Ledgery
LEGAL · UK GDPR

Privacy policy

Ledgery handles your tax records, so we keep this short and specific: what we collect, why we hold it, who else sees it, and how long we keep it.

LAST UPDATED 3 AUGUST 2026
VERSION 1.0
DATA HELD IN THE UK & EEA
THE SHORT VERSION
We never sell your data
Not to advertisers, data brokers or lenders. Ever.
HMRC only, on your instruction
Nothing is submitted until you press submit.
You can export or delete
Take your records out as CSV at any time.
01

Who we are

Ledgery Ltd is the data controller for the personal data described in this policy. We are a company registered in England and Wales (company number 17378245) with a registered office at [registered address], and we are registered with the Information Commissioner’s Office (registration [ICO number]).

For anything about your data, write to privacy@ledgery.co.uk.

02

What we collect

CATEGORY
EXAMPLES
Account details
Name, email address, password hash, phone number if you give one.
Tax identifiers
National Insurance number, Unique Taxpayer Reference, trading name and address, property addresses.
Financial records
Income and expense entries, categories, invoices you raise, receipt images, and the figures in each quarterly update.
Billing
Subscription status and payment references. Card details go straight to our payment processor — we never see or store them.
Technical
IP address, device and browser type, and a log of sign-ins and submissions.
03

Why we use it, and our lawful basis

Running your account and filing your updates
CONTRACT
We need your records to build each quarterly update and your final declaration, and to submit them to HMRC when you tell us to.
Keeping records HMRC can audit
LEGAL OBLIGATION
Digital record-keeping rules require us to retain submission receipts and the figures behind them.
Security, fraud prevention and support
LEGITIMATE INTERESTS
Sign-in logs let us spot account takeover and answer support questions accurately.
Product emails and deadline reminders
CONSENT
Deadline reminders are part of the service; marketing emails are opt-in and every one has an unsubscribe link.
04

Receipt scanning and AI

When you photograph a receipt or invoice, the image is sent to an automated document-reading service that extracts the supplier, date, total and VAT, and suggests an expense category. We use this only to save you typing.

Your receipts are not used to train third-party AI models. Our providers process them under contract and delete them after processing.
Suggestions are suggestions. Nothing is filed on the strength of an automated categorisation alone — you review every quarter before it goes to HMRC, so there is no solely automated decision-making with legal effect.
You can turn scanning off in Settings and enter expenses manually instead.
05

Who we share it with

We do not sell your data and we do not share it for advertising. We use a small number of processors, each bound by contract to act only on our instructions:

HMRC
Receives your quarterly updates and final declaration when you submit them.
Cloud hosting
UK and EEA data centres hold your records and receipt images.
Payment processor
Takes your subscription payment and holds your card details, not us.
Document reading
Extracts the figures from receipts you upload.
Email delivery
Sends reminders, receipts and support replies.
Your accountant
Only if you invite them, and only for as long as you leave access on.

Where a processor is outside the UK, transfers are covered by the UK International Data Transfer Addendum or adequacy regulations. A current list of processors is available on request.

06

How long we keep it

DATA
RETENTION
Tax records and submission receipts
6 years after the tax year
Receipt images
6 years, or until you delete them
Account details
While active, then 30 days
Sign-in and audit logs
12 months
Early-access email addresses
Until you unsubscribe

Closing your account deletes it after 30 days, but we must keep filed figures for the statutory period above. We will tell you exactly what is retained when you ask us to close.

07

Security

Data is encrypted in transit with TLS and at rest. Passwords are hashed, never stored in readable form. Access to production data is limited to named staff who need it, logged, and protected by two-factor authentication. We take daily encrypted backups and test restores.

If a breach affects your data we will tell you and the ICO within 72 hours of becoming aware, along with what happened and what to do about it.

08

Your rights

Under UK GDPR you can ask us to:

Give you a copy of everything we hold about you
Correct anything inaccurate
Delete data we have no legal reason to keep
Export your records in a portable format
Restrict or object to certain processing
Withdraw consent for marketing at any time

Email privacy@ledgery.co.uk and we will respond within one month. There is no charge.

09

Cookies

We use strictly necessary cookies to keep you signed in and to protect the sign-in form. These do not need consent and cannot be turned off without breaking the app.

We use privacy-friendly, aggregated analytics (Vercel Analytics) to count page views. It sets no cookies and builds no cross-site profile of you.

We also use Google Analytics to understand how visitors find and use this site. Google Analytics sets cookies in your browser and, under Google’s own privacy policy, may combine this data with information from other sites and apps you visit. We do not use it to serve you adverts, and we do not sell or share the data it collects with anyone other than Google as our analytics processor. You can opt out using Google’s browser add-on or your browser’s cookie/tracking-protection settings. We run no other third-party advertising or tracking pixels.

10

Changes and complaints

If we make a material change to this policy we will email you at least 14 days before it takes effect. Previous versions are available on request.

