Transfer, or Disclose Google User Data

We do not sell or rent Google user data. We do not transfer or disclose Google user data to third parties for purposes other than providing or improving LedgerTitan's user-facing features, except as required by law. We may share Google user data only:

1. With infrastructure processors that host the Service, currently Microsoft Azure (compute, database, and encrypted blob storage), under confidentiality and data-processing obligations.

2. With Microsoft Azure AI Foundry, only when you use AI-assisted email drafting or other in-product AI features and only for the content needed to fulfill that request.

3. With Google, as required to authenticate you and to read or send Gmail on your behalf through Google APIs.

4. With members of your LedgerTitan firm or organization who are authorized to see the same workspace (for example staff who can open Emails or a work item that links to a source email).

5. If required by law, regulation, court order, or lawful government request, or where we reasonably believe disclosure is necessary to prevent harm, fraud, abuse, or to protect the security of our users or the Service.

6. If LedgerTitan is involved in a merger, acquisition, reorganization, financing, or sale of assets, in which case we will provide notice as required by applicable law before Google user data becomes subject to a different privacy policy.

We do not transfer Google user data to third parties for targeted advertising, data brokerage, information resale, credit or lending decisions, or training generalized machine-learning or artificial-intelligence models.

6. Limited Use of Google User Data and AI

LedgerTitan's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We use Google user data only to provide or improve user-facing features that are prominent in LedgerTitan, as described in this policy.

Google Workspace APIs are not used to develop, improve, or train generalized or non-personalized artificial intelligence or machine-learning models. Optional AI features (assistant chat, email drafting, and document analysis) run on Microsoft Azure AI Foundry to generate a response for the signed-in user. They are not used to train non-personalized models on Google user data.

Human access to Google user data is limited to cases needed to operate and secure the Service (for example diagnosing a failure you report), to comply with law, or when the data is posted or shared by the user through the product (for example a teammate viewing a linked email in a shared workspace).

7. Data Protection Mechanisms for Google User Data

Security procedures are in place to protect the confidentiality of your data, including Google user data. We use encryption to protect your information in transit (TLS) and at rest. Gmail OAuth tokens are encrypted before storage. Files are stored in Azure Blob Storage with encryption at rest. Access inside LedgerTitan is controlled through authenticated sessions, role-based permissions, and organization scoping so users see only the workspaces they are authorized to use. We implement industry-standard security measures, including monitoring, backups, and operational controls consistent with our Azure hosting environment.

8. Retention and Deletion of Google User Data

We store Google user data only as long as needed to provide LedgerTitan and to meet legal obligations:

1. Google Sign-In profile data is retained for the life of your LedgerTitan account and is deleted or anonymized when the account is closed, except where a longer period is required or permitted by law.

2. Gmail OAuth tokens are retained until you disconnect Gmail in LedgerTitan, revoke LedgerTitan in your Google Account, or your LedgerTitan account is closed. After disconnect or revocation we delete stored Gmail tokens so we can no longer access your mailbox.

3. Source-email metadata on projects, tasks, or steps is retained with those records until they are deleted or the account is closed.

4. Transient Gmail message content retrieved to display or send mail is not kept as a full mailbox archive.

5. Session cookies expire according to their configured lifetime or when you sign out or clear site data.

You may request that your data be deleted by emailing [email protected].

You can also:

1. Disconnect Gmail in LedgerTitan under Settings → Organizations (Disconnect). That removes stored Gmail tokens for your Emails inbox.

2. Revoke LedgerTitan's access at any time in your Google Account under Security → Third-party access / Your connections to third-party apps.

3. Request access, correction, export, or deletion of personal data we hold, including Google user data, by contacting [email protected]. We will respond in accordance with applicable law.

When the retention period expires for a given type of data, we delete or destroy it, or anonymize it so it can no longer identify you, unless a longer period is required or permitted by law.

9. Microsoft User Data We Access

LedgerTitan accesses Microsoft user data only when you use Microsoft to sign in and/or when you choose to connect an Outlook mailbox. We request only the Microsoft identity and Microsoft Graph permissions needed for those user-facing features.

