Privacy Policy
Privacy Policy Updated February 2025
LedgerWay, Inc. and its affiliated companies (collectively, “LedgerWay, Inc. and itsaffiliated companies (collectively, “LedgerWay,” “we,” “us,” or “our”) provides a variety of accounting and administrative services, including but not limited to bookkeeping services, controller services, tax services, CFO services, and stock administration services (collectively, our “Services”). This privacy policy (the “Privacy Policy”) provides information about our personal information processing practices in providing Services to our customers, operating our business, in the context of marketing, selling our Services to prospective customers and operate our website. We collect, use, and disclose information for the purpose providing our Services to businesses, organizations, and individuals in the United States.
To the extent we process personal information about any individual (“you”), it is for the purpose providing Services to you, to the organization which employs you (or with which you are affiliated), in connection with providing our Services to the organization which has collected your data and operating or improving our Services. We do not knowingly process data of individuals who are under sixteen years old. We may use your information for the purpose of marketing and selling to you directly or your affiliated organization. By contacting us by telephone or using the “Connect With Us” feature on our website, you are consenting to us contacting you using the information which you provide to us. If you have questions regarding our Privacy Policy or practices, or if you are a California or Virginia resident and wish to exercise any of the rights described at the end of this policy, please contact us at privacy@theledgerway.com.
This Privacy Policy consists of the following sections:
● Information for our Customers: Information We Process
○ Customer Data
○ Business Records
○ Administrative Information
● Information for Prospective Customers
● Operation of Our Website
● General Information
● Your Rights and Managing Your Privacy
INFORMATION FOR OURCUSTOMERS
This section applies to you if you are a customer or are affiliated with one of our customers and would like to understand how we process personal data in the context of providing our Services and operating our business.
Information We Process. In connection with providing our Services, we process Customer Data, Business Records, and Administrative Information. Below we provide information on each of these data categories, the purposes of the processing of such data, and the retention period of such data.
Customer Data. Customer Data is data provided by our customers or at their direction for the provision of the Services, the use of the Customer Data in the results of our Services including but not limited to excerpts and aggregated reports of such data prepared by LedgerWay as part of our Services. Customer Data includes financial and business information that customers provide or make available to us that enables us to provide our Services. We may receive this information directly from you or when we are authorized by you to access third-party repositories of information. This could be information provided from your payment processing service, payroll service, bookkeeping software you license or own, or any other data repository or aggregator which you provide access authorization to us and would include all meta-data that is associated with the storage of the provided data. Information practices of any third-party provider are governed by their privacy policies and data governance programs and are outside of our control. Customer Data also includes tax returns, reports, and financial information that we generate on behalf of our customers in the course of providing our Services including but not limited to reports produced at our customers direction which may include personal information (collectively, our “Work Product”). For customers who subscribe to more than one of our Services, one Service may obtain Customer Data from another Service we provide or from previous Work Product to prevent duplicative requests for the same information. This financial and business information may include personal information and identifiers such as names of individuals, relationships with and to our customers, and commercial information or employment-related information related to transactions between individuals and you such as payroll and employment data, as well as information related to entities themselves such as the names of corporate officers and directors and ownership information and their business transactions. Customer Data provided in the context of our tax preparation services and stock administration services commonly includes the names, social security numbers, and contact information of certain individuals for purposes of inclusion in the customer’s tax return or for completion of information returns and management of stock and stock plans.
Our use of Customer Data includes the following:
To Provide, Monitor, and Improve our Services. We process Customer Data on behalf of our customers to provide, monitor, and improve our Services and produce our Work Product. For example:
● We review reconciliations of transaction data to prepare financial statements on behalf of our customers.
● We may create automated rules that increase efficiency in tasks such as categorizations based on learning from Customer Data.
● We test and analyze new features and methodologies and make product development investments in providing our Services which are intended to improve our efficiency and create customer insights into their financial information and analyze trends.
To Manage Our Relationship With our Customers. We monitor your expenses, bank balances, and other indicators to ensure appropriate pricing, monitor your financial health, and to contact you to discuss your account and performance of our Services including in connection with any customer support requests you request.
We use the data for research, academic, marketing, advertisers, advertising partners, and/or promotional purposes. However, these uses will be solely from multiple customers and will be in a manner which would not allow you or any other customer or individual to be identified. We or our third-party partners may publicly report the aggregated findings of the research or analysis which will not include identifying information. By way of example, we might analyze which vendors our customers most commonly use and disclose the results on our website or aggregate data from our customers to publish insights on our website or social media.
