Privacy Policy
Ledgerwick helps a business owner work out which of their bank payments lack a supporting invoice, and find those invoices. Doing that means handling financial records and, if you choose to connect it, the contents of your email. This policy explains exactly what we access, what we store, what we never do, and how you get any of it back or deleted.
1. Who we are
Ledgerwick is operated by Bani Waraich, an individual in India, under the trade name Ledgerwick. For the purposes of the Digital Personal Data Protection Act, 2023 we are the Data Fiduciary for the personal data described here; under the GDPR we are the data controller.
You can reach us about anything in this policy at waraichbani@gmail.com.
2. What we collect
Account information
You sign in with Google. We receive your name, email address and Google profile identifier. We never receive or store your Google password. Signing in requests profile and email access only — no access to your mail is requested at sign-up.
Financial records you provide
Bank statements you upload, and everything derived from them: the original file, the individual transaction lines, the consolidated record of each payment, the bank and account details printed on the statement, and the period the statement covers. Invoices and receipts you upload are stored as you provided them.
Email data, only if you connect a mailbox
Connecting a Google account is a separate, optional step taken inside the product. If you take it, we access that mailbox in order to locate invoices and receipts relating to your transactions. Section 4 sets out precisely what this covers.
Information you generate by using the product
Decisions you confirm — that a document matches a payment, that a payment needs no document, that a particular vendor never invoices you — are stored so the system stops asking you the same question. We also keep basic operational logs needed to run and secure the service.
What we do not collect
We do not ask for, receive or store your banking credentials or card details. We have no connection to your bank and cannot move money. We do not use advertising trackers or sell data to anyone, for any purpose.
3. How we use it
We use your data to do the thing you asked us to do, and for nothing else:
- read your bank statements and identify each payment;
- work out which payments are likely to need a supporting invoice;
- search any mailbox you have connected for the documents that support them;
- match documents to payments and show you the evidence for each match;
- produce the reconciliation report and export you download;
- keep your account secure and the service running;
- reply to you when you contact us.
We do not use your data to build advertising profiles, and we do not sell or rent it.
4. Google user data and Limited Use
Ledgerwick’s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
What we request, and when
We request the gmail.readonly scope. It is requested incrementally — only at the moment you choose to connect a mailbox, never when you create your account. If you never connect a mailbox, we never hold this permission. The scope is read-only: Ledgerwick cannot send, modify, delete or label mail, and never attempts to.
What we actually read
Searching your mailbox uses message metadata only — sender, recipient, subject, date, and attachment filenames. When that metadata indicates a message is likely to carry an invoice for one of your payments, we download the attachment from that specific message.
We do not read, store or process the body text of your emails. This is enforced in the code, not merely promised: mail access is confined to a single module, and the search path is tested to prove it never requests full message content.
What we keep
We store the attachments we retrieve, because a reconciliation has to be defensible later and re-fetching from Gmail every time would mean holding broader access for longer. We also keep the limited message metadata needed to show you why a document was suggested — who sent it, when, and the subject line. Message bodies are never persisted.
Limited Use commitments
- Google user data is used only to provide and improve the invoice-finding features you are using.
- We do not transfer Google user data to others, except as necessary to provide the service (section 7), for security or to comply with the law.
- We do not use Google user data for advertising, and we never sell it.
- We do not allow humans to read your Google user data, except with your explicit consent for a specific issue you have raised, where necessary for security or to comply with the law, or on data that has been aggregated and anonymised.
- We do not use Google user data to develop, improve or train generalised artificial intelligence or machine-learning models. See section 5.
Disconnecting
You can disconnect any mailbox at any time from inside Ledgerwick. Disconnecting revokes our access with Google and deletes the stored credentials. Documents already retrieved and matched stay in your workspace, because they are now part of your financial record — you can delete those separately. You can also revoke access directly at myaccount.google.com/permissions.
5. Automated processing and AI
Ledgerwick uses automated systems, including third-party AI models, to read the structure of a bank statement, to read the contents of an invoice, and to judge whether a document relates to a payment. This is how the product works, and we would rather be precise than vague about it.
What is sent to an AI model:
- bank statement files you upload, in order to identify their columns and values;
- invoice and receipt documents, in order to extract vendor, amount, date and number;
- for mailbox search, only message metadata — sender, subject, date, attachment filename — and the attachment itself.
What is never sent to an AI model:
- the body text of your emails;
- your access tokens or any other credential.