9.1 Microsoft Sign-In (account authentication)

When you sign in with Microsoft, we request the OpenID Connect scopes openid, profile, and email. Through those scopes we access:

1. Your Microsoft account unique identifier.

2. Your name.

3. Your email address.

4. Your Microsoft profile image, if Microsoft provides one.

We do not receive your Microsoft password. Sign-in alone does not grant LedgerTitan access to Outlook message content.

9.2 Outlook / Microsoft Graph mail (optional mailbox connection)

If you connect Outlook from Emails or Settings, we request Microsoft Graph permissions including Mail.Read, Mail.Send, User.Read, offline_access, and the OpenID Connect scopes openid, profile, and email. Through those permissions we access Microsoft user data in your Outlook mailbox, including:

1. Message lists and metadata (for example sender, recipients, subject, date, folder or conversation id, and message id).

2. Message bodies (plain text and HTML) when you open, reply to, forward, or send mail.

3. Attachments when you open, download, attach, or send them through LedgerTitan.

4. Information needed to send, reply to, or forward email on your behalf, including conversation threading data.

5. Basic Microsoft Graph profile information needed to identify the connected mailbox (User.Read).

You can decline Outlook access and still use LedgerTitan with Microsoft Sign-In only. You may disconnect Outlook at any time as described in section 15.

10. How We Use Microsoft User Data

We use Microsoft user data solely to provide and improve LedgerTitan's user-facing features that you request. Specifically:

1. Authentication and account administration: We use Microsoft Sign-In data to create and maintain your LedgerTitan account, display your identity in the product, send service communications to your email, and associate you with the correct firm, organization, invitations, and client portal access.

2. In-app inbox: We use Outlook read access to list, search, and display messages and threads in LedgerTitan Emails so your firm can work mail next to clients, projects, and tasks.

3. Sending mail: We use Outlook send access so you can compose, reply, forward, and send messages, including workflow, reminder, and client emails from a mailbox you connect for that purpose.

We will not use Microsoft user data for targeted advertising, selling to data brokers, providing data to information resellers, determining credit-worthiness, lending, user advertisements, personalized advertisements, retargeted advertisements, interest-based advertisements, or building unrelated databases.

11. How We Store Microsoft User Data

Microsoft user data is stored as follows:

1. Profile data from Microsoft Sign-In (name, email, profile image, Microsoft account identifier) is stored in our application database on Microsoft Azure for as long as your account exists.

2. Outlook OAuth access and refresh tokens are stored encrypted at rest (AES) in our database and are used only to call Microsoft Graph on your behalf. Tokens are not exposed to other users' browsers.

3. We do not copy your entire Outlook mailbox into LedgerTitan. Message lists, bodies, and attachments are retrieved from Microsoft when you use Emails or related features, then processed in memory to render or send them.

4. Source-email metadata you attach to projects, tasks, or steps is stored with those records until the records are deleted or the account is closed.

5. Session tokens used after Microsoft Sign-In are stored as described in section 1 (browser memory and an HttpOnly refresh cookie).

12. How We Share, Transfer, or Disclose Microsoft User Data

We do not sell or rent Microsoft user data. We do not transfer or disclose Microsoft user data to third parties for purposes other than providing or improving LedgerTitan's user-facing features, except as required by law. We may share Microsoft user data only:

1. With infrastructure processors that host the Service, currently Microsoft Azure (compute, database, and encrypted blob storage), under confidentiality and data-processing obligations.

2. With Microsoft Azure AI Foundry, only when you use AI-assisted email drafting or other in-product AI features and only for the content needed to fulfill that request.

3. With Microsoft, as required to authenticate you and to read or send Outlook mail on your behalf through Microsoft identity and Microsoft Graph APIs.

4. With members of your LedgerTitan firm or organization who are authorized to see the same workspace (for example staff who can open Emails or a work item that links to a source email).

6. If LedgerTitan is involved in a merger, acquisition, reorganization, financing, or sale of assets, in which case we will provide notice as required by applicable law before Microsoft user data becomes subject to a different privacy policy.

We do not transfer Microsoft user data to third parties for targeted advertising, data brokerage, information resale, credit or lending decisions, or training generalized machine-learning or artificial-intelligence models.

