Privacy policy

1Information we store

When you create an account, Ledgerly stores:

• Your name, email address and mobile number (a mobile number is required to sign up)
• A password hash, a one-way scrambled version we can check against but can't read
• Your profile photo, if you upload one
• Your passkey public key, if you turn on fingerprint or face log-in
• Your display preferences, such as dark mode and text size, so they follow you between devices

2Room and expense data

When you use rooms, we store what's needed for the shared workflow to work for everyone in the room:

• Rooms, their members, room photos and room settings (currency and month closing day)
• Bills, custom splits, approvals and recurring bill schedules
• Receipts you attach (images or PDFs)
• Comments, mentions, edit history, budgets, closed months and settlement status
• Invitations, including the email address an invitation was sent to
• Notifications, such as "Arbin added a bill", and a record of emails sent (recipient, subject and whether it was delivered)

3Your personal finance

The income and expenses you record in Finance are stored on our server so you can see them on any device. They are linked only to your account and are never shown in any room or to other users.

The wage calculator works differently: your workplaces, hourly rates, logged hours and clocked shifts are saved only in your browser on that device, and are not sent to our server (see section 8).

4Who can see what

Ledgerly has two kinds of data with different visibility.

5Uploaded files

• Receipts are stored privately, outside the public part of the website. They can only be downloaded by signed-in members of the room the bill belongs to.
• Profile and room photos are stored at long, random web addresses so they can be shown in the app. Anyone given the exact address could open the image, so only upload photos you're comfortable sharing.
• Every upload is checked for type and size (receipts up to 5 MB, photos up to 2 MB) and can't be run as code on our server.

6How we use your information

• To log you in and keep your account secure
• To split bills, calculate balances and show month-end settlements
• To send invitations, bill notifications and password-reset codes
• To protect the service from abuse, and to fix problems and improve the app

We don't sell your data and we don't use it for advertising.

7Security and activity records

To keep accounts safe, Ledgerly keeps a security log that the site administrator can review. It records:

• Log-ins and failed log-in attempts, including the email address that was typed
• Account changes, such as a new password, email or passkey, and password-reset requests
• Changes made by the administrator to users, rooms and bills
• For each entry, the IP address and browser details it came from

Security log entries are deleted automatically after 12 months. To limit repeated guessing, we also keep short-lived counters of recent attempts, which are cleared within a day.

8Data saved in your browser

Ledgerly doesn't use advertising or tracking cookies. To work, it saves a few things in your browser's local storage on each device:

• A sign-in token and your basic profile, so you stay logged in. They're removed when you log out. If you untick "Keep me logged in", you're signed out when you close the tab.
• Your wage calculator data
• Small preferences, such as rooms you've hidden, whether you've seen the app tour, and cached display settings

If you clear your browser data or switch devices, anything saved only in the browser won't come with you. Your rooms, bills and personal finance entries are kept on our server.

9Services we rely on

• Hosting: Ledgerly runs on servers provided by Hostinger, where your data is stored.
• Email: invitations, notifications and reset codes are sent through our hosting provider's mail service.
• Fonts: pages load their fonts from Google Fonts, so your browser connects to Google, which can see your IP address.
• Exchange rates: the public site statistics use currency rates our server fetches from a public rates service. No personal data is sent.

10Payments

Ledgerly records whether a settlement is marked paid or unpaid. It doesn't process, hold or move money, and it never asks for card or bank details.

11How we protect it

Passwords and reset codes are stored only as hashes, and reset codes expire after 10 minutes. Passkey log-in uses public-key cryptography, so nothing secret leaves your device. Changing your password signs you out on every other device. Room data and receipts are only served to signed-in members of that room, and attempts are rate-limited to stop guessing.

No online service can promise perfect security, so please use a strong password and keep your devices protected.

12How long we keep it

We keep your account and room data while your account is active. A room's host can delete the room once it has had no bill activity for more than a month, which removes its bills, receipts and balances for everyone.

If your account is deleted, your profile, personal finance entries, passkeys, notifications and room memberships are removed. Bills you paid in shared rooms stay with the room so the other members' balances still add up, but they're shown as from a former member, without your name or contact details. Security log entries follow the 12-month limit in section 7.

13Your choices and rights

• See and correct your name, email, mobile, photo and password from your account at any time
• Export your personal records and room bills as CSV or a printable PDF
• Leave a room, or delete a room you host when it's eligible
• Ask us for a copy of your data, or to delete your account and personal data

14Changes to this policy

When this policy changes, we'll update the date at the top of this page. For significant changes, we'll also let you know in the app or by email.

15Contact

Questions about your data, or want something exported or deleted? Get in touch and we'll reply as soon as we can.