Privacy Policy

1. Who we are and our role

LedgerOnCue is a bookkeeping and financial-management software service operated by USProFin Systems LLC, 175 Fontainebleau Blvd, Suite 2G4, Miami, FL 33172, United States ("we", "us"). This policy explains how we handle information when you visit or use LedgerOnCue.

LedgerOnCue is used by accounting and bookkeeping firms ("Firms") to serve their business clients. When a Firm uploads or manages its clients' records, the Firm decides what is collected and why, and we process that information on the Firm's behalf as its service provider. If you are a client of a Firm, the Firm's own privacy notice also applies to you, and you should send requests about your records to the Firm first. We will help the Firm respond.

2. Information we collect

Depending on how you use LedgerOnCue, we may process:

• Account and contact details: name, email, phone, business name and address, role, and login and multi-factor authentication records.
• Financial records: uploaded bank and card statements and other financial documents, transaction descriptions, amounts, dates, merchant names, account identifiers (such as the last digits of an account number), and balances.
• Vendor tax forms: W-9 information submitted through a secure link, including the vendor's name, address, tax classification, taxpayer identification number (SSN or EIN) and electronic signature evidence (date and time, IP address and browser), and other sensitive or confidential information the Firm requires to verify the vendor's identity, such as an image of a government-issued photo ID.
• Communications: support chat messages, questions sent to a Firm's clients and their answers, and emails.
• Client portal: the names, email addresses and login records of people a Firm invites to its client portal, the figures and documents the Firm shares there (which can include tax returns), files and messages exchanged with the Firm, and a log of portal activity. We process this on the Firm's behalf; the Firm decides what is shared and who can see it.
• Invoices: when a Firm or a business uses invoicing, the invoices it creates and the details of its customers that it enters (such as name, email, address, items and amounts). We process them on behalf of that business to issue, send and track the invoice. If the business creates a share link, anyone who has the link can view and download that invoice until the link expires (60 days) or the business turns it off; the business decides who receives it.
• Connected-account data, if a bank connection is used (see section 3).
• Billing and subscription records.
• Referral and sales partner records: the referral or partner code a Firm used and when, and, for a sales partner, the partner's name, contact details, signed partner agreement (with the evidence of that signature), Form W-9 status, commissions and payment records.
• Technical and security data: IP address, device and browser information, and activity and security logs.

Only upload documents or connect accounts that you are authorized to share.

3. Connected financial accounts (Stripe Financial Connections)

Connecting a bank account is optional and is available only where we have enabled it for a workspace. When it is used, the connection is made through Stripe Financial Connections, and you sign in with your bank or with Stripe. You never give your bank login credentials to LedgerOnCue. We receive only the data you authorize on the Stripe consent screen, such as account details, balances, and transactions.

We use this data only to keep books for the connected business: importing and classifying transactions, reconciling accounts, and preparing ledgers and reports. We do not use it to initiate payments, make lending or credit decisions, or prepare consumer reports. We do not sell it, use it for advertising, or share it with anyone other than our personnel and the service providers that help us provide this bookkeeping service. We do not send connected-account data to artificial-intelligence providers unless that use is described on the consent screen you accept. Stripe also processes this data under its own terms and privacy policy.

Invoice payments (Stripe Connect). If a business connects its Stripe account to collect invoice payments, we share with Stripe the invoice details needed to create the payment page (business name, invoice number, amount, currency, and the payer's name and email when provided). We receive from Stripe the business's Stripe account ID and connection status (including whether it can accept payments and whether its setup is complete), and for each payment its Stripe identifiers, amount and status. We do not receive or store card or bank account numbers. Stripe processes payment data under its own terms and privacy policy. The business is responsible for its own notices to its customers.

4. How we use information

We use information to:

• provide, maintain and secure LedgerOnCue;
• extract data from uploaded statements, suggest and record categories, reconcile accounts, and prepare ledgers and reports;
• run Firm and client workflows, including questions a Firm sends to its clients;
• provide support, including our support assistant;
• process subscriptions and billing;
• detect, investigate and prevent errors, fraud and abuse;
• comply with legal obligations.

Artificial intelligence. Uploaded statements and transaction details are processed by contracted AI providers to extract and suggest categories. Today these providers are OpenAI (directly or through Vercel AI Gateway) and, as a backup, Anthropic. Text entered in the support assistant is processed by OpenAI through Vercel AI Gateway. The assistant is designed to block text that looks like an SSN, EIN, account number, password, or security code. AI output can be wrong. Categories and reports should be reviewed by a qualified professional before they are used for tax filings or other important decisions.

