Privacy Policy

Last updated: 2026-09-29

The Ledger is a bookkeeping app for rental property owners, operated by The Ledger Tech LLC ("we", "us", "The Ledger"). This policy explains what information the app handles, how it is used, and the choices you have. We have tried to write it in plain English.

1. Information we collect

We collect only what the app needs to keep your books and run the features you use. That includes:

Your account. Your email address, and a name or photo if you add one. Used to create and secure your account and to send you service messages (such as email verification, password resets and receipts for your plan).
Your property and financial records. The data you enter or bring in to run your books - entries, mileage, leases, loans, and the papers you upload or forward (receipts, closing statements, mortgage statements, tax forms and bills, bank statements and spreadsheets) as images, PDFs or files.
Tenant information you enter. If you record tenants, this can include tenant names, emails, phone numbers, lease terms, rent and deposits. You enter this data about your tenants; we process it on your behalf.
Tenants and applicants who use the tenant portal. If your landlord invites you to the portal, we keep your account email, the messages and repair reports you send (including photos), and your rent payments' status. If you apply for a rental, we keep what you put on the application - your name, phone, email, current address, move-in date, household size, pets, monthly income, employer and how long you have worked there, a reference, and your note - and your consent for the landlord to contact your references and employer. We collect this on behalf of that landlord. We never collect Social Security numbers; any screening is done by a screening company the landlord chooses, on its own site.
Billing. If you pay for Premium, Stripe collects your card and billing address. We receive your plan, its status, the dates and the amounts - never your full card number.
Rent paid online. Payments run through Stripe. We receive each payment's amount, date, method (bank or card) and status - never the tenant's full bank or card number.
Emails you send to your receipts address. The message and its attachments, so the app can file them.
Private beta requests. If you ask to join the private beta from our home page, we keep your email address, how many rental doors you have and what you use today, and when you asked - so the founder can write to you. Nothing is sent automatically. To have your request deleted, write to hello@thepropertyledger.app.
Notification subscriptions. If you allow notifications, your browser gives us a subscription address for this device, which we keep until you turn notifications off.
How the app is used, and what goes wrong. The app keeps its own usage counts (which feature was used, the app version and a small shape of the event - never amounts, names, addresses or files) and error reports (the error, the page, the app version and your browser type), linked to your account so we can fix problems. See section 2.
Approximate location - only if you use the GPS mileage or map-pin features. When you choose to use those features, your device shares your location so the app can work out an address or calculate a driving route. We do not track your location in the background, and we do not follow your movements over time.

2. How we use your information

To provide the bookkeeping service - storing your records, reading the papers you give it, and producing the statements, packages and exports you ask for.
To operate, secure, and support your account, and to bill for Premium.
Emails. We send service emails (account, security, billing), the monthly summary if you turn it on, and - when a landlord sets them up - portal invites, rent reminders, receipts and charge notices to that landlord's tenants. If you ask us to email you a deal from the calculator, or tick the box for product updates, we store that email address and the date and place you gave it. Update emails go out about once a month and every one carries an unsubscribe link; unsubscribing removes you from the list. We never add an address to the list without that tick. During the beta, the founder may send an invitation to a person he has chosen, one address at a time.
Notifications. If you allow them, the app sends notifications to your device (for example, when rent arrives). You can turn them off in the app or in your browser at any time.
Improving the app. We read the usage counts and error reports described above to find what breaks and what people struggle with. They are kept with Google and read only by us.
Moolah conversations. Questions you ask Moolah on the homepage or in the app's help mode, and her answers, are kept anonymously - no account, email or IP address is attached, and email addresses, phone numbers and card- or SSN-shaped numbers are removed before anything is saved. We read these to find what people struggle with and improve the app. What-if discussions about your own properties are never kept. Anonymous transcripts are deleted after 180 days.

We do not sell your personal information or share it for advertising. There are no third-party ad trackers or third-party analytics in the app or on this site.

3. Where your data is stored

Your data is stored with Google Firebase - specifically Cloud Firestore (your records), Cloud Storage (your uploaded papers), and Firebase Authentication (your login) - hosted in the United States. Google acts as our sub-processor / service provider: it stores and processes the data on our behalf under its own security and privacy commitments.

4. Sharing data with people you invite

You can invite other people - for example a spouse or partner, a bookkeeper, or your CPA - to a specific property. When you do, you expose that property's data to the people you invite, including any tenant personal information recorded on that property.

