PRIVACY POLICY

1.1 Information You Provide Directly

When you register, request a demo, or contact us, we may collect:

• Full name and professional designation (e.g., Chartered Accountant, Finance Manager)
• Company or firm name and registered address
• Email address and mobile phone number
• GSTIN of your business entity (for GST compliance features)
• Billing information including UPI ID, bank account details, or card data (processed via PCI-DSS compliant payment gateways)
• Login credentials (username and hashed password)

1.2 Financial Documents and Accounting Data

The core function of our Platform requires processing financial documents. We collect and process:

• Bank statements (PDF, Excel, or scanned formats) from SBI, HDFC, ICICI, Axis, Canara, Bank of Baroda, IndusInd, IDFC First Bank, and others
• Purchase and sales invoices, credit notes, debit notes
• GST invoices and related compliance documents
• Tally voucher data, ledger masters, and accounting entries
• Payroll records and salary statements (if uploaded)

1.3 Automatically Collected Technical Data

When you access the Platform, our systems automatically log:

• IP address and device identifiers
• Browser type, operating system, and screen resolution
• Pages visited, features accessed, and time spent on each section
• Session tokens and authentication activity
• Error logs and crash reports
• Tally connector sync events (time, entry count, error status)

1.4 Cookies and Tracking Technologies

We use cookies, session tokens, and similar technologies for:

• Maintaining authenticated sessions (session cookies)
• Remembering user preferences (persistent cookies)
• Analytics to improve platform performance (first-party analytics)

You may control cookies via your browser settings. Disabling cookies may affect certain functionality.

We process your data for the following purposes and legal bases under India's Digital Personal Data Protection Act, 2023 (DPDPA) and applicable international standards:

2.1 Service Delivery

• Processing your uploaded documents and mapping transactions to Tally ledgers
• Executing real-time Tally sync, reconciliation, and GST validation
• Generating financial reports (P&L, Balance Sheet, Cash Flow)
• Sending entry sync confirmations, error alerts, and compliance notifications

2.2 Account and Billing Management

• Creating and maintaining your user account and role-based access settings
• Processing subscription payments and issuing GST-compliant invoices for our services
• Managing plan upgrades, downgrades, and cancellations

2.3 Compliance and Security

• Maintaining audit logs of all user actions as required for financial software integrity
• Detecting and preventing unauthorized access, fraud, and data breaches
• Complying with legal obligations under Indian law (IT Act 2000, DPDPA 2023, CGST Act)

2.4 Platform Improvement

• Analyzing aggregated, anonymized usage patterns to improve AI accuracy
• Training and validating our OCR and NLP models using anonymized transaction patterns — never raw financial documents with personally identifiable information
• Debugging and resolving technical issues

2.5 Communications

• Responding to demo requests, support tickets, and general inquiries
• Sending service announcements, product updates, and maintenance notices
• Sending marketing communications with your consent (opt-out available at any time)

We do not sell your personal or financial data to any third party. We may share information in the following limited circumstances:

3.1 Service Providers

We engage trusted third-party vendors who process data solely on our behalf under strict data processing agreements:

• Cloud infrastructure providers (data hosted within India where feasible)
• Payment gateway processors (PCI-DSS compliant)
• Email and SMS communication services
• Security and monitoring services (e.g., vulnerability scanning, intrusion detection)

3.2 Legal Requirements

We may disclose your data if required by:

• A court order, government directive, or statutory obligation under Indian law
• The Income Tax Department, GST authorities, or other regulatory bodies during official investigation
• To protect the rights, property, or safety of Ledger on AI, our clients, or the public

3.3 Business Transfers

In the event of a merger, acquisition, or sale of all or a portion of our assets, user data may be transferred to the acquiring entity. We will notify you of any such change via email and/or prominent notice on our Platform.

We retain your data for as long as necessary to fulfil the purposes outlined in this Policy:

• Account data: Retained for the duration of your subscription plus 2 years after account closure
• Financial documents and accounting data: Retained for 7 years as required by Indian accounting and tax laws
• Audit logs: Retained for 5 years for compliance integrity
• Support communications: Retained for 3 years
• Marketing preferences and consent records: Retained until consent is withdrawn
• We retain personal data only for as long as your subscription remains active. Upon expiry of the subscription, all data stored on our servers will be deleted.

Upon request for deletion, we will erase data not required to be retained by law within 30 days.

Ledger on AI implements enterprise-grade security measures consistent with a financial-grade platform:

• AES-256 encryption for all data at rest and TLS 1.2+ for all data in transit
• SOC 2 Type II compliant cloud infrastructure
• Role-Based Access Control (RBAC) with granular permissions
• Multi-factor authentication (MFA) available for all accounts
• Full audit logging of every action performed on the platform
• Regular penetration testing and vulnerability assessments
• Strict data access controls — our internal staff access client data only as necessary for support purposes

No security system is impenetrable. In the event of a data breach affecting your rights or freedoms, we will notify you as required by the DPDPA 2023 within the mandated timeframe.

Under the Digital Personal Data Protection Act, 2023 and applicable law, you have the following rights:

• Right to Correction: Request correction of inaccurate or incomplete personal data
• Right to Erasure: Request deletion of your personal data (subject to legal retention obligations)
• Right to Grievance Redressal: Lodge a complaint with our Data Protection Officer
• Right to Nominate: Nominate an individual to exercise your rights in the event of your death or incapacity

To exercise any of these rights, please contact us at:
Email: info@ledgeronai.com
Phone: +91 9654363446

We will respond to all verified requests within 30 days.

Our Platform is intended exclusively for use by business entities, Chartered Accountants, and finance professionals. We do not knowingly collect data from individuals under the age of 18. If we discover that a minor has submitted data to us, we will delete it promptly.

We primarily store and process your data within India. Where data is processed by third-party service providers outside India (e.g., cloud infrastructure with global regions), we ensure appropriate safeguards are in place including contractual data processing agreements aligned with DPDPA 2023 requirements.

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or business operations. We will notify you of material changes via email at the address associated with your account and by posting the updated policy on our website. Your continued use of the Platform after the effective date of the revised policy constitutes your acceptance of the changes.

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact our Data Protection Officer:

Fly On IT India Pvt Ltd(Ledger on AI)
Attn: Data Protection Officer
411 Pearl best height 1 NSP Delhi 110034
Email: info@ledgeronai.com
Phone: +91 9654363446
Website: www.ledgeronai.com
Business Hours: Monday – Saturday, 9:00 AM – 6:00 PM IST