Who we are

LedgerVault is a document-intelligence platform for Indian Chartered Accountant firms, operated by AI Foundry Ventures LLP (a CortexData product). We process documents on behalf of CA firms and their clients under contract. Contact:privacy@cortexdata.ai.

What we collect

When you sign in or use LedgerVault we collect:

• Identity: name, email, and (for Telegram users) Telegram user ID — used to authenticate you and route messages.
• Practice + client data you enter: firm name, entity names, client legal names, GSTIN/PAN/TAN/CIN, engagement details.
• Documents you upload or import: PDFs, images, and other files ingested via direct upload, Telegram, or connected cloud sources (Google Drive, etc.). We store these in object storage in India.
• Derived data: extracted text, classification metadata (document type, parties, amounts), and search-index embeddings.
• Operational telemetry: request logs, audit trails, error events — no document contents are written to logs.

How we use it

• Classify and route incoming documents to the correct engagement.
• Extract fields (parties, dates, amounts) and build a searchable index.
• Surface upcoming statutory deadlines and missing-document reminders.
• Answer your questions about your own data via the in-product Ask interface.

We never use your data to train shared models, target advertising, or share with anyone outside the processing chain described below.

Where we store it

All client and document data is stored in India. Postgres runs in Bangalore (BLR1) on DigitalOcean. Object storage uses Cloudflare R2 with India-resident configuration. Backups are encrypted at rest with AES-256-GCM.

Sub-processors

We use a small set of trusted third parties to operate LedgerVault:

• Anthropic — large-language-model API for classification and Q&A. Documents are sent on-demand; no training use.
• Voyage AI — embedding API for vector search.
• Cloudflare R2 — encrypted document storage (India region).
• DigitalOcean — managed hosting (BLR1).
• Google — Sign-in (OpenID Connect) and Drive backlog import, only when you choose to connect.
• Telegram — auth + chat surface, only when you choose to connect.
• Zoho Mail — transactional email (magic links, reminders).

All sub-processors are bound by data-processing agreements requiring India-residency handling where applicable and confidentiality of customer data.

Google API services notice

LedgerVault's use of information received from Google APIs (including Google Drive when you connect it) adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

• We only use Drive access to enumerate and read files in the folder you select for backlog import.
• We do not transfer your Drive data to anyone else except to provide or improve user-facing features.
• We do not use your Drive data for ads or for training third-party models.
• You can revoke Drive access at any time from your account settings or your Google account.

Retention

Documents related to statutory filings are retained for at least 8 years after the relevant assessment year, per ICAI guidance for record-keeping. You can request deletion of specific documents or your full account from inside the product. We honor deletion requests within 30 days, subject to legal retention obligations.

Your rights (DPDPA, India)

Under the Digital Personal Data Protection Act, you have the right to:

• Access the personal data we hold about you.
• Correct inaccurate data.
• Erase your data, subject to legal retention requirements.
• Withdraw consent at any time (which may limit your use of LedgerVault).
• Lodge a complaint with the Data Protection Board of India.

To exercise any of these rights, email privacy@cortexdata.ai.

Cookies + sessions

We use a single HTTP-only signed session cookie (ledgervault_session) to keep you signed in. We do not use third-party analytics, advertising trackers, or marketing pixels.

On our public marketing pages only, we collect first-party usage analytics to understand how visitors find and use the site: the page path, the referring URL, any campaign tags (UTM parameters) in the link you arrived from, and a random first-party visit identifier. We do not store your IP address — only a salted, one-way hash of it. This data stays on our own infrastructure (India-resident), is never sold or shared with advertisers, and is not collected inside the authenticated application.

Security

We encrypt OAuth refresh tokens at rest with AES-256-GCM. Postgres connections use TLS. All web traffic is HTTPS-only (Caddy + Let's Encrypt). We run least-privilege service accounts, row-level security on per-practice data, and engagement-level information barriers per Companies Act §144.

Changes

We may update this policy as the product evolves. We will notify registered users by email when material changes are made.