Privacy Policy

Titus Ledger is made by Titus Hub Inc. (“we”, “us”). This policy covers our website, titusledger.com, and Titus Ledger itself during its private beta: what we collect when you visit, join the waitlist or use an account, why, who else handles it, how long we keep it, and how to have it deleted.

Who we are

Titus Hub Inc. makes Titus Ledger, bookkeeping software for small businesses and their accountants. For the personal information described on this page, Titus Hub Inc. is responsible for it (the “controller”, in privacy-law terms).

Questions about this policy or your information: email support@titusledger.com or call 631-977-7400.

Titus Ledger today

Titus Ledger is in a private beta. Accounts are by invitation, and the bookkeeping screens are still being built. Today an account can sign in, set up companies, and invite the people who work on their books; each company starts with a chart of accounts. This policy describes what exists now. We will update it before Titus Ledger handles more of your information, and the date at the top of this page will change.

What we collect on the website

The website collects three things.

Your waitlist sign-up

When you join the waitlist, we store:

• your email address, your role (for example, business owner or accountant) and the software you use today;
• your name, company name and any note you add, if you give them;
• which page of the site you first joined from, and the latest;
• when you first joined, when you last sent the form, and how many times you have sent it;
• whether our emails about your latest sign-up were sent.

If the form is sent again with the same address, we keep your one entry and your first answers as they were, and store the latest answers beside them, rather than adding a second entry. To change your answers, email us.

Please don't put passwords, bank details or other sensitive information in the note; we never need them. If you email or call us instead, we keep what you tell us in the same way.

Keyed hashes, to limit use of the form

To keep the form from being flooded, we limit how many sign-ups can come from one connection. To do that we store a one-way keyed hash of your IP address: a scrambled value made from the address and a secret key, which lets us recognize repeat submissions without keeping the address. We don't store your IP address itself. The hash is kept in the record that counts submissions for the limit, and the hash from your latest submission is kept with your sign-up, so we can spot repeated abuse of the form.

We also limit how often one email address can be sent through the form in a day, and how many confirmation emails it can receive, so nobody can use the form to send our email to someone over and over. For that we store a keyed hash of the email address you entered, made the same way, in the records that count those. We use these hashes only to prevent spam and abuse.

Request logs kept by our hosting provider

Our hosting provider, Google Cloud, logs each request to this site: the time, the page requested, your IP address, your browser's user agent and the response. We use these logs only to keep the site secure and running, and to look into problems or abuse.

Our own server also writes a log entry for each sign-up. It records what happened (for example, whether our emails were sent) and a shortened keyed hash of your email address, made the same way as the hashes above, never the address itself.

Your account

During the private beta you can create an account only with an address we have invited, or one a company has invited to join it.

Signing in

Your Titus Ledger account is a Titus account: one sign-in, run by Titus Hub Inc. on Google Cloud, shared by TitusChat, TitusVoice, TitusFax, Titus Contacts and Titus Ledger. You sign in to each product separately, with the same email address and password, and you are the same person in each. The account keeps your email address, your name, whether you have confirmed your address, when the account was created, your password in a scrambled form that can't be turned back into the password, and, for each sign-in, when it happened and the IP address and browser it came from, kept with that session. Resetting or changing your password changes it for every Titus product and signs the account out everywhere.

Your profile

Titus Ledger keeps a profile of its own for your Titus account, made when you set Titus Ledger up:

• whether you use Titus Ledger for your own business or as an accountant or bookkeeper;
• which version of our Terms of Use and this policy you accepted, and when;
• the company you opened last, and how many companies you have created;
• a list of the companies you belong to, each with its name, your role and when you joined, for the company switcher.

Our private-beta list holds each address we have let in, and when we added it; once an account is created with it, the list also records which account, and when.

To keep sign-up, invitations and our emails from being abused, we count requests: per connection (with a keyed hash of the IP address, as on the waitlist, never the address itself), per account, and per email address (with a scrambled form of the address). These counters delete themselves once their limit period has passed.

Emails about your account

We email you, through Brevo, to confirm your address when you sign up, and when you ask to reset your password or to have the confirmation sent again. The links in these emails carry a single-use code, which only works for a limited time, and which browsers don't send to servers, so it doesn't appear in our request logs. Because the account is shared, a password reset asked for here changes your password for every Titus product.

