Privacy Policy

Introduction

This privacy policy explains how Ruigen Pty Ltd trading as Ledgr Invoice (ABN 56 695 832 618) ('we', 'us' or 'our') collects, uses, holds, discloses and protects personal information. It applies to our website at www.ledgrinvoice.au and to the Ledgr Invoice service (Service).

We take our privacy obligations seriously. We handle personal information in accordance with the Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles (APPs), and we are committed to protecting your personal information and to preventing serious invasions of privacy.

In this privacy policy, personal information means information or an opinion about an identified individual, or an individual who is reasonably identifiable, as defined in the Privacy Act.

By using the Service, or providing personal information to us, you consent to us collecting, holding, using and disclosing personal information in accordance with this privacy policy. If you do not agree, please do not use the Service.

We may update this privacy policy from time to time by posting an updated version on our website. We will update the "last updated" date below and, where the changes are material, take reasonable steps to notify you. We encourage you to review this privacy policy regularly.

The personal information we collect

The kinds of personal information we collect depend on how you use the Service, and may include:

— your name and email address (for example, when you create an Account, or contact us);
— your account and login details;
— payment information, which is collected and processed by our payment provider, Stripe (we do not store your full card details);
— information about your use of the Service, such as the type and size of files you process, timestamps, extraction status and subscription usage; and
— any other information you choose to provide when you contact or communicate with us.

Access to the free tier of the Service may not require you to create an account. Where you use the Service without creating an account, we collect only the limited technical information described in this policy (such as IP address for rate limiting purposes). If you choose to create an account, we will also collect the account information described above. We do not generally collect sensitive information (as defined in the Privacy Act), and we ask that you do not provide sensitive information to us unless it is necessary.

The documents you upload

The Service extracts data from invoice documents that you upload. Those documents, and the data extracted from them, may contain personal information — including personal information about you and about third parties (such as individuals named on an invoice).

We process the documents you upload only to extract data and return the output to you. We never store the original document you upload — it is discarded as soon as the data has been extracted. For free-tier users, the extracted data is returned to you and nothing is retained afterwards. For paid subscribers, we save the extracted data (the structured output only, never the original document) in our Australian database so that you can view your extraction history, for the limited periods set out in the "Security and data retention" section below.

You are responsible for ensuring that you are entitled to upload the documents you provide and to have their contents processed as described in this privacy policy, including having all necessary consents to sharing any personal information of third parties that those documents contain.

How we collect personal information

We collect personal information:

— directly from you — for example, when you create or use an Account, upload documents, make a payment, or contact us; and
— automatically — through your use of the Service, such as usage metadata.

Where it is reasonable and practicable, we collect personal information directly from you. If you provide us with personal information about another person, you must ensure that you are authorised to do so and, where required, that they are aware of the matters set out in this privacy policy.

How we use personal information

We collect, hold and use personal information for the following purposes:

— to provide the Service, including to extract data from the documents you upload and return the output to you;
— to provide paid subscribers with access to their extraction history, by storing the extracted data (not the original documents) for the periods described in this privacy policy;
— to create and administer your Account and to process payments;
— to operate, secure, monitor and improve the Service (using account and usage information, not the content of your documents);
— to respond to your enquiries and provide support;
— to send you service-related communications, such as administrative messages, security alerts and renewal notices;
— to send you marketing communications about our products and updates, where permitted — you can opt out at any time using the unsubscribe facility we provide, consistent with the Spam Act 2003 (Cth); and
— to comply with our legal obligations and to establish, exercise or defend legal claims.

We will only use personal information for a purpose for which it was collected, for a directly related purpose you would reasonably expect, or as otherwise permitted or required by law.

How we disclose personal information

We may disclose personal information to:

— our service providers who help us operate the Service, currently including Anthropic, PBC (AI-powered data extraction), Stripe (payment processing), Supabase (account data hosting and storage), Resend (sending emails), Vercel (application hosting), PostHog Inc. (product analytics and session event recording), Functional Software Inc. trading as Sentry (error monitoring and session replay), Cloudflare Inc. (bot protection via Turnstile) and Upstash Inc. (rate limiting);
— our professional advisers, such as our lawyers and accountants;
— a purchaser or potential purchaser of our business; and
— government agencies, regulators or law enforcement, where required or authorised by law.

We require our service providers to handle personal information consistently with this privacy policy and the Privacy Act. We do not sell your personal information, and we do not use the content of the documents you upload, or the extracted output, to train AI models or for any purpose other than providing the Service.

Overseas disclosure

Some of our service providers are located, or process data, outside Australia. In particular, the content of the documents you upload is transmitted to and processed by our AI provider, Anthropic, PBC, on servers located in the United States. Additionally, usage and diagnostic data — including analytics events, error logs and session recordings of user interactions — are transmitted to our analytics provider, PostHog Inc., and our error monitoring provider, Functional Software Inc. (trading as Sentry), both located in the United States. For the avoidance of doubt, PostHog and Sentry do not receive the content of the documents you upload. Our application hosting and certain other service providers may also process information overseas, including in the United States.

This means that, in using the Service, your personal information (and any personal information contained in the documents you upload) may be disclosed to recipients in the United States and potentially other countries in which our service providers operate.

