Privacy Policy — Bank To Ledger

1. Overview

Bank To Ledger ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains what information we collect, how we use it, and your rights regarding that information.

2. Information We Collect

Account information: Your name and email address, collected via our authentication provider (Clerk) when you create an account.
Conversion metadata: File name, page count, date, and row count for each conversion — used to show your history. No financial transaction data is stored.
Credit transaction records: Purchases and usage of credits, retained for billing and audit purposes.
Usage data: Aggregate, anonymised usage statistics for improving the Service. No personally identifiable information is shared with analytics providers.
Localization & Currency: To provide a seamless user experience, we process your approximate location based on your IP address. This allows us to automatically display the correct currency symbols and ensure compliance with regional payment regulations via DODO Payments.
Fraud Prevention & Fair Use: To prevent system abuse and ensure fair access for all users, we monitor IP addresses to enforce daily conversion limits for anonymous (non-logged-in) users. This data is used strictly for security and credit-limiting purposes.
Security Logs: We collect standard server logs (including IP addresses) to detect and mitigate fraudulent activities, "credit tricking," and unauthorized access attempts.

3. What We Do NOT Store

We maintain a strict zero financial data retention policy:

Uploaded PDF bank statements are processed entirely in isolated server RAM.
Extracted transaction rows (amounts, dates, descriptions) are never written to disk or any database.
Converted output files (Excel, Tally XML, etc.) are held in memory for a maximum of 1 hour, after which they are permanently deleted.

4. How We Use Your Information

To provide, maintain, and improve the Service.
To manage your account and credit balance.
To send service-related communications (e.g. credit purchase confirmation).
To detect and prevent abuse or fraudulent activity.

5. Data Sharing

We do not sell, rent, or share your personal information with third parties for marketing purposes. We may share data with:

Clerk — our authentication provider, for identity management.
Payment processors — solely for processing subscription billing and one-time top-up purchases.
Legal authorities — if required by applicable law.

6. Data Security

All data in transit is encrypted via TLS 1.3 (AES-256). Account data is stored in a managed PostgreSQL database with access controls. We regularly review and update our security practices.

7. Your Rights

You have the right to access, correct, or delete your account data at any time. To request account deletion, visit Settings → Security → Delete Account, or contact us directly.

8. Cookies & Tracking

We use only essential session cookies required for authentication. We do not use tracking or advertising cookies.

Essential Cookies: We use only essential session cookies required for user authentication and security. These are necessary for the website to function.
No Third-Party Tracking: We do not use advertising, marketing, or behavioral tracking cookies.
Local Storage: We may use your browser's local storage to remember your preferred currency or session state to improve performance.

9. Subscription, Refund & Cancellation Policy

Bank To Ledger offers three monthly subscription plans — Starter ($30/month, 100 credits), Professional ($50/month, 300 credits), and Enterprise ($100/month, 800 credits). New accounts receive 5 complimentary credits at sign-up with no payment card required. There are no trial periods, no overage charges, and no per-credit fees beyond the chosen plan. Active subscribers may purchase one-time top-up packs ($40 for +200 credits, $80 for +500 credits); top-up credits expire at your next monthly renewal and do not roll over.

You can cancel your subscription at any time from Billing → Subscription. Cancellation takes effect at the end of your current 30-day cycle — you retain full access until that date and will not be charged again.

Because every credit immediately consumes AI-processing capacity the moment it is used, used credits are non-refundable. If a technical issue on our end prevents a conversion from completing, the credit is automatically returned to your account. Unused monthly credits do not roll over into the next cycle. For exceptional circumstances, please contact our support team and we will review on a case-by-case basis.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of material changes by updating the "Last updated" date above. Continued use of the Service constitutes acceptance of the revised policy.

10. Contact

For any privacy-related questions or requests, please contact us via the Contact page.