13. Limited Use of Microsoft User Data and AI

We use Microsoft user data only to provide or improve user-facing features that are prominent in LedgerTitan, as described in this policy. We do not use Microsoft Graph mail data to develop, improve, or train generalized or non-personalized artificial intelligence or machine-learning models.

Optional AI features (assistant chat, email drafting, and document analysis) run on Microsoft Azure AI Foundry to generate a response for the signed-in user. They are not used to train non-personalized models on Microsoft user data.

Human access to Microsoft user data is limited to cases needed to operate and secure the Service (for example diagnosing a failure you report), to comply with law, or when the data is posted or shared by the user through the product (for example a teammate viewing a linked email in a shared workspace).

14. Data Protection Mechanisms for Microsoft User Data

Security procedures are in place to protect the confidentiality of your data, including Microsoft user data. We use encryption to protect your information in transit (TLS) and at rest. Outlook OAuth tokens are encrypted before storage. Files are stored in Azure Blob Storage with encryption at rest. Access inside LedgerTitan is controlled through authenticated sessions, role-based permissions, and organization scoping so users see only the workspaces they are authorized to use. We implement industry-standard security measures, including monitoring, backups, and operational controls consistent with our Azure hosting environment.

15. Retention and Deletion of Microsoft User Data

We store Microsoft user data only as long as needed to provide LedgerTitan and to meet legal obligations:

1. Microsoft Sign-In profile data is retained for the life of your LedgerTitan account and is deleted or anonymized when the account is closed, except where a longer period is required or permitted by law.

2. Outlook OAuth tokens are retained until you disconnect Outlook in LedgerTitan, revoke LedgerTitan in your Microsoft account, or your LedgerTitan account is closed. After disconnect or revocation we delete stored Outlook tokens so we can no longer access your mailbox.

3. Source-email metadata on projects, tasks, or steps is retained with those records until they are deleted or the account is closed.

4. Transient Outlook message content retrieved to display or send mail is not kept as a full mailbox archive.

5. Session cookies expire according to their configured lifetime or when you sign out or clear site data.

You may request that your data be deleted by emailing [email protected].

You can also:

1. Disconnect Outlook in LedgerTitan under Settings → Organizations (Disconnect). That removes stored Outlook tokens for your Emails inbox.

2. Revoke LedgerTitan's access at any time in your Microsoft account under Privacy / App permissions (or your organization's Microsoft Entra admin consent settings, where applicable).

3. Request access, correction, export, or deletion of personal data we hold, including Microsoft user data, by contacting [email protected]. We will respond in accordance with applicable law.

When the retention period expires for a given type of data, we delete or destroy it, or anonymize it so it can no longer identify you, unless a longer period is required or permitted by law.

16. How We Use Other Data

We use other data you provide or create in LedgerTitan (that is not Google or Microsoft user data described above) to:

1. Provide and maintain your account, subscriptions, organizations, and services.

2. Process and analyze client financial data as authorized by your firm.

3. Provide optional in-product AI features via Azure AI Foundry when you use assistant chat, email drafting, or document analysis.

4. Operate the organization document library and client portal document features (upload, store, share, download, fulfill document requests, and attach files to workflow or email features you use).

5. Communicate updates, support, billing, and compliance notifications.

6. Ensure security and prevent unauthorized access, fraud, and abuse.

These uses are limited to operating LedgerTitan. They do not change the limited-use restrictions that apply to Google user data in sections 3 and 6 or to Microsoft user data in sections 10 and 13.

17. Document Library and Client Portal Files

LedgerTitan may provide an organization document library and related client portal document features. How those files are collected, stored, shared, and deleted is described below.

1. Staff library files: Files uploaded by firm staff are stored for the organization that owns the workspace. Staff uploads are private to the uploading user by default within that organization. A staff owner may explicitly share a file with other staff users and/or with portal clients in that organization. Shared recipients may view and download the file as permitted by the product and the firm's role settings.

2. Client portal uploads: Portal clients may upload files (for example under Library) or submit files in response to a firm document request. Client-uploaded files are associated with that client record and organization. Authorized firm staff for that organization may access client-uploaded files as configured in the product (including assignment-based visibility where applicable).

