Privacy Policy

LedgerlyPro (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains what data we collect, why we collect it, how we use and protect it, and the rights you have under UK GDPR.

LedgerlyPro is a financial management platform for UK self-employed individuals and small businesses, operated by Adam Parast. For UK GDPR purposes, Adam Parast trading as LedgerlyPro is the Data Controller for the personal data you provide.

This policy also covers the LedgerlyPro ChatGPT app, which is a separate, public information service described in Section 04 below.

See also our Data Protection Policy.

Personal Information

• Name, business name, email address
• Country and time zone
• Profile photo (optional)
• Sign-in provider and provider account identifier where you choose Google or Apple sign-in

Financial Records

When you add invoices, expenses, receipts, Controlled Statement Import data or accountant review data, we process that information to provide the bookkeeping features you request. You choose when to provide statement data for importing. We do not use those records for unrelated marketing and we do not sell your data.

Technical & Usage Data

• IP address and security/rate-limit information
• Browser type, device, operating system
• Pages visited and interactions inside the product
• Cookies (see Cookie Policy)

Receipt & Document Data

If you scan a receipt, upload an invoice, or attach a document, we process the image and extracted text to populate your expense or invoice record.

ChatGPT and LedgerlyPro are separate services. When you ask ChatGPT to use the LedgerlyPro app, OpenAI decides what part of your request to send to LedgerlyPro and sends a tool call over HTTPS to our public MCP endpoint. LedgerlyPro processes that call and returns a result to OpenAI. OpenAI then uses that result to prepare the answer shown in ChatGPT. Your use of ChatGPT is also governed by OpenAI’s own privacy terms and controls.

The two tools and the information they handle

• Search LedgerlyPro (search) receives a short text query containing the words ChatGPT selects from your request. We use it only to match those words against a fixed catalogue of official public LedgerlyPro product and UK bookkeeping information. It returns up to eight results. Each result contains only a public page ID, page title, ledgerlypro.co.uk URL and public summary text.
• Fetch LedgerlyPro page (fetch) receives the public page ID or exact LedgerlyPro URL selected from a search result. We use it only to return that catalogue entry. The result contains only its public page ID, title, ledgerlypro.co.uk URL and public summary text. If there is no matching entry, the tool returns a page-not-found error.

The tools do not accept attachments, receipt images, invoices, bank statements, transaction records or other files. They do not sign you in to LedgerlyPro, request or receive LedgerlyPro passwords, authentication tokens or account identifiers, connect to your LedgerlyPro account, read or change customer records, perform calculations, make payments or submit information to HMRC. No private bookkeeping or business data is returned by either tool.

A search query is free text. If you include a name, financial figure, business detail or other personal information in the ChatGPT request and OpenAI includes it in the search query, LedgerlyPro will receive that text even though the tool does not need it. Please use general search words and do not put private records, credentials, government identifiers, payment-card information or special-category data in a LedgerlyPro tool request.

Use, recipients and retention

LedgerlyPro uses tool inputs only to return the requested public information, operate and secure the endpoint, prevent abuse and diagnose failures. The MCP implementation does not write search queries, selected IDs or tool results to a LedgerlyPro customer account or database, and LedgerlyPro does not use them for advertising, profiling or AI-model training. Tool results are sent back to OpenAI and are not sent by the tool to any other third party.

Vercel hosts the endpoint and therefore processes ordinary network and operational information needed to deliver and protect the service, such as IP address, request time, route, response status and technical error information. LedgerlyPro does not deliberately put raw tool query text or tool output into its application logs. Operational records are kept according to the hosting configuration and provider retention limits, and only for as long as reasonably needed for security, abuse prevention and fault investigation, unless a longer period is required by law. The public catalogue and returned summaries are product content rather than user records and remain until LedgerlyPro updates or removes them.

Disconnecting or uninstalling the LedgerlyPro app in ChatGPT stops future tool calls but does not delete your ChatGPT conversation; use OpenAI’s controls for that conversation. Because this public integration creates no LedgerlyPro account and stores no tool inputs or outputs in LedgerlyPro’s customer database, there is no separate ChatGPT-app account record to close. You may still contact us to ask whether we hold personal data about a request and to exercise the rights in Section 11.

We use your data to:

• Provide the bookkeeping, invoicing and payroll-summary services you signed up for
• Process subscription payments via Stripe
• Send transactional emails (verification, password reset, invoice reminders, accountant packs)
• Improve the product (aggregated analytics only)
• Comply with legal obligations (e.g. retention of financial records)
• Detect and prevent fraud or abuse

Under UK GDPR we rely on the following legal bases:

• Contract — to provide the services you’ve subscribed to.
• Consent — for optional features such as marketing emails.
• Legitimate Interests — to keep the service secure, improve product quality, and prevent fraud, where this does not override your rights.
• Legal Obligation — e.g. retaining financial records for HMRC-mandated periods.

You can withdraw consent at any time; this does not affect prior lawful processing.

LedgerlyPro uses AI to assist with expense categorisation, receipt scanning, anomaly detection and written summaries. This involves automated processing of the data you upload.

AI suggestions are estimates and may not always be accurate. They do not produce automated decisions with legal or similarly significant effects on you — every AI output is reviewable and editable. AI does not replace an accountant.

