Privacy Policy

Last updated: 2026-08-06

The Property Ledger is a bookkeeping app for rental property owners, operated by [Company Legal Name] ("we", "us", "The Property 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. That includes:

• Your account email. Used to create and secure your account and to send you service messages (such as email verification and password resets).
• Your property and financial records. The data you enter to run your books — transactions, mileage, leases, loans, and receipts or documents you upload as images or PDFs.
• Tenant information you enter. If you record tenants, this can include tenant names, emails, phone numbers, lease terms, and deposits. You enter this data about your tenants; we process it on your behalf.
• 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 and generating the reports and summaries you ask for.
• To operate, secure, and support your account.

We do not sell your data. We do not use it for advertising. There is no third-party ad tracking in the app, and no analytics tracking is active at this time.

3. Where your data is stored

Your data is stored with Google Firebase — specifically Cloud Firestore (your records), Cloud Storage (your uploaded receipts and documents), 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, you are the party responsible for having a lawful basis to collect and store it and for giving your tenants any notice the law requires. The Property Ledger simply processes that information on your behalf so you can manage your rentals. We do not contact your tenants.

6. Third parties

• Google (infrastructure). Firebase provides our hosting, database, file storage, and authentication, as described above.
• 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. None currently active.
• AI receipt scanning (beta, optional). During the beta, receipt images you attach are analyzed by Google's Gemini model running inside our own Google Cloud project to pre-fill the entry for you; the images are not used to train AI models, and you can always type the entry in yourself instead.

Planned integrations (not yet live)

• Stripe (payments — planned). When paid plans launch, payments will be processed by Stripe. You would give your payment details directly to Stripe; we never see or store your card numbers.

This is not active today. We will update this policy before it launches.

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. Please choose a strong, unique password.

8. Keeping, exporting, and deleting your data

• Export. You can export a full JSON backup of your data from within the app at any time (in Reports).
• Delete your account. You can delete your account in the app under Account → delete. This removes the properties you own, their uploaded files, and your login.
• 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.

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

10. Children

The Property Ledger is a tool for property owners 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 [Company Legal Name] at [contact email].