Privacy Policy
LedgerChat is a bookkeeping service you use inside WhatsApp. This policy explains exactly what we store, why we store it, who else touches it, and how you can get all of it back or have it erased.
Who we are
LedgerChat is operated from Pakistan. For any privacy question, or to ask for your data, write to support@ledgerchat.app.
What we store
| Data | Why |
|---|---|
| Your WhatsApp business-scoped user ID, and your phone number or username when WhatsApp gives them to us | To know whose books to open when you message us. This ID is specific to us; it is not your WhatsApp account. |
| Your name or business name, language, currency, timezone and country | To address you correctly, format money and dates, and print a letterhead on your documents. |
| The bookkeeping records you create: amounts, dates, notes, the names of customers, suppliers, people and categories you add, items and quantities | This is the service. It is your ledger. |
| Documents we generate: invoices, ledgers, statements, contracts, exports | So you can resend them without us re-rendering, and so your numbering stays gapless. |
| Message IDs of what you send us, and a record of what we send you | To avoid recording the same message twice, and to keep your plan's usage honest. |
| Your half-finished conversation (what we just asked you), for 24 hours | So a flow can continue across messages. It expires automatically. |
| A small sample of free-text messages, for 30 days | Required by WhatsApp's rules: we review samples to confirm the bot is used for bookkeeping and not as a general-purpose assistant. |
What we do not do
- We cannot see your other WhatsApp chats. We only receive messages you send to our number.
- We do not sell your data, share it with advertisers, or use your records to profile you.
- We do not use your bookkeeping records to train AI models.
Who processes your data for us
- Meta Platforms (WhatsApp Business Platform) — delivers the messages between you and us.
- Railway — hosts the service and the database (United States).
- Cloudflare — serves this website's domain.
- Anthropic — when you type a sentence instead of tapping buttons, that message text is sent to Claude to extract the fields (amount, party, item). Only the message text and your existing account names are sent; never your full ledger.
- OpenAI — when you send a voice note, the audio is sent for transcription.
If you only ever tap buttons, neither Anthropic nor OpenAI receives anything.
How long we keep it
- Your ledger: until you delete it. These are financial records, so we keep them while your account exists.
- Message IDs and review samples: 30 days.
- Conversation state: 24 hours.
- After a deletion request: we send you a PDF of everything, wait seven days in case you change your mind, then permanently erase every record, document and file. Only an anonymous note that a deletion happened remains.
Your choices
- Export everything: Settings → Export my records, in the chat. You get a PDF of every entry and balance.
- Delete everything: Settings → Delete my data. Seven-day grace period, then permanent erasure.
- Correct a mistake: “Fix a mistake” reverses an entry. We never edit or delete ledger rows, because reversal is how bookkeeping stays honest.
- Change language or currency: Settings, any time.
You can also email support@ledgerchat.app and we will do any of the above for you.
How we protect it
- Every request is confined to one account at the database level, so one user's query cannot reach another's books.
- Ledger rows cannot be edited or deleted by the application at all; corrections are additional entries.
- Traffic is encrypted in transit, and every incoming WhatsApp message is signature-checked before we act on it.
Children
LedgerChat is for business and personal bookkeeping by adults. It is not directed at children under 18.
Changes
If this policy changes we will update this page and the date above, and tell you in the chat when the change is significant.