You control these invitations and you are responsible for them. Only invite people who should see that property's records, and remove access when it is no longer needed.

5. Tenant data - your responsibility as the landlord

When you enter information about your tenants, or receive it through the tenant portal or a rental application, you are the party responsible for having a lawful basis to collect and keep it, for giving your tenants and applicants any notice the law requires, and for any decision you make with it. The Ledger processes that information on your behalf so you can manage your rentals.

For tenant and applicant information, the landlord decides what is collected and why; The Ledger keeps it on the landlord's behalf. The Ledger is not a consumer reporting agency and does not run credit or background checks.

We contact your tenants only when you set that up - a portal invitation, rent reminders and receipts, charge notices, and replies in the portal's messages.

6. Third parties

Google (infrastructure). Firebase provides our hosting, database, file storage, and authentication, as described above.
Google Gemini (reading papers). The papers you give the app - receipts, closing and mortgage statements, tax forms and bills, bank statements, leases - are read by Google's Gemini model inside our own Google Cloud project to pre-fill your records, which you then check. Moolah's answers come from the same model. Under Google Cloud's terms for this service, Google does not use this content to train or fine-tune its AI models without our permission, and we have not given it. You can always type an entry in yourself instead.
Stripe (payments). Stripe processes Premium subscriptions and works out any sales tax from your billing address. It also runs rent paid online: each landlord connects their own Stripe account, and Stripe collects that landlord's identity and bank details directly under its own agreement; tenants pay through Stripe's own payment page. We never see or store full card or bank account numbers.
Brevo (email). Brevo sends the app's emails and receives the emails you forward to your receipts address. It handles the recipient's address and the message.
Your browser's push service. If you allow notifications, a short notification is carried by your browser maker's push service (for example Google, Apple or Mozilla).
Google Maps / OpenStreetMap (geocoding). When the app calculates a driving distance, it sends address text only to Google Maps or OpenStreetMap geocoding services to look up coordinates and routes. No account or financial data is sent with it.
Analytics. No third-party analytics. If that changes, this policy changes first.

Stored on your device

The app keeps a copy of your books, your recent receipts and its own files on your device so it opens fast and works with no signal, and your browser keeps your sign-in. We use no advertising or tracking cookies. On a shared computer, tick "This isn't my device" at sign-in and nothing is kept on it; signing out removes the tax papers kept on the device.

7. Security

Your data is encrypted in transit and at rest through Google Cloud, and access is enforced on a per-property basis so only you and the people you have invited to a property can reach its data. That said, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security. If a breach affects your information, we'll tell you as the law requires. Please choose a strong, unique password.

8. Keeping, exporting, and deleting your data

How long we keep it. Your records stay until you delete them or your account. The server also keeps about 30 earlier versions of each property's books so a mistake can be undone, and our backups age out within about 10 weeks. Usage counts and error reports are kept for 12 months, then deleted.
Export. You can export a full backup of your data from within the app at any time (Tax time → For your CPA).
Delete your account. You can delete your account in the app under Account → delete. This removes the properties you own, their history and earlier versions, their uploaded files, and your login. Stripe keeps its own payment records as the law requires it to.
Data you contributed to someone else's property. If you were invited to another user's property (for example as an editor), content you added there belongs to that property and remains with it after you leave or delete your own account. Changing or deleting that data is governed by the property owner's account.
A note on receipts. When you upload receipts or images, please avoid capturing full card or bank account numbers - you do not need them for your books, and leaving them out keeps your records safer.

9. Your rights

You can access, export, correct, and delete your data using the tools in the app. Depending on where you live, you may have additional rights under laws such as the GDPR or the CCPA/CPRA - for example the right to know what personal data we hold, to request a copy, to ask for corrections or deletion, and to object to certain processing. We do not sell personal information. Tenants and applicants can ask their landlord, or us, about the information held about them.

To exercise these rights, use the in-app export and delete tools, or contact us at hello@thepropertyledger.app and we will respond within a reasonable time.

10. Children

The Ledger is a tool for property owners and their tenants and is not directed to anyone under 18. We do not knowingly collect personal information from children.

11. Changes to this policy

We may update this policy as the app changes. When we do, we will revise the "Last updated" date above, and we will provide more prominent notice if the changes are significant.

12. Contact

Questions about this policy or your data? Contact The Ledger Tech LLC at hello@thepropertyledger.app.