We take reasonable steps to ensure that overseas recipients handle personal information in a manner consistent with the APPs, including by selecting reputable providers that offer commercial and contractual data-protection commitments. Our AI provider does not use the content we send it to train its AI models and deletes that data within its retention period (currently up to 30 days), although it may retain limited data for trust and safety purposes.

The United States does not have privacy laws that are substantially similar to the Privacy Act. By using the Service, you acknowledge and consent to the disclosure of your personal information to recipients overseas, including in the United States, on the basis set out in this privacy policy. If your data must remain within Australia, the Service may not be suitable for you, and you should not upload documents to it.

Artificial intelligence and automated decisions

The Service uses artificial intelligence (currently the Anthropic Claude API) to extract data from the documents you upload. The AI reads each document, identifies relevant fields (such as vendor name, ABN, dates, line items, amounts and GST) and returns that information to you as structured data.

The AI is used to extract and format data only. It does not make, and is not used to make, any decision about you that could reasonably be expected to significantly affect your rights or interests. You remain solely responsible for reviewing and verifying the extracted data before relying on it. Further information about how we use AI is set out in our Terms and Conditions.

Security and data retention

We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure. These steps include encrypting data in transit and at rest, processing the documents you upload in memory, restricting access to personal information, and using reputable service providers.

We do not store the original documents you upload, and they are discarded as soon as the data has been extracted. For paid subscribers, we store the extracted data (the structured output only — for example vendor name, ABN, invoice number, line items and amounts) in our Australian-hosted database so you can access your extraction history. We retain this extracted data for 30 days for Starter subscribers and 60 days for Pro subscribers, after which it is automatically deleted.

If you cancel your subscription, your stored extraction history is deleted; and if you downgrade from Pro to Starter, extracted data older than 30 days is deleted at the start of your next billing period.

We retain account and usage information for as long as your Account is active, and afterwards only for as long as is necessary for the purposes set out in this privacy policy or as required by law, after which we take reasonable steps to destroy or de-identify it.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If we become aware of a data breach that is likely to result in serious harm, we will respond in accordance with the Notifiable Data Breaches scheme under the Privacy Act, including notifying affected individuals and the Office of the Australian Information Commissioner (OAIC) where required.

Cookies

We use cookies and similar technologies on our website. Some are strictly necessary for the Service to function (for example, authentication session management and payment security). Others are non-essential analytics and error-monitoring tools that are not set until you consent through our cookie banner.

We use PostHog Inc. (product analytics and session event recording) and Functional Software Inc. trading as Sentry (error monitoring and session replay) as non-essential third-party providers. These providers use in-memory storage only before you consent and only set persistent cookies or local storage after you have given your consent through our cookie banner.

For information about how we use cookies and similar technologies, please see our Cookies Policy.

Children

The Service is intended for use by businesses and sole traders and is not directed at individuals under the age of 18. We do not knowingly collect personal information from anyone under 18. If you believe we have collected personal information from a person under 18, please contact us and we will take reasonable steps to delete it.

Accessing, correcting and deleting your personal information

You may request access to, correction of, or deletion of the personal information we hold about you by contacting us using the details below. We may need to verify your identity before responding.

We will respond to your request within a reasonable time. If we are unable to provide access, make a correction, or complete a deletion, we will let you know why (for example, where we are required by law to retain certain information). There is no charge for making a request, although in some cases we may charge a reasonable fee for giving access.

Complaints

If you have a concern or complaint about how we have handled your personal information, please contact us using the details below. We will acknowledge and investigate your complaint and respond within a reasonable time.

If you are not satisfied with our response, you may make a complaint to the OAIC at www.oaic.gov.au.

Contact us

For any questions about this privacy policy or our handling of personal information, or to make a request or complaint, please contact us:

Ruigen Pty Ltd trading as Ledgr Invoice
Email: privacy@ledgrinvoice.au

Ledgr Invoice uses artificial intelligence to extract structured data from invoice documents. We believe in transparency about how AI is used in our product.

What AI does

When you submit an invoice (PDF or image), the document content is sent to Anthropic's Claude API. The AI model reads the document, identifies relevant fields (vendor name, ABN, dates, line items, amounts, GST, etc.), and returns structured JSON data. This data is then formatted into a human-readable invoice view and downloadable spreadsheet files.

What AI does not do

— It does not validate whether the invoice is correct, legitimate, or complete
— It does not provide financial, tax, or legal interpretation of the data
— It does not store, learn from, or retain your documents after processing
— It does not make decisions on your behalf

Accuracy

AI extraction is not perfect. Common limitations include:

— Scanned or low-quality images may produce lower accuracy
— Unusual invoice layouts may result in missed or misplaced fields
— Handwritten invoices are not reliably supported
— Currency and date format interpretation may vary

Always review extracted data before using it.

Model and provider

Extraction is powered by Anthropic's Claude API. The specific model depends on your plan:

— Standard extractions (Free and Starter tiers): Claude Haiku 4.5
— High-accuracy extractions (Pro tier): Claude Sonnet 4.6

Both models are operated by Anthropic, PBC (San Francisco, CA, United States). Their API does not use your inputs to train models. For details, see Anthropic's Privacy Policy.