Privacy Policy

1. Who we are

Ledgera is a bookkeeping and accounting service operated by [YOUR COMPANY LEGAL NAME], registered at [YOUR REGISTERED ADDRESS, COLOMBO, SRI LANKA]. In this policy, “Ledgera”, “we”, and “us” refer to that entity. We act as the data controller for the personal data described in section 2.

This policy explains what we collect, why, how we use it, and the rights you have under the Sri Lankan Personal Data Protection Act, No. 9 of 2022 (PDPA) and other applicable laws.

2. What we collect

We collect only what we need to run the service:

• Account data — your name, email, password (hashed with bcrypt; we never see the plaintext), preferred locale, role within your company.
• Business records — invoices, bills, contacts, transactions, journal entries, and other accounting data you create or upload while using Ledgera. This data belongs to you; we hold it on your behalf.
• Payment-gateway data — when you connect PayHere or OnePay, we store the relevant API credentials (encrypted at rest with AES-256-GCM) and receive webhook confirmations of payments. We do not see or store cardholder data; that lives with the gateway.
• Support correspondence — emails you send us, and metadata about the conversations.
• Technical logs — IP address, user agent, request timestamps, error reports (via Sentry when enabled). Used for security, debugging, and rate-limiting.
• Cookies — strictly necessary cookies for session management (NextAuth), theme preference, and language. We do not use third-party advertising or analytics cookies.

3. Why we collect it (lawful bases under PDPA)

• To perform our contract with you — keeping the service running, storing your records, sending invoices on your behalf, processing payments through your chosen gateway.
• Legitimate interests — preventing fraud and abuse, improving the product, securing the platform.
• Legal obligation — Sri Lankan tax law may require us to retain certain records for prescribed periods.
• Consent — for any marketing emails (if and when we send them; you can opt out at any time).

4. Who we share it with

We do not sell your data. We share narrowly with:

• Hosting and infrastructure providers (Railway, Vercel, or equivalent) — to run the service. They process your data on our instructions only.
• Payment gateways you choose to connect (PayHere, OnePay) — only when you explicitly initiate a payment.
• Email delivery (your configured SMTP provider) — to send invoices, reminders, and account emails.
• Error monitoring (Sentry, when enabled) — for tracking and fixing bugs. Personal data in error reports is kept to the minimum needed for triage.
• Sri Lankan authorities — only when required by law, valid legal process, or to protect against imminent harm.

5. Where data is stored

Your data may be stored or processed outside Sri Lanka, including in countries where our cloud providers operate data centres. When we transfer personal data internationally, we rely on contracts and the security commitments of those providers to ensure an adequate level of protection consistent with the PDPA.

6. How long we keep it

We keep your account and business records for as long as your account is active. After you close your account:

• We retain accounting records for the period required by Sri Lankan law (currently five years from the end of the relevant year of assessment for tax purposes), then delete or anonymise them.
• Technical logs are retained for up to 90 days for security and debugging.
• Audit log entries within your tenant are kept for the life of your account; the most recent 5,000 entries are included in any backup you download.

7. Your rights

Under the PDPA you have the right to:

• Access the personal data we hold about you.
• Correct inaccurate data — most fields are editable directly in the app; for the rest, contact us.
• Port your data — every Ledgera tenant can download a complete JSON export of its records at Settings → Backup & restore.
• Delete your data, subject to the legal-retention obligations in section 6.
• Withdraw consent for any processing based on consent (e.g. marketing emails).
• Lodge a complaint with the Data Protection Authority of Sri Lanka.

To exercise any of these rights, email privacy@ledgera.app. We aim to respond within 30 days.

8. Security

• HTTPS in transit; TLS 1.2+ on all endpoints.
• Passwords hashed with bcrypt (cost factor 12). We never store or transmit plaintext passwords.
• Gateway credentials and other merchant secrets encrypted at rest with AES-256-GCM, keyed off a value (AUTH_ENCRYPTION_KEY) we never store alongside the ciphertext.
• Strict tenant isolation — every read and write is scoped by companyId at the database layer.
• Audit logs of every create / update / delete / send / payment action, retained per section 6.

No system is perfectly secure. If we discover a breach affecting your data, we will notify you and the relevant Sri Lankan authority as required by law.

9. Children

Ledgera is intended for businesses and adults. We do not knowingly collect data from anyone under 18. If you believe a minor has provided us with personal data, contact us at privacy@ledgera.app and we will delete it.

10. Changes to this policy

We may update this policy as the service or applicable law changes. When we do, we will update the “Effective date” at the top and, for material changes, notify account admins by email.

11. Contact

Questions, complaints, or rights requests: privacy@ledgera.app.