If you are unhappy with how we handle your data, tell us first — then, if we cannot put it right, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

Questions about your data?
A person reads every one of these, usually same day.
privacy@ledgery.co.uk
LedgeryContact
LEGAL · UK GDPR

Privacy policy

Ledgery handles your tax records, so we keep this short and specific: what we collect, why we hold it, who else sees it, and how long we keep it.

UPDATED 3 AUG 2026
VERSION 1.0
DATA HELD IN UK & EEA
THE SHORT VERSION
We never sell your data
Not to advertisers, data brokers or lenders. Ever.
HMRC only, on your instruction
Nothing is submitted until you press submit.
You can export or delete
Take your records out as CSV at any time.
01

Who we are

Ledgery Ltd is the data controller for the personal data described in this policy. We are a company registered in England and Wales (company number 17378245) with a registered office at [registered address], and we are registered with the Information Commissioner’s Office (registration [ICO number]).

For anything about your data, write to privacy@ledgery.co.uk.

02

What we collect

Account details
Name, email address, password hash, phone number if you give one.
Tax identifiers
National Insurance number, Unique Taxpayer Reference, trading name and address, property addresses.
Financial records
Income and expense entries, categories, invoices you raise, receipt images, and the figures in each quarterly update.
Billing
Subscription status and payment references. Card details go straight to our payment processor — we never see or store them.
Technical
IP address, device and browser type, and a log of sign-ins and submissions.
03

Why we use it, and our lawful basis

CONTRACT
Running your account and filing your updates
We need your records to build each quarterly update and your final declaration, and to submit them to HMRC when you tell us to.
LEGAL OBLIGATION
Keeping records HMRC can audit
Digital record-keeping rules require us to retain submission receipts and the figures behind them.
LEGITIMATE INTERESTS
Security, fraud prevention and support
Sign-in logs let us spot account takeover and answer support questions accurately.
CONSENT
Product emails and deadline reminders
Deadline reminders are part of the service; marketing emails are opt-in and every one has an unsubscribe link.
04

Receipt scanning and AI

When you photograph a receipt or invoice, the image is sent to an automated document-reading service that extracts the supplier, date, total and VAT, and suggests an expense category. We use this only to save you typing.

Your receipts are not used to train third-party AI models. Our providers process them under contract and delete them after processing.
Suggestions are suggestions. Nothing is filed on the strength of an automated categorisation alone — you review every quarter before it goes to HMRC, so there is no solely automated decision-making with legal effect.
You can turn scanning off in Settings and enter expenses manually instead.
05

Who we share it with

We do not sell your data and we do not share it for advertising. We use a small number of processors, each bound by contract to act only on our instructions:

HMRC
Receives your quarterly updates and final declaration when you submit them.
Cloud hosting
UK and EEA data centres hold your records and receipt images.
Payment processor
Takes your subscription payment and holds your card details, not us.
Document reading
Extracts the figures from receipts you upload.
Email delivery
Sends reminders, receipts and support replies.
Your accountant
Only if you invite them, and only for as long as you leave access on.

Where a processor is outside the UK, transfers are covered by the UK International Data Transfer Addendum or adequacy regulations. A current list of processors is available on request.

06

How long we keep it

Tax records and submission receipts
6 years after the tax year
Receipt images
6 years, or until you delete them
Account details
While active, then 30 days
Sign-in and audit logs
12 months
Early-access email addresses
Until you unsubscribe

Closing your account deletes it after 30 days, but we must keep filed figures for the statutory period above. We will tell you exactly what is retained when you ask us to close.

07

Security

Data is encrypted in transit with TLS and at rest. Passwords are hashed, never stored in readable form. Access to production data is limited to named staff who need it, logged, and protected by two-factor authentication. We take daily encrypted backups and test restores.

If a breach affects your data we will tell you and the ICO within 72 hours of becoming aware, along with what happened and what to do about it.

08

Your rights

Under UK GDPR you can ask us to:

Give you a copy of everything we hold about you
Correct anything inaccurate
Delete data we have no legal reason to keep
Export your records in a portable format
Restrict or object to certain processing
Withdraw consent for marketing at any time

Email privacy@ledgery.co.uk and we will respond within one month. There is no charge.

09

Cookies

We use strictly necessary cookies to keep you signed in and to protect the sign-in form. These do not need consent and cannot be turned off without breaking the app.

We also use privacy-friendly, aggregated analytics to count page views. It sets no advertising cookies and builds no cross-site profile of you. We run no third-party advertising or tracking pixels.

10

Changes and complaints

If we make a material change to this policy we will email you at least 14 days before it takes effect. Previous versions are available on request.

If you are unhappy with how we handle your data, tell us first — then, if we cannot put it right, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

Questions about your data?
A person reads every one of these, usually same day.
privacy@ledgery.co.uk