Privacy Policy
ListingLedger · Effective Date: February 26, 2026
ListingLedger (“we,” “our,” or “us”) is an IRS-compliant expense tracking application designed for real estate professionals. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application and related services.
1. Information We Collect
1.1 Account Information
When you create an account, we collect:
- Email address
- First and last name
- Authentication credentials (managed via Apple Sign In or email-based authentication through Amazon Cognito)
1.2 Business Profile Information
To provide tax-compliant expense tracking, we collect:
- Business name and EIN (Employer Identification Number)
- Home office address and square footage
- Vehicle information (make, model, year)
- Tax year and accounting method preferences
1.3 Financial and Transaction Data
When you connect your bank accounts through Teller, we collect:
- Transaction amounts, dates, and merchant names
- Transaction descriptions and categories
- Institution name
We store an encrypted Teller access token to maintain your bank connection. We do not store your bank login credentials.
1.4 Receipt and Expense Data
When you scan or upload receipts, we collect:
- Receipt images
- Extracted text via on-device OCR processing
- Merchant names, amounts, dates, and line items
- AI-generated expense classifications
1.5 Location and Mileage Data
With your permission, we collect location data to track business mileage:
- GPS coordinates (start and end points of trips)
- Route information and distance traveled
- Trip timestamps and duration
- Trip purpose and business descriptions
Location tracking requires your explicit “Always Allow” permission and can be disabled at any time through your device settings.
1.6 Property and Client Information
For listing management, we collect:
- Property addresses and MLS numbers
- Client names, email addresses, and phone numbers
- Commission amounts and listing details
1.7 Subscription Information
Subscription purchases are processed through Apple’s App Store. We receive subscription status and tier information but do not process or store payment card details.
2. How We Use Your Information
We use your information to:
- Provide and maintain the expense tracking service
- Generate IRS Schedule C-compliant tax reports
- Automatically categorize and track business expenses
- Calculate mileage deductions using IRS standard rates
- Analyze receipts and classify expenses
- Sync financial transactions from connected bank accounts
- Track business gift limits for tax compliance
- Send transactional emails related to your account
- Process and manage your subscription
3. Third-Party Services
We use the following third-party services to provide our functionality:
| Service | Purpose | Data Shared |
|---|---|---|
| Teller | Bank account connection and transaction sync | Bank credentials (processed by Teller, not stored by us) |
| Amazon Web Services (AWS) | Cloud infrastructure, authentication, data storage | All user data is stored on AWS (Cognito, DynamoDB, S3, Lambda) |
| OpenAI | Receipt analysis and expense classification | OCR-extracted receipt text only (see Section 3.1 below) |
| Google Places API | Address autocomplete and geocoding | Address search queries |
| Resend | Transactional emails | Email address |
| Apple StoreKit | Subscription payment processing | Subscription status (payments handled by Apple) |
Each third-party service operates under its own privacy policy. We encourage you to review their respective policies.
3.1 AI-Powered Receipt Analysis (OpenAI)
When you use the receipt scanning feature, our AI-powered analysis works as follows:
- What is shared: Only the OCR-extracted text from your receipts is sent to OpenAI’s API for analysis. Receipt images are never sent to OpenAI — images are processed on your device using Apple’s on-device Vision framework, and only the resulting text is transmitted.
- Purpose: The text is analyzed to identify merchant names, amounts, dates, line items, and to classify expenses as business or personal for tax deduction purposes.
- Data retention by OpenAI: Per OpenAI’s API data usage policy, API inputs and outputs may be retained for up to 30 days for abuse and misuse monitoring, after which they are deleted. Your data is not stored permanently by OpenAI.
- Model training: Data submitted through OpenAI’s API is not used to train or improve OpenAI’s models. This is OpenAI’s default policy for API usage.
- No personal identifiers: We do not send your name, email, account ID, or any other personal identifiers to OpenAI along with the receipt text.
