LedgerFit

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Privacy Policy

JR Management Assistant LLC ("LedgerFit", "we", "us") · Last updated: August 25, 2026

1. Who we are

LedgerFit is an accounting and business management platform for small businesses, operated by JR Management Assistant LLC, a Texas limited liability company. This policy explains what data we collect through the LedgerFit application (app.ledgerfit.pro) and the ledgerfit.pro website, how we use it, and the choices you have.

2. Information we collect

  • Account information. Name, email address, and authentication identifiers, processed through our sign-in provider (Clerk), including Google sign-in if you choose it. If you enable two-step verification, the secret that generates your codes is stored encrypted.
  • Business and accounting data you enter. Company details, journal entries, vendors, checks, budgets, and related records.
  • Tax identification numbers. Where a feature requires them (for example, W-9 collection and 1099 e-filing), we collect EINs, SSNs, or ITINs, handled as described in Section 3.
  • Banking details for checks. The bank routing and account numbers of the checkbooks you set up for check printing, handled as described in Section 4.
  • Bank account data via Plaid. If you connect a bank account, we receive transaction history and balances through Plaid Inc. We do not receive or store your online banking credentials. Plaid's collection and use of your data is described in the Plaid End User Privacy Policy.
  • Signature records. When a document is signed through our signature provider (DocuSeal), we receive and keep the signed document and its completion certificate, which includes the signer's name, email address, and technical metadata of the signature.
  • Support conversations. If you use the in-app support chat, your name, email address, the page you wrote from, and the messages you send are processed by tawk.to, our live-chat provider, and are visible to JR Management support staff.
  • Assistant conversations. Questions you ask Arva and its answers are stored so your history is there when you return. They are visible only to you within your organization and are deleted automatically after 90 days.
  • Files you upload. Receipt images (processed for text extraction by AWS Textract and stored in AWS S3), attachments, spreadsheets you import into your journal, and documents you upload to import features (see Section 6).
  • CRM files. If you use the CRM, the files that your business and its clients upload (job photos, PDFs, and documents) attached to quotes, invoices, and the client portal. They are stored in AWS S3, encrypted in transit and at rest by the provider. They are visible to your business and, according to the visibility switches you set in the client portal, to the client they belong to; never to other clients or other businesses. They are kept until your business or the client who uploaded them deletes them, or until the account ends.
  • Prelaunch and marketing forms. If you join a waitlist on ledgerfit.pro, we collect the name and email you submit. The form is protected against bots by Cloudflare Turnstile.
  • Subscription data from JR Management. If your access was purchased through the JR Management client portal, we receive your name, email address, preferred language, and plan level from that portal in order to provision and maintain your account.
  • Payment data. If you subscribe directly, your card details are collected and stored by Stripe, our payment processor; we receive only the subscription status and a reference, never your full card number.
  • Usage and error data. Aggregate technical diagnostics (Sentry) to fix defects. Our error reporting is configured to redact tax identification numbers, account numbers, and credentials before any event leaves our systems.

3. Tax identification numbers

Social Security numbers, ITINs, and EINs are collected only where a feature requires them, such as W-9 collection and 1099 e-filing. They are encrypted at the application layer with AES-256-GCM before being stored, are displayed masked after entry, and are excluded from error reporting. They are never sent to our AI provider. They are transmitted to our e-file provider (TaxBandits) only when you initiate a filing or a W-9 request, and access to them inside LedgerFit is limited by role and recorded in the audit log.

4. Check and banking data

The routing and account numbers of your checkbooks are stored encrypted (AES-256-GCM) and are rendered only into the check documents you generate. The Plaid tokens that keep a bank connection alive are stored encrypted as well. We never see or store your online banking credentials. Check custody events (printing, reprinting, delivery, voiding, reissuing) are recorded in the audit log of your organization.

5. How we use information

We use your data solely to provide the service: bookkeeping and reports, reconciliation of bank activity, check printing, tax worksheets and filings you initiate, AI-generated financial summaries (see Section 6), security, and support. We do not sell personal information, and we do not use your financial data for advertising.

6. AI features

LedgerFit includes an assistant ("Arva") and other AI features powered by Anthropic. What is sent to the AI provider depends on the feature:

  • Arva. Receives your questions, aggregated accounting figures, your account names, and your active alerts to explain your reports.
  • Classification and import help. Receives the wording of the data being classified, such as transaction descriptions, account names, and amounts.
  • Documents you upload. Two features send the complete file you choose to upload, including any image of it, to Anthropic as our processor. The Document Vault smart read uses it to classify the document and suggest its name, category, tags, and expiration. The statement verification step of imports uses the financial statements you attach to check their totals against your file. In both cases the document travels as a whole and is used only for that classification or verification. We warn you at the upload point; upload only documents you are comfortable processing this way, and redact identifiers you do not want to share (such as Social Security or account numbers) before uploading. The structured sensitive fields stored in our database are never included in these requests.

