Privacy Policy

1. Information We Collect

Yourailedger.com provides the YourAILedger product. We collect information needed to provide, secure, and improve the YourAILedger platform.

Account Information

We may collect: Name, email address, company name, user role, login details, subscription status, billing status, account settings, and support requests.

Business Data

You may create, upload, import, or store business records inside YourAILedger, including: customers, orders, products, inventory, suppliers, containers, shipping records, payments, expenses, commissions, employee records, payroll-related settings, tax reminder records, documents, notes, reports, and audit trail activity.

Imported Data

If you import data from QuickBooks, CSV files, spreadsheets, ecommerce platforms, supplier files, or other systems, YourAILedger may process the data you choose to upload or connect.

Payment and Subscription Data

We may collect information related to your subscription, such as subscription status, plan selected, payment status, billing dates, the customer or subscription ID supplied by the provider identified at checkout, and transaction reference numbers. PayPal information may also be processed for separately enabled customer invoice payments. YourAILedger does not ask users to send raw card numbers, payment passwords, bank passwords, or full payment credentials by email or support message.

Technical and Usage Information

We may collect: IP address, browser type, device type, operating system, pages visited, features used, login times, error logs, security events, and cookies needed for login and platform functionality.

2. How We Use Information

YourAILedger uses information to operate and improve the platform. We may use information to:

• Create and manage your account
• Provide access to YourAILedger features
• Process subscriptions and billing
• Import and organize business records
• Generate dashboards, reports, alerts, and summaries
• Show cash-at-risk, payment, inventory, shipping, commission, and owner-control insights
• Support data export and CPA-ready reporting
• Provide customer support
• Send service notices and account updates
• Detect errors, suspicious activity, and unauthorized changes
• Maintain audit logs
• Improve platform performance and reliability
• Comply with legal obligations
• Enforce our Terms of Service

3. AI Features and Data Use

YourAILedger may use AI-assisted tools to help generate summaries, alerts, recommendations, report explanations, category suggestions, and business insights.

AI features may process the business data you choose to store, upload, or connect to YourAILedger.

YourAILedger does not use your private business data to train public AI models unless you give permission or unless this is clearly disclosed in a separate agreement.

AI-generated outputs may be incomplete or incorrect. Users are responsible for reviewing AI summaries, alerts, reports, tax reminders, payroll estimates, and recommendations before relying on them.

4. Business Data Ownership

You own the business records you create, upload, import, or store in YourAILedger.

YourAILedger does not sell your business data.

YourAILedger does not claim ownership of your customer lists, product lists, supplier records, financial records, payroll records, tax records, reports, or uploaded documents.

5. Data Security

YourAILedger uses administrative, technical, and organizational safeguards designed to protect your information. These safeguards may include:

• Encryption in transit
• Encryption at rest where supported
• Password-protected accounts
• Role-based permissions
• Owner-control settings
• Audit trail logging
• Restricted employee access
• Secure payment processing through third-party providers
• Protection against unauthorized account access
• Monitoring for suspicious activity
• Data export controls
• Administrative review of sensitive actions

YourAILedger does not ask users to provide bank passwords. If bank connections or payment tools are used, they should be handled through secure third-party providers.

No system is 100% secure, but YourAILedger is designed to reduce risk and protect sensitive business information.

6. Owner Controls and Audit Logs

YourAILedger may log sensitive activity to help business owners review changes and detect problems. Audit logs may include:

• User logins
• Record changes
• Deleted records
• Balance adjustments
• Payment status changes
• Commission changes
• Inventory adjustments
• Payroll setting changes
• Tax setting changes
• Export activity
• User role changes
• Owner approval actions
• Expert access activity

Audit logs help owners understand who changed what, when it changed, and whether approval was required.

7. Data Sharing

YourAILedger does not sell, rent, or trade personal information or business data. We may share limited information only when needed to operate the platform, provide services, or comply with legal obligations.

Service Providers

We may share information with trusted service providers that help operate YourAILedger, such as: hosting providers, payment processors, email delivery providers, analytics and error-monitoring tools, database providers, customer support tools, security providers, and bank connection or payment providers if enabled. These providers may only access information needed to perform their services.

Payment Providers

Subscription payments may be processed by the third-party provider identified in the authorized checkout. PayPal may be used separately for enabled customer invoice payments. YourAILedger does not ask users to send raw card numbers, payment passwords, or bank passwords by email or support message.

