LedgerOptic Privacy Policy

Last Updated: June 26, 2025

LedgerOptic, located at Suite 541, Waterman Caribbean Park, 44 Lakeview Drive, Scoresby, Victoria 3179 ("LedgerOptic", "we", "us", or "our"), is committed to protecting your privacy and personal information. This Privacy Policy outlines how we collect, use, disclose, store, and manage your personal information in accordance with the Australian Privacy Principles (APPs) set out in the Privacy Act 1988 (Cth).

By accessing or using our website at https://ledgeroptic.com/ (the "Website") or our software, you agree to the collection, use, and disclosure of your personal information as described in this Privacy Policy.

1. Collection of Personal Information

We collect personal information that is reasonably necessary for us to provide our services, improve our products, and conduct our business operations. The types of personal information we may collect include:

  • Contact Information: Names, email addresses.
  • Account Information: Usernames, passwords (stored securely and encrypted).
  • Payment Information: Details required for billing and processing payments (e.g., credit card details, bank account information).
  • Technical Data: IP addresses, device information (e.g., device type, operating system, browser type), unique device identifiers.
  • Usage Data: Information about how you interact with our Website and software, such as features accessed, pages viewed, time spent, and other statistical information related to your use of our services.
  • Location Data: If enabled by your device settings.
  • Third-Party Data: Information uploaded by you from third-party services, such as accounting software (e.g., Xero).

We do not knowingly collect any sensitive personal information (such as health information, racial or ethnic origin, political opinions, religious beliefs, sexual orientation) or biometric data. If we become aware that we have inadvertently collected such data, we will take all reasonable steps to delete it promptly.

2. How We Collect Personal Information

We collect personal information through various methods, including:

  • Directly from You: When you register for an account, fill out forms on our Website (e.g., contact forms, registration forms, payment forms), make inquiries, use our services, or communicate with us directly.
  • Automatically through Software Usage: Our software may automatically collect usage data and device information as you interact with it to provide and improve our services.
  • Through Cookies and Tracking Technologies: As described in Section 7 of this policy.
  • From Third-Party Partners: While we do not have direct integrations currently, you may choose to upload data from third-party accounting software like Xero, which may contain personal information.

3. Purposes for Collecting, Holding, Using, and Disclosing Personal Information

We collect, hold, use, and disclose your personal information for the following purposes:

  • To Provide Services: To deliver, operate, and maintain our software and services, fulfill contractual obligations, and manage your account.
  • To Improve Products/Services: To understand how our services are used, identify areas for improvement, and develop new features and offerings.
  • For Marketing and Promotional Purposes: To send you updates, newsletters, promotional materials, and information about our products and services that may be of interest to you. You can opt-out of marketing communications at any time.
  • For Customer Support: To respond to your inquiries, provide technical support, and resolve issues related to our services.
  • For Billing and Payment Processing: To process transactions, manage subscriptions, and send invoices.
  • For Security and Fraud Prevention: To protect our systems and users from unauthorised access, fraud, and other malicious activities.
  • For Legal and Regulatory Compliance: To comply with applicable laws, regulations, and legal processes (e.g., responding to lawful requests from government or law enforcement agencies).
  • For Internal Research and Development: For internal business analysis, product development, and to enhance our operational efficiency.
  • For Analytics: To monitor and analyse trends, usage, and activities in connection with our services to improve user experience and functionality.

LedgerOptic does not use any data uploaded to our platform to train AI models.

4. Disclosure of Personal Information

We may disclose your personal information to the following categories of third parties:

  • Cloud Hosting Providers:
    • Digital Ocean (Sydney region)
    • Amazon S3 (Sydney region)
    • Ploi (Netherlands)
  • Payment Processors: Stripe
  • Analytics Providers: Mixpanel
  • Customer Support & Bug Reporting Platforms: Bugsnare
  • Email Marketing & CRM Services: Sendgrid, Zoho
  • Third-Party Data Uploads: Data from services like Xero processed within our systems
  • Legal and Regulatory Authorities: Where required by law or to protect rights and safety

We do not sell, rent, or trade your personal information to third parties for their direct marketing purposes.

5. International Data Transfers

Some of our third-party service providers are located outside of Australia, including the Netherlands (Ploi) and potentially the USA (Stripe, Mixpanel, Bugsnare, Sendgrid, Zoho). We take reasonable steps to ensure compliance with Australian Privacy Principles when transferring personal information overseas. By using our services, you consent to this transfer.

6. Data Storage and Security

We store personal information primarily on servers in Sydney, with some processing in the Netherlands and elsewhere. We implement security measures such as:

  • Encryption (in transit and at rest)
  • Access controls
  • Firewalls
  • Regular security audits
  • Employee training
  • Multi-factor authentication (MFA)
  • Secure data disposal (electronic and third-party compliance)
Data Breach Response Plan
  • Containment of the breach
  • Assessment of scope and impact
  • Notification of affected parties and OAIC if required
  • Review and Improvement to prevent recurrence

7. Data Retention

We retain personal information while your account is active and as required for legal and operational purposes. When no longer needed, data is securely destroyed or de-identified.

8. Cookies and Tracking Technologies

We use cookies to collect usage and technical data. Types include:

  • Strictly Necessary: For core functionality
  • Performance/Analytics: (e.g. Mixpanel) to analyse usage trends
  • Functionality: Remember login and preferences

We do not use targeting/advertising cookies. By using the site, you accept our cookie usage. Browser settings can be used to manage cookies.

9. Your Rights and Accessing Your Personal Information

You may:

  • Access your personal data
  • Request corrections
  • Opt for anonymity or pseudonymity where lawful and practical

To exercise these rights:

We aim to respond within 30 days. If unsatisfied, you may contact the OAIC (oaic.gov.au).

10. Children's Privacy

Our services are not for users under 18. We do not knowingly collect data from children. If we discover such data, it will be deleted promptly.

11. Changes to this Privacy Policy

This policy may change over time. The "Last Updated" date reflects the latest version. Continued use of our services indicates your consent to updated terms.

12. Contact Us

If you have questions or complaints, contact our Privacy Officer:

Email: hello@ledgeroptic.com