- Opt-out: AI-powered receipt analysis is entirely optional. You can choose to manually enter expense details instead of using the AI analysis feature. If you do not use the receipt scanning feature, no data is sent to OpenAI.
For more information, please review OpenAI’s Privacy Policy and API Data Usage Policy.
4. Data Storage and Security
- Local Storage: Core data is stored on your device using SwiftData for offline access.
- Cloud Storage: Data is synced and stored on AWS infrastructure (DynamoDB for structured data, S3 for files).
- Encryption: Authentication tokens use RS256 encryption. Teller access tokens are stored encrypted.
- Receipt Images: Uploaded to secure AWS S3 storage.
- Tax Reports: Generated PDF reports are stored with automatic expiration (90 days).
5. Data Retention
We retain your data for as long as your account is active or as needed to provide our services. When you delete your account:
- Your data is marked for deletion and removed from active use immediately
- Marked data is permanently purged from our systems within 30 days
- Receipt images and generated reports are deleted from storage
- Bank connections through Teller are disconnected
- Your authentication account is removed from AWS Cognito
- A confirmation email is sent to your registered email address
We may retain certain data as required by tax regulations or legal obligations (e.g., IRS recordkeeping requirements).
6. Your Rights and Choices
You have the right to:
- Access: Request a copy of the personal data we hold about you
- Correction: Update or correct inaccurate information
- Deletion: Request deletion of your account and associated data
- Portability: Request your data in a portable format
- Location Control: Enable or disable location tracking at any time through your device settings
- Bank Disconnect: Remove connected bank accounts at any time within the app
California Residents (CCPA / CPRA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA).
Categories of Personal Information We Collect:
| Category | Examples | Business Purpose |
|---|---|---|
| Identifiers | Name, email address, account ID | Account creation and authentication |
| Financial Information | Transaction amounts, merchant names, bank institution name | Expense tracking and tax reporting |
| Commercial Information | Property listings, client details, commission amounts | Listing management and income tracking |
| Geolocation Data | GPS coordinates, trip routes | Business mileage deduction tracking |
| Professional Information | Business name, EIN, tax preferences | IRS-compliant report generation |
Your California Privacy Rights:
- Right to Know: You may request the categories and specific pieces of personal information we have collected about you, the categories of sources, the business purposes for collection, and the categories of third parties with whom we share it.
- Right to Delete: You may request that we delete the personal information we have collected from you, subject to certain exceptions (e.g., data required for legal or tax compliance).
- Right to Correct: You may request correction of inaccurate personal information.
- Right to Opt Out of Sale/Sharing: We do not sell your personal information. We do not share your personal information for cross-context behavioral advertising.
- Right to Limit Use of Sensitive Personal Information: You may limit our use of sensitive personal information (such as financial data) to only what is necessary to provide the services you requested.
- Right to Non-Discrimination: We will not discriminate against you for exercising any of your CCPA rights. You will not receive different pricing, a different quality of service, or be denied service for exercising your rights.
How to Exercise Your Rights:
- Email us at support@listingledger.app with the subject line “CCPA Request”
- Use the “Delete Account” feature within the app (Settings > Delete Account)
- Use the “Export Data” feature within the app for data portability
We will respond to verifiable consumer requests within 45 days. You may designate an authorized agent to submit requests on your behalf by providing written authorization.
Financial Incentive Disclosure: ListingLedger offers subscription tiers (Free, Pro, Business) with different feature access. The value of any price difference is reasonably related to the additional features and services provided, not to the value of your personal information.
7. Children’s Privacy
ListingLedger is designed for business professionals and is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected such information, please contact us so we can promptly remove it.
8. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy within the app and updating the “Effective Date” at the top of this page. Your continued use of the app after changes are posted constitutes acceptance of the updated policy.
9. Contact Us
If you have any questions about this Privacy Policy, wish to exercise your data rights, or have concerns about your data, please contact us at:
Akar Software Email: support@listingledger.app