Security at PilotLedger

1. Encryption in transit

Every connection to PilotLedger, the website, the app and the customer portal, uses HTTPS with TLS. Data travelling between your browser and our servers is encrypted, and plain HTTP requests are redirected to HTTPS.

2. Accounts and passwords

• Passwords are hashed with bcrypt before they are stored. We never store your password in plain text and cannot see it. Customer portal passwords are hashed the same way.
• Password resets use a single-purpose link sent to the email address on the account.
• Email verification confirms that a new account's address belongs to the person who signed up.

Use a strong, unique password for PilotLedger, ideally generated by a password manager, and do not share logins. Each person should have their own user account so the audit log shows who did what.

3. Sessions

• Server-side validation. Every request is checked against a session record on our server, not just a token in your browser. If a session has expired or been revoked, access stops immediately.
• Revocable sessions. Signing out revokes your session on the server, and sessions can be revoked for all of a user's devices, for example when a password is reset or an account is disabled.
• Secure cookies. Session cookies are HTTP-only, so scripts on the page cannot read them, and secure, so they are only sent over HTTPS. They expire automatically.
• Session records store the IP address and browser user agent of each sign-in, which helps us investigate suspicious activity.

4. Access control inside your organization

• Roles and permissions. Owners and admins decide what each team member can see and do, so an invited bookkeeper or staff member only gets the access they need.
• Audit log. PilotLedger records changes made in your books, who made them and when, so you can review the history and spot mistakes or unexpected activity.
• Customer portal users can see only the invoices and quotes that belong to them, and only when you have turned the portal on.

5. Keeping each customer's data separate

PilotLedger is a multi-tenant service: many businesses use the same application. Every record belongs to an organization, and the application checks the signed-in user's organization on every request so one customer's data is never returned to another.

6. Infrastructure, storage and backups

• Hosting. The application runs on Vercel and our primary database is a managed MySQL service. All servers and databases are located in the United States.
• Encrypted backups. Databases are backed up, and backups are encrypted. When an account is closed, its data is permanently deleted within 90 days and backup copies roll off within a further 30 days.
• Least-privilege access. Only the personnel who need production access to run and support the service have it, and they access customer data only when needed, for example to resolve a support request you raise.
• Vendors. We use a small number of established providers. See the full list on our Subprocessors page.

7. Payments

PilotLedger never sees or stores your full card number. Subscription payments are processed by Stripe, which collects card details directly. Stripe is certified as a PCI DSS Level 1 Service Provider; that certification is Stripe's, not ours. We keep only your subscription status and the Stripe identifiers that link your account to it.

8. Your data, your control

• Export. You can export reports and lists to CSV or print them at any time.
• Account closure. To close your account and delete your data, contact us at support@pilotledger.net.
• No AI training, no ads. We do not use your books to train AI models and we do not sell your data. See our Privacy Policy.

Business customers can find our contractual security and data protection commitments in the Data Processing Addendum.

9. Certifications: what we do and do not claim

PilotLedger does not currently hold SOC 2 or ISO 27001 certification, and we have not published a third-party security audit. We would rather tell you that plainly than imply otherwise. If your organization needs specific security information for a vendor review, email support@pilotledger.net and we will answer what we can.

10. If something goes wrong

If we become aware of a security incident that affects your personal data or Customer Data, we will investigate, contain it, and notify affected customers without undue delay and as required by law and our DPA.

11. Report a vulnerability

If you believe you have found a security vulnerability in PilotLedger, please email support@pilotledger.net with the subject "Security report" and include:

1. A description of the issue and where it occurs.
2. Steps to reproduce it, or a proof of concept.
3. The impact you believe it has.
4. How we can contact you.

Please act in good faith: do not access or change other customers' data, do not degrade the service (no denial-of-service testing), do not use social engineering or physical attacks, and give us reasonable time to fix the issue before disclosing it publicly. We will acknowledge your report, keep you updated and will not pursue action against researchers who follow these guidelines. We do not currently run a paid bug bounty program.

12. Contact

PILOTLAB LLC, 304 S. Jones Blvd, Las Vegas, NV 89107, United States. Email support@pilotledger.net or call +1 888 370 6801. Use of PilotLedger is governed by our Terms of Service.