For the optional AI features inside a signed-in LedgerlyPro account, LedgerlyPro sends the information needed for the selected feature to OpenAI through its API. OpenAI processes that information as our service provider under its API data controls. This is separate from the public ChatGPT app described in Section 04.

Explicit consent required. On our mobile apps, LedgerlyPro asks for your explicit permission before sending any receipt image, expense detail, transaction / invoice information, bookkeeping data, or question you ask Margaret to a third-party AI provider. On the web, the same disclosure applies and can be reviewed here at any time. We do not send any data to an AI provider before you tap Agree in the in-app consent prompt.

You can decline. If you decline AI consent, you can still use every non-AI feature of LedgerlyPro — invoicing, manual expense entry, payroll, mileage, VAT and Making Tax Digital records, dashboard, bank matching, reports and exports. Only features that need an AI provider (AI receipt scanning, AI expense categorisation, Margaret, AI insights) will be disabled.

You can withdraw at any time. Open the app, go to More → Privacy and AI (or on the web, Account settings), and tap Withdraw AI consent. From that moment we will stop sending new data to an AI provider for those optional features. Information already processed remains subject to the provider’s applicable retention rules and any legal requirements.

Depending on the features you choose, relevant data may be processed by:

• Vercel — website, API and MCP hosting and operational logs
• MongoDB — storage for LedgerlyPro account and bookkeeping records
• Stripe — subscriptions, payment processing and optional Financial Connections features
• Resend — transactional email delivery
• OpenAI — optional AI categorisation, receipt scanning, summaries and other AI features after consent
• Google and Apple — sign-in and, where used, mobile subscription verification
• Plausible, PostHog and Google Analytics — site or product analytics, subject to the controls described in our Cookie Policy
• HMRC — only for a configured HMRC connection and the action you request; availability and scope depend on the feature’s current status

We disclose only the information needed for the relevant service. We do not sell your data. We may also disclose information where required by law, to protect legal rights, or to investigate fraud or misuse.

Some providers process information outside the UK. Where UK data-protection law requires a transfer safeguard, we rely on the mechanism applicable to that provider and transfer, such as:

• Standard Contractual Clauses (SCCs)
• Adequacy decisions where applicable

We keep each category only for as long as it is needed for the purpose for which it was collected. The period depends on the type of record:

• Account and bookkeeping records are kept while the account is active and until deletion, subject to records we must keep for legal, tax, dispute or fraud-prevention reasons.
• Financial and transaction records that LedgerlyPro must retain for its own legal or tax obligations are kept for the applicable statutory period. Your own business record-keeping duties may be different.
• Short-lived verification, password-reset, OAuth exchange, confirmation and rate-limit records expire or are removed when they have served their security purpose.
• Support, billing and security records are kept for as long as needed to resolve the enquiry, administer the relationship, prevent repeat abuse, establish or defend legal claims, and meet legal obligations.
• ChatGPT tool-call data follows the specific approach in Section 04: the MCP code does not store inputs or outputs in the customer database, while hosting operational records follow the hosting configuration and provider limits.

When an account owner completes the confirmed deletion flow in Settings → Danger Zone, LedgerlyPro deletes the user record and the account records covered by that workflow, including invoices, expenses, private files, notifications and stored HMRC credentials, and attempts to cancel and remove the related Stripe customer. Records belonging to another business workspace are not deleted merely because a member leaves or deletes their own login. Provider records, backups, security logs, records needed by law and anonymised statistics may remain until their applicable retention period ends. Contact us if you need deletion assistance or want confirmation of the scope of a deletion.

Under UK GDPR you have the right to:

• Right of access — access the personal data we hold about you
• Right to rectification — rectify inaccurate or incomplete data
• Right to erasure — erase your data (“right to be forgotten”)
• Right to restrict processing — restrict processing in specific circumstances
• Right to object — object to processing based on legitimate interests
• Right to data portability — receive your data in a portable format
• Right to withdraw consent — at any time where consent was the legal basis
• Rights relating to automated decision-making — where applicable under UK GDPR

To exercise any of these rights, contact support@ledgerlypro.co.uk.

If you’re unhappy with how we handle your personal data, you have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO):

• Website: ico.org.uk
• Helpline: 0303 123 1113

We’d appreciate the chance to address your concern directly first — please email us before raising a complaint.

Safe to Spend and Mortgage Readiness may process optional balance-source metadata, reserve settings, income evidence statuses, profit history and property or deposit assumptions to provide planning estimates. These scenarios are kept separate from accounting records and can be reset.

Voice Evidence Notes, when enabled, process audio to create a transcript for your review. The product must show the configured provider, processing location, retention and model-training terms before recording begins. Audio is not used to identify you or create a voiceprint.

Financial values, partner income, customer names, transcripts and recording URLs are not included in ordinary product analytics. This section requires final human legal and privacy review before the related features are publicly enabled.

We use:

• Encryption in transit (TLS) and at rest
• Role-based access controls intended to limit access to authorised purposes
• Security monitoring, rate limiting and dependency review

For privacy questions or to exercise your rights: support@ledgerlypro.co.uk