For Research, Including Publishing or Sharing Information. We use the data for research, academic, marketing, advertisers, advertising partners, and/or promotional purposes. However, these uses will be solely from multiple customers and will be in a manner which would not allow you or any other customer or individual to be identified. We or our third-party partners may publicly report the aggregated findings of the research or analysis which will not include identifying information. By way of example, we might analyze which vendors our customers most commonly use and disclose the results on our website or aggregate data from our customers to publish insights on our website or social media.
Retention of Customer Data. Except as discussed below in Business Records section, we retain Customer Data relating to tax preparation for at least seven years from the due date (including extensions) of the related tax filing and we retain other Customer Data for the purposes of assisting former customers with post-termination questions related to our Services as they transition to a different service provider, complying with legal obligations, resolving disputes both third-party and with ourselves, enforcing our agreements, completing any outstanding transactions, and detecting and preventing fraud. Requests by former clients are subject to additional charges at current rates. In general, we will retain Customer Data until we receive a request to delete it, in which case, subject to any applicable legal requirements, we will take reasonable steps to remove or de-identify Customer Data in our systems. Customer Data incorporated into our reconciliation rules in a manner that does not identify the customer may be used indefinitely and always in accordance with applicable law.
Business Records. In the course of providing our Services, our personnel communicate with representatives of our customers through a number of channels, including email, our website, messaging applications, and individual and conference audio and video calls, all of which generate Business Records. Business Records includes customer, communications, instructions, and authorizations that we rely on to provide our Services to our customers, as well as our working data and papers, financial statements, and other information incidental to Service delivery and Work Product, such as meeting scheduling information and follow up questions to customers, and information relating to our methodology that guides our processes in order to provide our Services. Categories of personal information we collected in Business Records and sources from which we obtain personal information can be all or any of the following provided to us by our points of contact at the organization:
● Identifiers such as your name, business email address, business phone number, and business address.
● Employment-related information such as employer’s name, your position and title.
● Audio and visual information such as recordings of your voice and likeness in calls or video conferences with us.
● Information inferred from your responses to our customer surveys.
How we use Business Records. To Provide Our Services and Operate Our Business. We collect and process Business Records to provide our Services and customer support and for our business purposes such as Service delivery, feedback, analysis and improvement, new product and process development, and recordkeeping. Customer Service and Support. We may offer various methods online to speak with our personnel or representative for customer or technical support.
Business Records Retention. We retain Business Records for the purposes of maintaining documented customer instructions and approvals and a record of our relationships with customers, complying with legal obligations, resolving disputes, enforcing our agreements, completing any outstanding transactions, and detecting and preventing fraud. We retain this data for as long as we may have a legal or business reason to keep it, which is at least up to the end of the longest applicable statute of limitations period, however, we may delete this data earlier if we determine that it is not necessary to retain for the purposes mentioned above. To the extent Customer Data exists in these records, it is incidental to our business purpose for retaining Business Record Data, and we process this Customer Data only for recordkeeping and legal purposes, and only in the context of our business relationship.
Administrative Information. Administrative Information includes information related to Service management (for example, user account credentials, billing information, etc.), information about the use of our Services (for example, log data or metadata from service delivery communications and customer interactions, such as email including senders, recipients, subject lines, and dates), information derived from Customer Data that we use for Service delivery, sales and marketing, and operational purposes. Usage data is information that we automatically collect when you access our website, such as IP addresses, log files, unique device identifiers, pages viewed, browser type, metadata, any links you click on to leave or interact with our Services, and other usage information collected from Cookies (as defined below).We may collect personal information from you, points of contact with our customers, and systems that collect identifiers like internet protocol addresses and Cookies automatically such as:
● Name, email address, phone numbers, internet protocol address, Cookies and other identifiers.
● Your employer’s name, your position and title, information about your navigation through our website.
● Analytics assisting us in developing effective ways to improve our Services and website.
How we use Administrative Information. We collect and process Administrative Information for our business purposes such as: Account Registration. We may use your name, business address, business phone number, and business email address to register an account for you for Services we provide and to communicate with you. If you set up an account that may be accessed by people other than you, please note that they may see and have the ability to change or delete your personal information. To Provide Our Services and Operate Our Business. We may use your information to operate our business, including providing our Services to you or your employer, providing support related to our Services, and to combat fraud and to protect your information. For example:
● We may collect IP addresses to track and aggregate non-personal information, such as using IP addresses to monitor the regions from which users navigate to our Services to comply with US trade restrictions and law.
● We use Cookies to remember your preferences and navigation through our website to provide you with a more efficient experience.
