Privacy Policy

1. Scope and roles

This policy applies to AegisIQ Wealth Ledger websites, accounts, workspaces, applications, and related support and billing interactions. A customer generally controls the business, owner, accounting, investment, document, and other content submitted to its workspace. AegisIQ Limited processes that content to provide the service and may act as a data processor or service provider where required by applicable law. AegisIQ Limited acts as a controller or data user for personal data used to administer accounts, billing, support, fraud prevention, security logging, legal compliance, and its own business operations, and as a processor or service provider for personal data in customer workspaces processed on the customer’s instructions.

2. Information we collect

• Account and authentication details, such as name, email, organization, role, and security records.
• Workspace, entity, ownership, book, chart-of-accounts, journal, statement, and configuration data.
• Transactions, balances, invoices, bills, expenses, tax-workpaper fields, reconciliations, valuations, and other financial records you enter or import.
• Connected-account and integration information where you enable bank, brokerage, spreadsheet, accounting-system, or other connections.
• Uploaded files and evidence, including receipts, statements, contracts, and documents stored in the vault.
• Subscription, invoice, entitlement, and payment-status records. Payment-card data is handled by the payment provider rather than stored by Wealth Ledger.
• Support, sales, founding-access, and other communications.
• Device, browser, IP address, log, cookie, diagnostic, and security information.

3. How we use information

We use information to provide, maintain, secure, and support the service; authenticate and authorize users; import, preserve, categorize, reconcile, consolidate, report, and export financial records; administer subscriptions; investigate errors or abuse; improve reliability; and comply with legal obligations.

4. AI-assisted processing

Wealth Ledger may use automated and AI-assisted systems or service providers for functions such as document extraction, transaction suggestions, anomaly detection, business-versus-personal expense analysis, narrative explanations, and workflow support. AI outputs can be incomplete or incorrect and must be reviewed by an authorized user before posting, filing, reporting, or relying on them. AegisIQ Wealth Ledger uses Anthropic (the Claude API) as its AI subprocessor for these functions. Depending on the feature, the content sent may include transaction descriptions, amounts, merchant information, account classifications, user instructions, and extracted document text. AegisIQ does not authorize Anthropic to use customer content to train generalized or foundation models, minimizes the content sent where reasonably possible, and processes it to perform the requested service and, where AegisIQ acts as a processor, on the customer’s documented instructions.

5. Connected financial sources

When you connect a bank, brokerage, spreadsheet, accounting system, or other source, information is retrieved under the permissions you grant and may also be subject to the provider’s terms. Disconnecting a source stops future retrieval but does not automatically delete records already imported into your workspace.

6. Sharing and subprocessors

We may use providers for hosting, authentication, storage, email, payments, financial-data aggregation, AI processing, monitoring, customer support, and security. We may also disclose information when required by law, to protect users or the service, in connection with a corporate transaction, or with the customer’s direction. We do not sell personal information to advertisers.

Our current subprocessors include Supabase (database, authentication, and document storage), Netlify (application hosting and content delivery), Anthropic (AI-assisted processing), Resend (transactional email), and HubSpot (customer-relationship management for sign-ups and enquiries). When paid billing is enabled, Stripe processes subscription payments. Settlement of AegisIQ Limited’s own funds is handled by Airwallex, which does not process customer personal data on AegisIQ’s behalf. We maintain the current subprocessor list — with the categories of data each receives and the applicable transfer safeguards — and provide notice of material changes.

7. International processing

AegisIQ Limited is incorporated in Hong Kong and may process information through personnel and providers in other jurisdictions. Where required, we use appropriate contractual, technical, and organizational safeguards.

8. Customer instructions, access, and deletion

Workspace owners and administrators control access to workspace content. Depending on the applicable law and relationship, requests concerning customer-controlled workspace data may need to be directed to the customer. Individuals may also contact AegisIQ Limited to request access, correction, deletion, restriction, or export, subject to identity verification and lawful retention requirements.

9. Security

We use administrative, technical, and organizational safeguards designed to protect information, including access controls, tenant and entity isolation, logging, backups, and encryption provided by the deployed infrastructure. No system can be guaranteed completely secure. Exact security claims on the public site must match the production architecture and current vendor configuration.

10. Retention

We retain information as reasonably needed to provide the service, maintain accounting and audit history, administer billing, satisfy legal and tax obligations, resolve disputes, and enforce agreements. Product-specific retention and post-cancellation access periods must be documented in the application or Order Form.

11. Cookies

We use cookies and similar technologies as described in the Cookie Policy.

12. Children

The service is intended for business and adult personal use and is not directed to children.

13. Changes

We may update this policy. Material changes will be reflected by the “Effective date” and, where appropriate, additional notice.