Shared categorization knowledge. To improve category suggestions, LedgerOnCue uses the categories that businesses on the platform have approved for the same merchant. The shared data is a normalized merchant name and the standard account chosen. A shared answer is used only when businesses from at least three other Firms have categorized the same merchant, and at least three businesses, making up at least 80% of the votes, chose the same account. Where possible, the answer comes from businesses in the same industry sector. Shared answers never include amounts, dates, documents, or the identity of any Firm or business.

5. Who can see or receive information

• Your Firm and workspace. Authorized members of a Firm, and its clients, see information according to the permissions the Firm assigns.
• Our personnel. Authorized USProFin personnel may access information when needed to operate, secure and support the service. They can read the support chat messages you send us.
• Referral and sales partners. When a Firm joins with another Firm's referral code or with a sales partner's code, the referring Firm or the partner sees the joining Firm's name, when it joined and, for partners, its plan and the status of the commission. They never see the Firm's clients, books, documents, payment details or users.
• Service providers. We use providers for hosting and database (Vercel, Supabase), AI processing (OpenAI, Anthropic, Vercel AI Gateway), email (Resend), text and WhatsApp messages when enabled (Twilio), bank connectivity and invoice payments (Stripe), malware scanning of uploaded files on our own server hosted by Hetzner in the United States (files are scanned in memory and not stored), and payment processing. They act on our instructions under contracts that restrict their use of the data.
• Legal and safety reasons. We may disclose information when required by law or valid legal process, or to protect the rights and safety of users, the public, or the service.
• Business transfers. If our business is sold or reorganized, information other than connected-account data may be transferred under appropriate confidentiality protections, and this policy will continue to apply to it.

We do not sell personal information. We do not share it for targeted or cross-context behavioral advertising.

6. Where information is stored and how it is protected

Our primary database and application hosting are located in the United States. Some service providers may store backups, logs, or processing data in other locations under their own contracts. We use administrative, technical and physical safeguards, including role-based access, multi-factor authentication for privileged access, workspace isolation between Firms, encryption in transit, and audit logs. No online service can guarantee absolute security. If a security incident affects your information, we will investigate it and give the notices required by law and by our contracts.

7. Retention and deletion

We keep information while the Firm's workspace is active and afterwards only as long as needed to provide the service, keep accounting and audit records, meet legal obligations, resolve disputes, and protect security. Some records must be kept even after a deletion request. In that case, we will tell you why.

Vendor W-9 information and related sensitive or confidential information are kept in the platform for 12 months from submission. Before that period ends, the payer and the Firm are notified so they can download a complete copy for their own records; federal tax rules require the payer to keep it for 4 years. When the period ends, an authorized person of the Firm confirms the deletion, and a record of the deletion is kept.

We also keep encrypted backup copies, including offline backups under our control. These copies are deleted on a rotating schedule.

Disconnecting a bank account stops new data from being shared. It does not delete data already imported into the books or data held by Stripe. To delete that data, ask us or your Firm, and we will forward the request to Stripe when needed. You can also use Stripe's Financial Connections disconnection and deletion options, or write to privacy@stripe.com.

8. Your choices and requests

You may use LedgerOnCue without connecting a bank account by uploading documents instead. You may ask to access, correct, or delete your information, or to disconnect a bank account, by emailing support@ledgeroncue.com. If your records belong to a Firm's workspace, we may send your request to that Firm. We may need to verify your identity and authority before acting. Your rights depend on the law that applies to you. We will not discriminate against you for making a request.

9. Cookies

We use cookies and similar browser storage that are needed for login, security, preferences, and operation of the service. We do not use advertising cookies. If we ever add optional analytics or tracking, we will update this policy first and ask for consent where the law requires it.

10. Children and users outside the United States

LedgerOnCue is for businesses, accounting professionals, and their authorized adult users. It is not intended for children under 18, and we do not knowingly collect their information. The service is designed for customers in the United States.

11. Changes to this policy

We may update this policy when our features, providers, or legal obligations change. We will change the "Last updated" date. For material changes, we will give additional notice, such as in the app or by email.

12. Contact

USProFin Systems LLC, 175 Fontainebleau Blvd, Suite 2G4, Miami, FL 33172, United States · support@ledgeroncue.com