Customer Service and Technical Support. We may use your name, address, phone number, email address, how you interact with our Services, and information about your computer configuration to resolve questions you may have about our Services and to follow up with you for feedback on your experience.
Communicate with You and Tell You About Other Services. We may use your contact information to communicate with you about our Services and to give you offers for Services that we think may be of use to you. We track changes in a customer’s business to monitor account maintenance and identify opportunities for customer outreach and sales opportunities.
To Improve and Develop Our Services. We use Administrative Information to personalize or customize your experience and the Services, develop new features or offerings, and to improve the overall quality of our Services.
Feedback. We may use suggestions you may voluntarily make to us whether through individual feedback or through an optional survey in order to better understand our Services and how we may improve them.
Research, Including Publishing or Sharing Aggregated Information. We may use information for research aggregated from multiple customers or users and only in a way that would not allow you to be identified. We may share this information about our customers with third parties, such as advertisers or partners, for research, academic, marketing and/or promotional purposes. We or our third-party partners may publicly report the aggregated findings of the research or analysis.
Administrative InformationRetention. We retain Administrative Information as long as youcontinue to use our Services, or as otherwise needed to operate our business,as required by applicable law, and our records and information managementpolicies to comply with our legal obligations, resolve disputes, enforce ouragreements, complete any outstanding transactions, and for the detection andprevention of fraud, as well as to improve our Services, develop new services,and for any other business use. We will not publicly disclose information thatidentifies a customer by name or individual employees without the customer’sconsent, unless otherwise required by law. We retain Administrative Informationuntil we determine that we no longer need it for the purposes described aboveand we may retain different types of Administrative Information for differentperiods. When you close your account with us, we may continue to communicatewith you about our Services, give you important business updates that may affectyou, and, unless you have opted out of receiving marketing communications, letyou know about products and services that may interest you.
INFORMATION FOR PROSPECTIVE CUSTOMERS
If you are a visitor to our website, if you have attended an event LedgerWay organized or sponsored events (whether online or in person), if we have obtained your contact information in the context of our other marketing and sales activities, or if you are in the process of purchasing our Services on behalf of your employer the following applies to you. From time to time, we may present events or content with partners who provide other services that may be of interest to you. We may share attendee information with these partners at an attendee’s direction. These partners may contact attendees based on these lists. These partners' activities are subject to their privacy policies and data governance programs.
Information We Process
Types of personal information we collected from and about you and your organizations that we desire to sell our Services to in the context of our sales and marketing efforts from which we obtain personal information can be obtained directly from you, your organization, a referral from someone you know, third-party data vendors, publicly available information, social media, promotional and integration partners, and lead sellers. This can include:
● Identifiers: name, email addresses, phone number, and addresses.
● Employment related information: your employer’s name, your position, and job title.
● If you attend an event we sponsor or participate in a videoconference we may use audio and visual information about you such as recordings of your voice and likeness.
If you are a website visitor we collect:
● Cookie identifiers, IP addresses for measuring activity on usage of our website and identifying your affiliation and geolocation data.
● Internet activity information such as about your visit to our website and interactions with marketing emails to monitor the effectiveness of our advertising campaigns and marketing efforts.
● Sales and marketing services providers that provide scoring and analytical tools to test effectiveness of the ways to position our Services based on our communications with you and your visit to our website.
How We Use Your Information
We collect and process personal information for the business purposes of marketing and selling our Services to you or your employer. This includes:
● Sending marketing communications like emails or newsletters to provide you with information you have requested, engage with you, and analyze and improve our marketing efforts based on your engagement with our marketing communications, including analyzing whether you opened an email and how you interacted with it.
● Communicating with you during the sales process, including, for example, via email, phone, text, or videoconference.
● Creating, managing, and maintaining lead lists. Collecting information about your visits to our websites to collect information about your organization’s needs and your position, determine how to optimize our sales efforts and processes, training, developing strategies and initiatives, and measure and improve the effectiveness of our website and targeted marketing campaigns.
● Conducting market research and product research and development including conducting surveys for marketing or product research and development purposes.
● Managing event registrations and attendance, including communicating with you about the event.
We may offer to assist prospective customers that meet certain criteria with a compliance filing. To prepare the form for an eligible company, we receive personal information regarding individuals associated with the company. This information includes name, address, birthdate, and government identification information for these individuals. We only use the information required for the filing to prepare required filings. Retention of this information is subject to our record retention policies and as required by law. We store the information in our third-party provider systems.
