Effective Date: December 23, 2025

Last Updated: September 16, 2026

1. Introduction

Ledger IQ ("we," "us," or "our") provides software that turns client trial balances into import files for Lacerte, UltraTax CS, and Drake Tax to streamline tax return preparation (the "Service"). We are committed to protecting your privacy and the confidentiality of your financial data.

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service. By using our Service, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Information You Provide

Account Information: Name, email address, phone number, company name, billing information
Waitlist Information: Name, email address, firm name, and the tax software you use, if you join our software waitlist
Support Communications: Information you provide when contacting customer support

2.2 Financial Data You Upload

Trial Balance Data: Trial balances and account information from files you upload, such as Excel or CSV exports from QuickBooks or other accounting software
Journal Entries: Adjusting, reclassifying, and tax journal entries you create in the Service
Mapping Data: Account mappings, tax line assignments, and import files generated for Lacerte, UltraTax CS, or Drake Tax
Client Information: Information about your clients necessary for tax return preparation

2.3 Automatically Collected Information

Usage Data: Features used, pages visited, time spent, frequency of use
Device Information: IP address, browser type, operating system, device identifiers
Log Data: Access times, error logs, performance data

2.4 Cookies and Tracking Technologies

We use cookies, web beacons, and similar technologies to enhance user experience, analyze usage patterns, and maintain session information.

3. How We Use Your Information

We use collected information for the following purposes:

Service Delivery: To provide, maintain, and improve our Service, including trial balance uploads, journal entries, and import files for your tax software
Authentication: To verify your identity and maintain secure access to your account
Data Processing: To process trial balances, facilitate adjusting entries, and generate mapped outputs
Customer Support: To respond to inquiries, troubleshoot issues, and provide technical assistance
Service Improvements: To analyze usage patterns and improve features and functionality
Security: To detect, prevent, and address fraud, security issues, and technical problems
Compliance: To comply with legal obligations, including tax regulations and financial reporting requirements
Communications: To send service-related notifications, updates, and security alerts

4. Legal Basis for Processing (GDPR)

For users in the European Economic Area (EEA), our legal bases for processing include:

Contract Performance: Processing necessary to provide the Service you've requested
Legitimate Interests: Improving our Service, preventing fraud, and ensuring security
Legal Compliance: Meeting regulatory and legal obligations
Consent: Where you've provided explicit consent for specific processing activities

5. Data Sharing and Disclosure

5.1 Third-Party Service Providers

We share data with trusted service providers who assist in operating our Service:

Cloud Infrastructure Providers: For secure data storage and processing
Payment Processors: To process purchases and billing transactions
Customer Support Tools: To manage and respond to support requests

All third-party providers are contractually obligated to maintain data confidentiality and security.

5.2 Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change and any choices you may have.

5.3 Legal Requirements

We may disclose information when required by law, including:

Complying with subpoenas, court orders, or legal processes
Responding to government or regulatory requests
Enforcing our Terms of Service
Protecting our rights, property, or safety, or that of others
Investigating fraud or security issues

5.4 With Your Consent

We may share information with third parties when you explicitly authorize us to do so.

5.5 No Sale of Personal Information

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

6. Data Security

We implement industry-standard security measures to protect your information:

Encryption: Data is encrypted in transit (TLS/SSL) and at rest (AES-256 or equivalent)
Access Controls: Role-based access controls and multi-factor authentication
Network Security: Firewalls, intrusion detection, and regular security audits
Employee Training: Staff are trained on data privacy and security protocols
Third-Party Certifications: We work with SOC 2 compliant service providers where applicable
Regular Assessments: Periodic security assessments and vulnerability testing

However, no method of transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

7. Data Retention

We retain your information for as long as necessary to:

Provide the Service and maintain your account
Comply with legal, tax, and accounting obligations (typically 7 years for financial records)
Resolve disputes and enforce our agreements
Support legitimate business purposes

When data is no longer needed, we securely delete or anonymize it. You may request deletion of your data subject to our legal retention obligations.

8. Your Rights and Choices

8.1 Access and Portability

You have the right to access your personal information and request a copy in a portable format.

8.2 Correction

You may update or correct inaccurate information through your account settings or by contacting us.

8.3 Deletion

You may request deletion of your account and associated data, subject to legal retention requirements.

8.4 Opt-Out

Marketing Communications: Unsubscribe from promotional emails via the link in each message
Cookies: Adjust browser settings to refuse cookies (may impact Service functionality)

8.5 Data Restriction

You may request that we restrict processing of your information in certain circumstances.

8.6 Objection

You may object to processing based on legitimate interests.

8.7 Withdraw Consent

Where processing is based on consent, you may withdraw it at any time.

To exercise these rights, contact us at privacy@ledgeriq.ai.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. When we transfer data internationally, we implement appropriate safeguards, including:

Standard Contractual Clauses (SCCs) approved by the European Commission
Ensuring recipients are Privacy Shield certified (where applicable)
Adequacy decisions by relevant authorities

10. Children's Privacy

Our Service is not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware of such collection, we will take steps to delete the information promptly.

11. Third-Party Software

Our Service works with files exported from accounting software such as QuickBooks and produces import files for Lacerte, UltraTax CS, and Drake Tax. We do not connect to these products or share your data with their vendors. This Privacy Policy does not cover the privacy practices of these third-party products. We encourage you to review their privacy policies:

12. California Privacy Rights (CCPA)

California residents have additional rights under the California Consumer Privacy Act:

Right to Know: Request disclosure of personal information collected, used, and shared
Right to Delete: Request deletion of personal information
Right to Opt-Out: Opt-out of the sale of personal information (Note: We do not sell personal information)
Right to Non-Discrimination: Exercise privacy rights without discriminatory treatment

To exercise these rights, contact us at privacy@ledgeriq.ai.

13. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by:

Posting the updated policy with a new "Last Updated" date
Sending email notification to your registered email address
Displaying a prominent notice within the Service

Your continued use of the Service after changes become effective constitutes acceptance of the updated policy.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Ledger IQ

Privacy Officer