Companies and their people

A company is one set of books. When you set one up, we store its name, its legal name if you give one, how the business is organized, its time zone and the month its fiscal year starts, and who created it and when.

Members

For each person in a company we store their name, their email address, their role (owner, admin, accountant, bookkeeper or viewer), how they joined (they set the company up, or accepted an invitation, and who sent it), and when. Each member can see their own record. The company's owners and admins can see every member's name, email address and role, on the company's Team page.

When someone leaves a company or is removed from it, the company keeps their member record, marked with when they left and who removed them, so it can always see who had access to its books and when.

The company's history

Each change to a company's details, its members and its invitations is recorded in the company's history: what changed, when, and which member made the change, in which role. In that history an invited email address appears shortened, like a***@e***.com. The company's owners, admins and accountants can read it. Changes to the books' own settings (their time zone, fiscal year and the like) are recorded in the books' audit log in the same way, with a keyed hash of the IP address the change came from, never the address itself. These records are kept for as long as the company exists.

Invitations

An owner or admin can invite someone to a company by email address. For each invitation we store the address, the role offered, who sent it, when it was sent and how many times, whether the email went out, and when it expires (after 14 days). We send the invitation through Brevo, possibly to someone who has no account with us. It says who invited them, to which company and as what role.

The link in the invitation carries a single-use code. We store only a scrambled form of the code, so the email holds the only copy, and the code sits in a part of the link that browsers don't send to servers, so it doesn't appear in our request logs. Anyone who opens the link can see who sent it, the company's name, the role and a shortened form of the invited address (like a***@e***.com).

Once an invitation is accepted, revoked or expires, the company keeps it as part of its history. If the person who sent an invitation leaves the company or loses the right to invite, their invitations that haven't been accepted stop working.

Your books

Each company's books are stored in a Google Cloud SQL database in the United States (Northern Virginia). Today they hold the company's chart of accounts and its accounting settings; as the bookkeeping screens arrive, they will hold its records too, and this policy will say so.

Only the company's members can see its books, through Titus Ledger, and each member's role decides what they can do: every member, a viewer included, can see the books and reports; owners, admins and accountants change the company's settings and its chart of accounts; owners and admins decide who else is let in. Members of other companies see nothing of it.

Our staff don't open a company's books through Titus Ledger unless a member invites them, and that invitation shows in the company's history like any other. Access to the databases themselves is limited to the people at Titus Hub Inc. who run the service, to keep it working and secure.

We don't sell your books or anything in them, and we don't use them for advertising.

Exporting a company's books, and closing or deleting a company, aren't available yet. Before they are, we will set out here what is kept, and for how long.

Browser storage and cookies

The website's pages set no cookies, and nothing on titusledger.com runs analytics, advertising or third-party tracking scripts. If we ever add any, we will update this policy first.

When you sign in to Titus Ledger, your browser keeps:

• one cookie, tl_session, which keeps you signed in for up to 30 days or until you sign out. It holds a random session identifier, nothing about you; it is sent only to titusledger.com, scripts on the page can't read it, and it is the only cookie Titus Ledger sets;
• a note in its local storage that this browser is signed in (yes or no), so the sign-in page can wait for your session instead of flashing a form;
• in each tab, until the tab is closed: an invitation's code while you sign up or sign in to accept it; the company you last opened in that tab; and, between signing up and confirming your address, the address you entered and your answers to the sign-up form, so the setup step doesn't ask for them again.

The emails we send through Brevo may record when they are opened and when a link in them is clicked, as described under Who else handles it.

How we use it

• To confirm your waitlist sign-up, and to email you about Titus Ledger: an invitation to the private beta, launch news, and the founding price.
• To run your account and the companies you belong to: to sign you in, show each member what their role allows, and send the confirmation, password and invitation emails that you or a colleague ask for.
• To keep each company's record of who changed what, and who had access.
• To understand who Titus Ledger is for, such as which software people are switching from, so we build the right things first.
• To reply if you get in touch with us.
• To prevent spam and abuse, and to keep the site and Titus Ledger secure.