The system never sends the AI provider the tax identification numbers, banking details, or verification secrets it stores as sensitive fields (Sections 3 and 4). Anthropic processes these requests to generate responses and does not use them to train its models. Your Arva conversations are stored so your history is available when you return, are visible only to you, and are deleted automatically after 90 days. AI output is informational and is not professional advice.

7. Security

Data in transit is protected with TLS 1.2+. Data at rest is encrypted, with application-layer AES-256-GCM encryption on the most sensitive fields (tax identification numbers, bank account numbers, connection tokens, and two-step verification secrets). Access is limited by role-based permissions, protected by optional two-step verification that fails closed, and sensitive operations, including check signing and custody, are recorded in an immutable audit log. We maintain a written Information Security Policy and review access periodically.

8. Service providers (subprocessors)

We rely on U.S.-based infrastructure providers under their own security commitments: Clerk (authentication), Neon (database, encrypted at rest), Vercel (hosting), Cloudflare (network, bot protection, and the Turnstile check on public forms), Plaid (bank connectivity), Anthropic (AI features), Sentry (error monitoring), TaxBandits (tax e-filing you initiate), DocuSeal (signature ceremonies), Google Maps (address autocomplete), Stripe (payments), Resend (transactional email), AWS (document storage and receipt text extraction), and tawk.to (support chat). Data remains in United States regions. We will update this list on this page as providers change.

9. How we share information

We do not sell personal information. We share data only with the service providers listed above so they can perform their function; with the people you invite to your organization, according to the role you give each of them (for example, a read-only role for your CPA); with JR Management for accounts provisioned through its portal; when the law requires it; and, if the business is ever sold or reorganized, with the successor under this same policy, with notice to you.

10. Retention and deletion

We retain records according to our Data Retention and Disposal Policy: accounting records at least 7 years, tax records at least 4 years (IRS requirements), and bank data while your connection remains active. Assistant conversations are deleted after 90 days. If your subscription is cancelled, your accounting data remains available for export for 60 days before deletion, subject to the legal retention periods above; the same 60-day window applies to accounts cancelled through the JR Management portal. You may request export or deletion of your data at any time; we honor requests within 30 days except for records we are legally required to keep, which are deleted when the legal period ends.

11. Notifications

We send operational email to the people in your organization whose role includes access to reports: an immediate notice for critical alerts (for example, a disconnected bank connection or a rejected tax filing), a daily summary of open items, and a monthly summary of the closed month. These are service messages tied to your account, not marketing. Each recipient receives them in the language set on their own profile.

SMS/Text messages. On behalf of the businesses that use LedgerFit, we send transactional text messages to their customers: invoice payment links, payment confirmations, and appointment reminders. Consent is collected by each business directly from its customer, as described in our SMS Consent Policy at https://app.ledgerfit.pro/legal/sms-consent. Message frequency varies with the customer's activity with the business; message and data rates may apply. Recipients can reply STOP at any time to opt out and HELP for assistance, or contact info@jr-managementasst.com. Text messaging originator opt-in data and consent will not be shared with, or sold to, any third parties or affiliates for marketing or promotional purposes.

12. Your rights

You may access, correct, export, or request deletion of your personal information by contacting us at the address below. We honor for all users the rights of the Texas Data Privacy and Security Act: to know what personal data we process, to correct it, to delete it, to obtain a portable copy, and to appeal a decision on a request, and we respond within the timeframes that law sets. California residents may exercise rights under the CCPA; we do not sell or share personal information as defined by that law, and we do not discriminate for exercising rights.

13. Biometric data

LedgerFit's optional payroll time clock can verify an employee's identity at clock-in with a facial scan (processed through Amazon Rekognition). A facial biometric is captured only after the employee gives separate, informed consent, and only to confirm identity at clock-in. We do not sell, lease, or otherwise disclose biometric identifiers, except as reasonably necessary to provide the service or as required by law. Reference photos are stored encrypted at rest and served only over short-lived signed links; a live clock-in image is compared and not retained. We destroy an employee's biometric within a reasonable time after its purpose ends (for example on termination, when the business turns the feature off, or on request), and no later than the first anniversary of that date, consistent with the Texas Capture or Use of Biometric Identifier Act (CUBI). A business that enables the time clock is responsible for obtaining and retaining its employees' consent; LedgerFit processes the data on the business's behalf.

14. Cookies

We use only cookies necessary to operate the service: authentication session cookies (Clerk), a signed device cookie for two-step verification ("remember this device"), and a cookie storing your language preference. We do not use advertising or cross-site tracking cookies.

15. Children

LedgerFit is a business tool and is not directed to individuals under 18. We do not knowingly collect data from children.

16. Changes and contact

We will post any changes to this policy on this page with an updated date. This document is published in English and Spanish; if the versions differ, the English version controls. Contact: JR Management Assistant LLC, Kingwood, Texas. info@jr-managementasst.com