Privacy Policy

Last updated: 2026-10-30

The Ledger is property management and bookkeeping software 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. Names of other people living at a property that a landlord records, such as a subtenant or occupant.
• 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 short videos, with any sound they record), 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 receipts@in.thepropertyledger.app. The message and its attachments, so the app can read and 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, whose name they are in (you, you and your spouse, or other people or a company), 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.
• Message receipts. When you send a message or problem report in the app, we record whether its email alert went out and when the other person first opened it, and we show both of you whether and when it was seen. Receipts can't be turned off and are kept as long as the message.
• 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, but 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, and a daily count of new accounts by how they arrived (our site, a direct visit or a join link), not linked to anyone. 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 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 the founder has chosen, one address at a time. Papers you email to receipts@in.thepropertyledger.app are accepted only when the From address is your account's verified sign-in email. Other mail is turned away. Accepted papers land in your Inbox and nothing is filed until you tap. We take up to 50 a day, and a paper you don't file within 90 days is deleted. We check only the From address, so look over anything in your Inbox before you file it.
• 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, and the website visit records described in section 6, 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 advertising trackers and no outside analytics company in the app or on this site. Google reCAPTCHA and Google Fonts are listed in section 6.

3. Where your data is stored

Your data is stored with Google Firebase, hosted in the United States: Cloud Firestore (your records), Cloud Storage (your uploaded papers), and Firebase Authentication (your login). 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.

If you assign a repair to someone, they see only that job: the address, the problem, photos, your tenant's first name and the entry window.

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.
• Google reCAPTCHA and Google Fonts. Google reCAPTCHA checks that requests come from the real app; Google's Privacy Policy and Terms apply. Google Fonts serves our typefaces and receives your IP address.
• 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 send to receipts@in.thepropertyledger.app. It handles the recipient's address and the message. A forwarded paper you do not file is removed after 90 days, at the next email or sign-in.
• 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.
• U.S. Census Bureau (county lookup). To find a property's county, we send its street address, without the unit number, to the U.S. Census Bureau's public address lookup. We send nothing else with it and keep only the county name.
• Website visits. When you visit our public website, we record which pages you open, the site or link that brought you, how far you scroll, what you tap, how long you stay, whether you're on a phone, tablet or computer, and whether the visit looks like it came from a bot. A random visit number ties the pages of one visit together. It's kept in your browser only until you close the tab, and it isn't a cookie. We don't store your IP address, name or email with these records, and we delete them after 90 days (daily totals may be kept longer). If your browser sends a Global Privacy Control signal, we only count the page view. Nothing from the app, the tenant portal or the deal calculator's figures is included, and no outside analytics company gets these records.

Stored on your device

The app keeps a copy of your books (including posted and waived fees and your online-payment status with Stripe), 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. The app sets no advertising or tracking cookies. Google reCAPTCHA may set its own (section 6). On the public website, a random visit number is kept until you close the tab (see Website visits). 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 your account. Applications are kept for 25 months after the landlord's decision or the applicant's withdrawal, then deleted. A landlord can delete one sooner. Only the owner and editors can see applications. Messages and repair reports are kept as long as the property is on the landlord's account, and deleted with it. The server also keeps about 30 earlier versions of each property's books so a mistake can be undone, and copies in our backups are deleted as the backups age out. Usage counts and error reports are kept for 12 months, then deleted. Repair photos and videos are kept as long as the report and deleted with the property when the account is 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. In the app, go to Account → Delete. Your account closes at once and is deleted for good 30 days later. Until then you can sign in and restore it, and no reminders or new charges go to your tenants (they still get a receipt for a payment already on its way), and nothing is charged to you. On day 30 we delete everything: your properties, their history and earlier versions, uploaded files and receipts, tax papers, inboxes and your login. Copies in our backups are deleted as the backups age out. We keep only a billing record (your email, plan, the dates and amounts charged, and the terms you agreed to), and, if you unsubscribed from our emails, a note so we never email you again, for as long as tax and consumer law require, and anything we are legally required to keep. To have your account deleted sooner, write to hello@thepropertyledger.app. 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.