We only email you about your account and Titus Ledger. We don't sell your personal information, and we don't share it with anyone for advertising.

Who else handles it

We use a small number of service providers:

• Google Cloud hosts the site and Titus Ledger, and stores, on our behalf and in the United States, waitlist sign-ups, the shared Titus accounts (the one sign-in for TitusChat, TitusVoice, TitusFax, Titus Contacts and Titus Ledger, run by Titus Hub Inc.), and Titus Ledger's companies, their members and invitations and each company's books (Cloud SQL). See Google Cloud's privacy notice.
• Brevo delivers our email on our behalf: the confirmation when you join the waitlist and a notification to us with the details you sent; the emails that confirm your account's address and reset your password; invitations to join a company, to the invited address; and our later emails about Titus Ledger. Brevo may record when an email we send is opened and when a link in it is clicked. See Brevo's privacy policy.
• Cloudflare runs the DNS for titusledger.com: it answers the lookups that point the address at our hosting. It also forwards email sent to our titusledger.com addresses, such as support@titusledger.com, to the mailbox where we read it. That includes the notification of each sign-up, with the details you sent, and any email you send us. See Cloudflare's privacy policy.

We may also disclose information where the law requires it, or where it is needed to protect the rights, property or safety of our users, the public or us. We will update this list before we add another provider that handles personal information.

How long we keep it

• Your waitlist sign-up: while you are on the waitlist. Ask us to take you off at any time and we delete it. If you go on to use Titus Ledger, it becomes part of your account records.
• Your account: while it exists. There is no button to delete an account yet; email us and we will delete your Titus Ledger profile, and, if you ask, the Titus account itself, which also ends it in the other Titus products. A company you belonged to keeps its own record of your membership and its history, as described under Companies and their people.
• Companies, their members, invitations, history and books: while the company exists. Closing or deleting a company isn't available yet; before it is, we will say here what is kept and for how long.
• The hashes and counters behind our limits (on the waitlist form, sign-up, password resets, confirmation emails and invitations): deleted automatically once their limit period has passed, usually within a day after that. The copy of the IP address hash stored with your waitlist sign-up is kept, and deleted, along with the sign-up.
• Emails in our mailbox: the notification of your sign-up, and any email you send us, stay in our mailbox while you are on the waitlist. When we delete your sign-up at your request, we delete those emails too.
• Email delivery logs: Brevo keeps a log of the emails it delivers for us, for its own retention period.
• Request logs, and our server's own log entries (which name an account by its id, never by your name or address): for Google Cloud's log retention period, which is 30 days by default.

Your choices and rights

You can leave the waitlist at any time, and ask us for a copy of what we hold about you, to correct it, or to delete it. You can change your password on your account page; for anything else, including your name and your email address, email support@titusledger.com, ideally from the address you signed up with, so we can confirm the request comes from you. There is no charge.

If you live in a US state with a consumer privacy law, such as California, you may have further rights, such as to know what we collect and why, and to opt out of the sale or sharing of your personal information. We don't sell or share personal information, but we will handle any request under those laws: email us and tell us which right you want to use. We will not treat you differently for using your rights.

If you live outside the United States, the law where you live may give you similar rights, including the right to complain to your data protection authority. Email us and we will help.

Security

Everything you send travels over an encrypted (HTTPS) connection to our server, which checks it before storing it. Browsers can't write to our databases at all: every change goes through our server, which checks who you are and what your role allows. A signed-in browser can read only what its account may see (its own profile, and the companies it belongs to, as its role allows), and the books' database can't be reached from a browser at all. Access to what we store is limited to the people at Titus Hub Inc. who need it. No website can promise perfect security, but if a breach affects your information we will tell you as the law requires. Our security page has more, including how to report a vulnerability.

Children

This site and Titus Ledger are for businesses and are not directed at children. We don't knowingly collect personal information from anyone under 16. If you believe a child has joined the waitlist or created an account, email us and we will delete it.

Changes to this policy

We will update this page before we change what we collect or who handles it. The date at the top always shows when it last changed, and your account records the version you accepted when you signed up.

Contact

Titus Hub Inc.
Email: support@titusledger.com
Phone: 631-977-7400

See also our Terms of Use.