1. Introduction
PilotLedger ("we," "us," or "our") operates the cloud-based accounting software platform at www.pilotledger.net (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service. We are committed to protecting your privacy and handling your financial data with the highest standards of security and confidentiality.
2. Information We Collect
We collect information to provide and improve our accounting software service. The types of information we collect include:
Account Information
- Name, email address, and password
- Company name and business information
- Billing address and payment information
- Phone number (optional)
Financial Data
- Transaction records and financial statements
- Invoice and expense data
- Bank account information for reconciliation (read-only access)
- Customer and vendor contact information
- Tax-related information and reports
Usage Data
- IP address, browser type, and device information
- Pages visited and features used within the Service
- Date, time, and duration of sessions
- Referring URLs and search terms
- Error logs and performance data
3. How We Use Your Information
We use the collected information for the following purposes:
- Service Delivery: To provide, operate, and maintain our accounting software
- Account Management: To create and manage your account, process payments, and handle subscriptions
- Customer Support: To respond to inquiries, troubleshoot issues, and provide technical assistance
- Product Improvement: To analyze usage patterns and improve our features and user experience
- Communication: To send service updates, security alerts, and promotional materials (with your consent)
- Legal Compliance: To comply with applicable laws, regulations, and legal processes
- Security: To detect, prevent, and address fraud, security breaches, and technical issues
4. Data Security
We implement industry-standard security measures to protect your financial data:
- Encryption: All data is encrypted in transit (TLS 1.3) and at rest (AES-256)
- Secure Infrastructure: Our servers are hosted in SOC 2 Type II certified data centers
- Access Controls: Strict role-based access controls and multi-factor authentication
- Regular Audits: Routine security assessments and penetration testing
- Backup Systems: Automated daily backups with geographic redundancy
- Employee Training: Regular security awareness training for all staff
While we strive to protect your data using commercially reasonable measures, no system is completely secure. We encourage you to use strong passwords and enable two-factor authentication on your account.
5. Data Sharing and Disclosure
We do not sell your personal or financial data. We may share your information only in the following circumstances:
- Service Providers: With trusted third-party vendors who assist in operating our Service (payment processors, hosting providers, analytics tools) under strict confidentiality agreements
- Bank Integrations: With financial institutions you authorize for bank reconciliation features
- Legal Requirements: When required by law, court order, or government request
- Business Transfers: In connection with a merger, acquisition, or sale of assets, with notice to users
- With Your Consent: When you explicitly authorize us to share specific information
6. Cookies and Tracking Technologies
We use cookies and similar technologies to enhance your experience:
- Essential Cookies: Required for the Service to function (authentication, security)
- Analytics Cookies: Help us understand how users interact with our Service
- Preference Cookies: Remember your settings and preferences
You can manage cookie preferences through your browser settings. Disabling certain cookies may affect the functionality of our Service.
7. Data Retention
We retain your data for as long as your account is active or as needed to provide our Service. After account termination, we retain data for 30 days to allow for data export, after which it is permanently deleted. Some information may be retained longer if required by law (e.g., financial records for tax compliance) or for legitimate business purposes (e.g., resolving disputes).
8. Your Rights and Choices
You have the following rights regarding your data:
- Access: Request a copy of the personal data we hold about you
- Correction: Update or correct inaccurate information
- Deletion: Request deletion of your personal data (subject to legal requirements)
- Export: Download your financial data in standard formats (CSV, PDF)
- Opt-Out: Unsubscribe from marketing communications at any time
- Restrict Processing: Limit how we use your data in certain circumstances
To exercise these rights, contact us at privacy@pilotledger.net. We will respond to requests within 30 days.
9. International Data Transfers
Our servers are located in the United States. If you access our Service from outside the US, your data may be transferred to and processed in the US. We ensure appropriate safeguards are in place for international transfers, including Standard Contractual Clauses where applicable.
10. Children's Privacy
Our Service is designed for business use and is not intended for children under 18. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child, we will promptly delete it.
11. Third-Party Links
Our Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.
12. Changes to This Policy
We may update this Privacy Policy periodically. We will notify you of material changes via email or through the Service at least 30 days before they take effect. The "Last updated" date at the top of this page indicates when the policy was last revised. Your continued use of the Service after changes become effective constitutes acceptance of the updated policy.
13. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
- Privacy inquiries: privacy@pilotledger.net
- General support: support@pilotledger.net
- Website: www.pilotledger.net/contact