APP 5 Collection Notice
Version 1.1 | Updated 14 September 2026 How your information is handled
Who is collecting it.
Ledger Buddy is operated by JR Photo and Video Pty Ltd ACN 677 761 787. For document collection, we act for the bookkeeping practice named on your upload page or in the message that brought you here. For practice applications, we collect the details you submit to assess your application and arrange account access.
What and where from.
We receive names, contact and practice details, transaction information from authorised Xero connections, uploaded documents, and communication and account activity records. Client information usually comes from the practice or its authorised accounting connection, rather than directly from the individual.
Why.
We use this information to assess practice applications, operate accounts, collect and review documents, support approved accounting actions and keep the service secure. If you do not provide requested details or documents, we or your practice may be unable to complete the relevant service; ask about an alternative submission method.
Automation.
Where document AI is enabled with the required client authority, the complete uploaded receipt image or PDF, including personal and financial information visible in it, is sent to Anthropic with relevant transaction context and account names for extraction and accounting suggestions. AI can make errors. Each accounting action requires individual review and approval; a suggested match does not establish that a receipt belongs to that transaction. Automated voice calling is not available in the initial beta. Before any later release, separate identification, recording-consent and opt-out checks must be completed. Where introduced, the assistant must identify itself and the practice, disclose recording and obtain agreement before continuing. Declining a call must leave another way to provide documents. Ledger Buddy supplies no supervising BAS or tax agent. Ask your practice for human review of an accounting decision.
Who it's shared with.
Cloudflare hosts application records and uploaded documents; Australia-only storage or processing is not guaranteed. AWS document scanning and backup workloads run in Sydney. HighLevel handles onboarding and enabled SMS/email communications, including contact details, message content and upload links, with overseas processing including the United States. Where enabled, Anthropic receives full documents and context for AI analysis, with overseas processing including the United States. Xero receives authorised accounting data and attachments. Provider subprocessors and support may operate in additional countries; provider location information is available at ledgerbuddy.com.au/providers or from our privacy contact. We do not sell client data or train our own AI models with it. Providers may retain information under their service terms; Anthropic standard API retention is up to 30 days subject to exceptions.
Your choices.
Reply STOP to an SMS or contact the practice identified on your upload page to stop automated reminders. Do not upload tax file numbers, identity documents or unrelated sensitive information. Ask your practice about another way to provide documents or use the service without optional AI.
Access, correction and complaints.
Contact your practice or admin@ledgerbuddy.com.au for access, correction or a privacy complaint. We aim to respond within 30 days. You may also contact the OAIC at oaic.gov.au or 1300 363 992. The full privacy policy is at ledgerbuddy.com.au/privacy.