You may provide samples of your business’s financial data or access to repositories containing your financial data that we use to determine the appropriate Services which we will offer to you. This financial data may include personal information such as identifiers, names of individuals and positions, organizational structure, and commercial information or employment-related information related to transactions between individuals and our prospects such as invoice amounts, transaction dates, and amounts. We do not control what personal information is included, and only use it as part of your financial transactions data to determine the appropriate Services for you. We store the information in our third-party provider systems.
OPERATION OF OUR WEBSITE
Tracking Technologies. We and our service providers, and other third-party website services providers whose services we use on our corporate website use tools to recognize your visit and track your interactions with our corporate website such as cookies, web beacons, pixels, local shared objects, local storage, event trackers, and other tracking technologies (collectively, “Cookies”). We use this tracking data to operate our corporate website.
Third Party Website Services Providers. We use services of third parties that are not “service providers” (as defined in the California Consumer Privacy Act (“CCPA”)) on our website. These include ad networks and analytics and marketing services that we use for internet marketing and website analytics purposes. Third party website services providers may collect personal information from visitors to our websites for their own purposes and the use of your information is governed by their privacy policies whose links are located below.
● Google Analytics Privacy Policy
● Meta Analytics Privacy Policy
Social Media. Our corporate website may use social media functions and features that enable you to share our content from the website on social media platforms such as Facebook, LinkedIn, and Instagram. Social media may collect your internet protocol address and which page you are visiting within our corporate website and may set a Cookie to enable the feature to function properly. Social media functions and features can be hosted by a third party or directly on our website. Your interactions with these features are governed by the privacy policy of the relevant social media and you should consult those privacy policies for more information.
Links to Other Sites. Our corporate website may include links to other websites whose privacy practices may differ from those of ours. If you visit or submit personal information to any of those sites, your information is governed by their privacy policies. We encourage you to carefully read the privacy policy of any website you visit.
We retain your business contact information and related sales and marketing activity in our systems for purposes of maintaining a record of our relationships with customers and prospective customers, analyzing and improving our sales and marketing efforts and Services including your feedback, complying with legal obligations, resolving disputes, enforcing our agreements, completing any transactions, and detecting and preventing fraud. We generally retain this information until the earlier of your request that we delete your information and our determination that we no longer need your information for the purpose of marketing and selling our services to your employer. We may retain your email address indefinitely to keep a record of email marketing opt-out or deletion requests.
GENERAL INFORMATION
Call Recordings
We record calls and video conferences in both the sales and service delivery context. Recordings contain identifiers of individual participants in the call, such as name, as well as audio and, if a participant has their camera on in a video conference, visual information. We use these recordings for training, note-taking, service delivery, process analysis and optimization, recordkeeping, and research and development. Recordings may be shared with our personnel who need to access it for these business purposes. We store the recordings in our systems, including those of our vendors. We retain recordings until the earlier of your request that we delete your information (subject to any limitations provided by applicable law) and our determination that we no longer need your information for the purpose for which we collected it.
How We Disclose Your Personal Information
In the course of providing our Services and operating our business we disclose personal information as described below.
Service Providers. We provide or make available information (or service providerscollect information on our behalf) who perform various functions to enable usto provide our Services and help us operate our business, including, forexample, functions like website design, communication and systemadministration, marketing and marketing tools, sales and sales tools, customersupport, data enrichment, communications, communication management, frauddetection and prevention, customer service, data storage, or analytics. Ourcontracts with these third parties require them to maintain the confidentialityof the personal information we provide to them, only act on our behalf andunder our instructions, and/or not use personal information we provide to themfor purposes other than the product or service they’re providing to us or onour behalf or as otherwise permitted by applicable law.
Non-Affiliate Service Providers. We work with and may refer you to non-affiliatedproviders which fulfill ancillary or related services to you directly. Theseproviders may contract directly with our customers but we will disclosure ourrelationship with the referred provider. With customer consent we may disclosecustomer business contact information to these service fulfillment partners.These partners’ activities are subject to their privacy policies and datagovernance programs and any agreement you enter into directly with thoseentities.
Subpoenas and Other Legal Requests. We may share information with courts, law enforcementagencies, or other government bodies when we have a good faith belief we’rerequired or permitted to do so by law, including to meet national security orlaw enforcement requirements, to protect our company, or to respond to a courtorder, subpoena, search warrant, or other law enforcement request. We mayalso share information with litigants in civil litigation in accordance withour customer agreements and as required by law.
Enforcementand Fraud. We may share account information, personal information and usagedata when we believe it is appropriate to enforce or apply our agreements; orprotect the rights, property, or safety of LedgerWay, our Services, our users,or others. This includes exchanging information with other companies andorganizations for fraud protection and credit risk reduction. This does notinclude selling, renting, sharing, or otherwise disclosing personal informationof our customers for commercial purposes in violation of the practicesdescribed in this Privacy Policy.