Your data is never used to train, fine-tune or improve any AI model, ours or anyone else’s. We contract with providers on terms that prohibit training on our data and require prompt deletion after processing. We have deliberately not named a specific model provider in this policy while that choice is still being evaluated; the commitments in this section apply to whichever provider we use, and we will update this policy if the position changes in any way that affects you.
An AI model never makes a final decision about your records. It proposes; the system applies deterministic rules; and where the evidence is not strong enough, the question comes to you. You can always see the evidence behind any match and overrule it.
6. Legal bases for processing
Under the DPDP Act we process your personal data on the basis of the consent you give when you create an account and, separately, when you connect a mailbox. Where the GDPR applies to you, our legal bases are:
| Purpose | Legal basis |
|---|---|
| Providing the reconciliation service to you | Performance of a contract (Art. 6(1)(b)) |
| Accessing a mailbox you connect | Consent (Art. 6(1)(a)), withdrawable at any time |
| Keeping the service secure and available | Legitimate interests (Art. 6(1)(f)) |
| Meeting legal and tax obligations | Legal obligation (Art. 6(1)(c)) |
Withdrawing consent for mailbox access does not affect processing already carried out, and does not require you to close your account.
7. Who else processes your data
We keep the list short on purpose. Each of these is a processor acting on our instructions, under contract:
| Provider | What it does | Where |
|---|---|---|
| Vercel | Hosts the application and stores your documents in private storage | United States |
| Neon | Hosts the database holding your account and financial records | United States |
| Sign-in, and mailbox access if you connect one | Global | |
| AI model provider | Reads statement structure and document contents, under a no-training agreement (section 5) | United States |
We may also disclose data if the law requires it, or to protect our rights or someone’s safety. If Ledgerwick is ever sold or transferred, we will tell you before your data moves, and this policy will continue to apply until you are given a new one.
8. Security
- Your documents are private. Files are stored in private object storage with no public address. There is no link that grants access to a document; every file is served only after we have checked your session and your right to that specific workspace.
- Workspaces are isolated. Every query for your data is scoped to your workspace at the point it is written, and we maintain automated tests that deliberately attempt cross-workspace access and require it to fail.
- Credentials are protected. Google tokens are encrypted at rest, are never written to logs or error reports, are never exposed to the browser, and are never sent to an AI model.
- Everything is encrypted in transit over TLS.
No system is perfectly secure. If a breach affects your personal data we will notify you and the relevant authorities as required by the DPDP Act and, where applicable, the GDPR.
9. Retention and deletion
We keep your financial records for as long as your account is open, because a reconciliation is a record you may need to produce years later. You can delete individual documents and statements at any time from within the product.
Ask us to close your account and we will delete your personal data, your documents and your financial records within 30 days, except anything we are required to retain by law. Disconnected mailbox credentials are deleted immediately, not at the end of any retention period.
10. Your rights
Whatever jurisdiction you are in, you can ask us to:
- tell you what data we hold about you and why;
- give you a copy of it in a portable form;
- correct anything inaccurate or incomplete;
- delete it;
- stop or restrict a particular use of it;
- withdraw a consent you previously gave, including mailbox access;
- nominate someone to exercise these rights if you die or become incapacitated.
Email waraichbani@gmail.com and we will respond within 30 days. There is no charge.
If you are unhappy with our response, you may complain to the Data Protection Board of India, or — if the GDPR applies to you — to your local supervisory authority.
11. International transfers
Our infrastructure providers are based in the United States, so your data is processed outside India and outside the European Economic Area. Where the GDPR applies, these transfers are covered by Standard Contractual Clauses with each provider. Transfers from India are made in accordance with the DPDP Act.
12. Children
Ledgerwick is a tool for businesses and is not directed at children. We do not knowingly collect data from anyone under 18. If you believe a child has given us personal data, tell us and we will delete it.
13. Changes to this policy
If we change this policy we will update the date at the top. For any change that materially affects how we handle your data — particularly anything touching Google user data — we will tell you by email before it takes effect, and where the law requires it we will ask for your consent again.
14. Contact and grievances
Bani Waraich, an individual in India, operating under the trade name Ledgerwick.
Email: waraichbani@gmail.com
The same address serves as our grievance contact under the DPDP Act. Write to us first — we would rather fix a problem than have you take it elsewhere — but your right to complain to a regulator is not conditional on doing so.