Privacy Policy

What we collect

• Account information: your email, name (if provided), organization name, ERP system, and estimated supplier count
• Files you upload: vendor master lists, AP ledger exports, and supplier statements (PDF, CSV, or Excel) — these often contain your suppliers' names, contact details, and transaction amounts
• The reconciliation results generated from those files — matches, exceptions, and reports

Cookies

We use exactly one cookie: the session cookie that keeps you signed in. It's strictly necessary for the service to work, so it's set automatically without a consent prompt. We don't use analytics, advertising, or tracking cookies of any kind.

How we use it

Solely to run the reconciliation you signed up for: matching your ledger against supplier statements and surfacing discrepancies. We do not sell your data, and we do not use your files to train any AI model beyond the document-extraction step described below.

Who else touches your data

• Supabase — hosts our database, authentication, and file storage
• Google Cloud Document AI — reads text out of the PDF or scanned statements you upload, so line items can be extracted
• Vercel — hosts the application itself

No other third party receives your data. We don't use advertising trackers or analytics tools that sell or share it.

Files you send us by email

If you take up the free first check, or send files for a sweep, they arrive by email rather than through the product. They are handled exactly the same way as anything uploaded to an account:

• Used only to run the reconciliation you asked for
• Seen only by one person — RecoupLedger is operated by an individual, not a team
• Never shared with anyone else, and never used to train anything
• Deleted on request, and in any case within 12 months

Email is not encrypted end to end. If your own policy requires supplier data to travel a particular way, say so before sending and we'll arrange it — a shared folder or an invited account both work, and neither costs anything.

How long we keep it

Your account data and files are kept for as long as your account is active. Raw extracted document data is kept for 12 months for audit and support purposes, then deleted. If you want your account and data deleted sooner, email yossef@recoupledger.com — during this private preview, deletion is handled manually rather than through a self-serve button.

Where it's stored

In London — the database and uploaded files are hosted on AWS eu-west-2 via Supabase, and document extraction runs in Google Cloud's EU region. For a UK or EU customer, that data does not leave the UK or EEA. If you're outside the UK and EEA, your data is stored there as a result of using the service.

Your rights

Depending on where you're based, you may have rights to access, correct, or delete your personal data, or object to how it's processed. Email yossef@recoupledger.com and we'll respond as quickly as we can.

Changes

This is a private preview and this policy may change as the product does. We'll update the date at the top whenever it does.