Affiliates. We may disclose the information you provide or that we collect to our affiliates for service delivery purposes.
Sale of Our Business. If we sell, merge, or transfer any part of our business, we may transfer to the acquirer information in our possession or control, including personal information.
Business Advisors. We may disclose information customers provide to us or that we collect or prepare to professional advisors who are subject to professional or contractual confidentiality requirements such as lawyers, bankers, auditors, brokers, and insurers.
Per Your Instructions or Consent. An authorized representative of our customer may from time to time instruct or consent for us to disclose information to a third party that includes personal information.
Aggregated Data. Once de-identified or aggregated in a way that does not permit reidentification, data is not personal information, and we may use it for any purpose and retain it for any period.
International Data TransfersIn accordance with and as permitted by applicable laws and regulations, we reserve the right to transfer your information, process and store it outside your country of residence to locations where we or our third-party service providers operate. Our service fulfillment partners may use personnel who are located outside of the United States. Information that we provide or make available, or that you provide directly, to our service fulfillment partners may, as permitted by law, be transferred outside the United States for purposes of Service fulfillment.
How to Contact Us
If you have questions or comments about this Privacy Policy, you may contact us at by mail to 505 N Angier Ave NE, Suite 3000, Atlanta, Georgia 30308 or via email at privacy@theledgerway.com.
Changes to our Privacy Policy
We may change or update our Privacy Policy and we reserve the right to make changes or updates at any time. If we make material changes to the way we process your personal information, we will provide notice via our Services or by other communication channels, such as by email or posting on this website. Please review any changes carefully. All changes are effective immediately upon posting and your use of our Services after a notice of material change or posting of an updated Privacy Policy shall constitute your consent to all changes.
YOUR RIGHTS AND MANAGING YOUR PRIVACY
Updates and Access. You can update information that you have provided to us. Contact your account manager to make a request or email privacy@theledgerway.com. In addition, as required by applicable law (see for example, “State Privacy Laws" below), you may contact us to confirm whether we maintain any of your personal information and to review it in order to verify its accuracy and request that your personal information be updated or corrected. Subject to applicable law, you may also request that we delete your personal information. Requests for access to your personal information and to have it corrected, amended, or deleted should be sent to privacy@theledgerway.com.
Managing SMS Communications from Us. If you would like to stop receiving SMS communications from us in the sales context, please contact us per above or follow opt-out instructions in the SMS text message (such as replying or texting “STOP” in response to an SMS from us). Please note that even if you choose not to receive sales SMS messages from us, we will continue to use your phone number in the context of providing our Services to you or for security purposes if applicable.
Cookies and Other Tracking Technologies. You have control over some of the Cookies that we use on our corporate websites. Information on changing your browser settings to opt out of Cookies can be found in your browser settings. If you opt-out and later delete your Cookies, use a different browser, or use a different computer, you will likely need to renew your opt-out choices. Like most other companies, our Services and corporate website are not currently configured to respond to browsers’ “Do Not Track” signals. If you configure your browser to send a “Do Not Track” signal, Convert Experiences will not load and set Convert’s Cookies.
Privacy Rights under State Laws
If the California Consumer Privacy Act (the “CCPA”) or the Virginia Consumer Data Protection Act (the “VCDPA”), applies to you (for example, if you are a consumer as provided under the CCPA), you have the following rights with respect to personal information that we process in our capacity as a business under the CCPA (controller under the VCDPA), which includes personal information described in the following sections and subsections:
● General Information
● Business Records
● Administrative Information
● Information for Prospective Customers
● Call Recordings
If you submit a verifiable consumer request, you have the right, subject to either the CCPA or VCDPA, if and as applicable:
● To receive disclosure of the following:
○ The categories of personal information that we have collected about you;
○ the categories of sources of the personal information we have collected about you;
○ the business or commercial purpose for our collecting, selling or sharing of personal information about you;
○ the categories of third parties to whom we disclose your personal information (please note that this Privacy Policy provides the information that we would provide upon verifiable request for this data category and the above data categories);
○ the categories of personal information that we have sold or shared if applicable;
○ the categories of third parties to whom personal information was sold or shared if applicable;
○ the categories of third parties to whom personal information was disclosed for a business purpose;
and the specific pieces of personal information that we have collected about you (subject to applicable legal limitations).
● To request deletion of your personal information by us, subject to applicable legal limitations.
● To request the correction of your personal information.
● To be free of discrimination on the basis of having exercised your rights under the CCPA or VCDPA.
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