3. Document requests: A firm may create a request asking a client to upload specified materials. Request metadata and submitted files are stored with the organization until the request is fulfilled, cancelled, or otherwise removed as described below.

4. Reuse in other features: With appropriate permissions, staff may attach library files to workflow steps or outbound email. Attaching a library file uses the stored file for that feature; it does not change the limited-use rules that apply to Google or Microsoft mailbox data.

5. Storage: Library and portal document binaries are stored in Microsoft Azure Blob Storage with encryption at rest and in transit, under tenant and organization isolation. Metadata (for example file name, uploader, share targets, and request status) is stored in our application database.

6. Retention and deletion: Files are retained while needed to provide the Service and as directed by the firm's use of the product. When a firm deletes a client record from an organization, we delete library files created by that client in that organization, remove shares targeting that client, and cancel pending document requests for that client. When a staff user is removed from an organization, shares to that user are removed and staff-owned library files in that organization may be reassigned or deleted according to product lifecycle rules. Users and firms may also delete individual files or requests in-product where the product allows. Account closure and legal retention exceptions are described elsewhere in this policy.

7. Firm responsibility: The accounting firm (subscription / organization) decides which clients and staff may use document features, what is requested or shared, and when client records are removed. LedgerTitan processes these files to operate the features the firm and its authorized users enable.

18. Storage and Security (general)

All data is hosted on Microsoft Azure, utilizing Azure Blob Storage for secure file storage with encryption at rest and in transit. Access is controlled through authenticated sessions, role-based permissions, and organization scoping (including document-library privacy and explicit sharing controls described in section 17). Our AI features leverage Azure AI Foundry with built-in safeguards to protect sensitive information. We implement industry-standard security measures, including regular audits, data backups, and compliance with ISO 27001 standards. Data is retained only as long as necessary for service provision and legal requirements, as described in this policy.

19. International Transfers

Your information may be stored and processed on servers in various countries where we or our subprocessors operate. Where personal data is transferred across borders, we implement appropriate safeguards for lawful transfers, such as Standard Contractual Clauses approved by relevant authorities, reliance on adequacy decisions where available, and other mechanisms permitted under applicable privacy laws.

20. How We Share Other Information

We do not sell or rent your personal information. We may share your data only:

1. With trusted service providers (for example cloud hosting, analytics, identity and authentication, and payment processors), under confidentiality and data-processing obligations consistent with this policy and applicable law.

2. If you connect LedgerTitan with third-party platforms or sign in through third-party identity providers (such as Google or Microsoft), in line with the permissions you grant and those providers' terms and privacy notices.

3. Within your LedgerTitan firm or organization, including staff and portal clients who are authorized to see the same workspace or who receive an explicit document-library share or upload as described in section 17.

4. With your explicit consent where required for specific client-related or other processing.

6. If LedgerTitan is involved in a merger, acquisition, reorganization, financing, or sale of assets, your information may be transferred as part of that transaction; we will provide notice as required by applicable law before your information becomes subject to a different privacy policy.

21. Your Rights

You have the right to access, correct, delete, or export your data. For client data, you must ensure compliance with your professional obligations. Portal clients should contact their accounting firm for requests about files held in that firm's workspace; you may also contact us at [email protected]. Depending on your location, you may also have rights to restrict or object to certain processing, and to lodge a complaint with a supervisory authority.

22. Cookies

We use cookies and similar technologies to maintain session security and operate the Service (for example an HttpOnly refresh cookie used to renew your session without storing a long-lived token in local storage). You can manage cookie preferences in your browser settings; clearing cookies or site data may sign you out.

23. Children

LedgerTitan is intended for licensed accounting professionals, authorized firm staff, and adult client portal users invited by a firm. Users must be at least 18 years old. We do not knowingly collect personal information from children.

24. Changes

We may update this policy to reflect changes in our practices or legal requirements, including changes in how we access, use, store, or share Google or Microsoft user data, or how we operate document library and portal file features. Updates will be posted here with an updated effective date. Material changes may also require you to review and accept the updated policy before continuing to use LedgerTitan.