Expert Network Sharing

If you choose to work with a CPA, bookkeeper, payroll specialist, tax professional, or other expert through the YourAILedger Expert Network, you control what information is shared. YourAILedger may allow you to: share your screen, share selected reports, share uploaded documents, share a CPA packet, grant temporary view-only access, and revoke expert access. Experts should only access information you approve. Expert access may be logged in the audit trail.

Legal Requirements

We may disclose information if required by law, subpoena, court order, government request, or to protect the rights, safety, security, or property of YourAILedger, our users, or others.

8. Data Retention

While an account is active, data availability is subject to the account's plan, permissions, integrations, and platform settings.

YourAILedger does not currently promise one fixed post-cancellation retention or access period. Retention can vary by data type and by operational, security, legal, tax, accounting, fraud-prevention, dispute, and backup requirements.

Post-subscription access, including export-only access, is not guaranteed. If an account specifically displays export-only status, its duration is not promised.

Data may be restricted, deleted, archived, anonymized, or retained where required for an applicable purpose. No advance deletion notice is guaranteed unless required by law.

9. Exporting Your Data

You may export records available to your plan while the account is active. If your account specifically displays export-only status, use the available tools promptly because continued access is not guaranteed. Exports may include:

• Customers
• Orders
• Payments
• Expenses
• Inventory
• Suppliers
• Shipping records
• Commissions
• Reports
• Audit logs
• CPA packets
• Uploaded documents where available

Available export formats may include CSV, Excel, PDF, or ZIP files.

10. Your Choices and Rights

Depending on your location and applicable law, you may have rights to:

• Access your information — You may access your account and business records through YourAILedger.
• Correct your information — You may update or correct inaccurate records through the platform.
• Export your information — You may export available records in supported formats.
• Delete your account — You may request deletion of your account, subject to legal, financial, security, backup, and retention requirements.
• Limit access — Owners may manage user roles, permissions, temporary expert access, and account access settings.
• Contact support — You may contact YourAILedger for privacy-related questions or requests.

11. Cookies and Tracking

YourAILedger uses cookies and similar technologies for essential platform functions, including: login authentication, session security, account preferences, platform performance, fraud prevention, and error detection.

YourAILedger does not use cookies to sell your data. YourAILedger does not use cookies for third-party advertising tracking unless clearly disclosed and enabled in the future.

You may disable cookies in your browser, but some platform features may not work properly.

12. Email Communications

YourAILedger may send implemented service-related emails, such as password resets, security alerts, support responses, and account or billing updates. Do not rely on an email as proof of subscription cancellation or as advance notice of data deletion or retention changes.

Marketing emails, if used, should include an unsubscribe option.

Service and security emails may still be sent when necessary to operate your account.

13. Children's Privacy

YourAILedger is intended for business users and is not directed to children. YourAILedger is not intended for users under 18.

We do not knowingly collect personal information from children. If we learn that a child has provided personal information, we will take reasonable steps to delete it.

14. International Users

YourAILedger operates in the United States. If you access YourAILedger from outside the United States, your information may be transferred to, stored in, or processed in the United States or other locations where our service providers operate.

By using YourAILedger, you understand that your information may be processed outside your country of residence.

15. Data Breach and Security Incidents

If YourAILedger becomes aware of a security incident involving personal information or sensitive business data, we will investigate and take appropriate action.

When required by law, YourAILedger will provide notice to affected users or authorities.

Users should keep their passwords secure, use strong account credentials, and limit access to trusted team members.

16. Third-Party Links and Integrations

YourAILedger may link to or integrate with third-party services, such as the subscription payment provider displayed at checkout, PayPal for enabled customer invoice payments, QuickBooks, bank connection providers, state tax portals, payroll providers, email providers, and expert service providers.

Third-party services have their own privacy policies and security practices. YourAILedger is not responsible for the privacy practices of third-party services that you choose to use.

17. Changes to This Privacy Policy

YourAILedger may update this Privacy Policy from time to time. If we make material changes, we may notify users by email, in-app notice, or another reasonable method.

Continued use of YourAILedger after changes become effective means you accept the updated Privacy Policy.

18. Contact Us

For privacy questions, requests, or concerns, contact:

YourAILedger Support
info@yourailedger.com

Please include your account email and business name so we can review your request.