Privacy Policy

1. Introduction

At Eagna-Smart Solutions, Inc., owner and operator of the "Transit Ledger" application and services (collectively, "Transit Ledger"), we are committed to protecting your privacy and securing your business data. This Privacy Policy describes how the Transit Ledger Gmail™ & Google Drive™ Add-on and its associated platform collect, process, and protect your information.

2. Google User Data - Access, Use, Storage, and Sharing

In compliance with the Google API Services User Data Policy, Transit Ledger provides full transparency into how we handle Google user data accessed via our integrations:

• How We Access Your Google Data: We request access via secure Google OAuth 2.0 consent screens.
  
  Sensitive Data Scopes:
  • gmail.addons.current.message.readonly: Allows the add-on to view the email and any invoice or receipt attachments in the specific message you choose to open. We only access the currently open message and never scan, search, or read the rest of your inbox.
  • script.external_request: Allows the add-on to connect to our secure backend API to load your account settings and send your selected documents for processing.
  
  Non-Sensitive Scopes:
  • drive.file: Allows Transit Ledger to create folders, save your processed receipts and invoices, and record transaction details (like vendor, date, amount, and tax) into the Google Sheets™ you select as your ledger. We can only access files and folders created or opened by Transit Ledger; we cannot view or edit any of your other Google Drive™ files.
  • drive.install: Adds Transit Ledger to your Google Drive™ "Open with" menu, allowing you to right-click and send documents directly to the application.
  • userinfo.email & userinfo.profile: Used to confirm your identity, display your name and email in the app, and connect your session to your Transit Ledger account.
  • gmail.addons.execute & script.locale: Standard permissions needed to run the add-on within Gmail™ and display dates, numbers, and currencies according to your language and timezone settings.
• How We Use Your Google Data: We use your Google data solely to deliver Transit Ledger's core services: extracting receipts and invoices you select in Gmail™ or Google Drive™, reading transaction details (such as vendor, date, totals, and line items), categorizing expenses, and writing the structured summary directly into your Google Sheets™ ledger.
• How We Store Your Google Data: Our architecture uses secure, temporary data processing.
  • No Permanent Storage of Files: We do not store copies of your Google files on our servers. All temporary files (including uploaded documents and incoming email streams) are held in encrypted, temporary cloud storage with an automatic 24-hour expiration policy.
  • Authentication & Credential Security: Authorization tokens are encrypted at rest using industry-standard AES-256 encryption. We never see, collect, or store your Google password; sign-in and authorization are handled directly by Google through standard OAuth 2.0.
• How We Share Your Google Data: We do not share, sell, rent, or lease your Google user data with any third parties.
  • No Advertising: Your Google user data is never used for targeting advertisements, building user profiles, or any other commercial monetization.
  • Enterprise AI Privacy Boundaries: Document text is analyzed through secure enterprise cloud AI services. User data obtained through Google APIs—including email text, attachments, and processing requests—is processed in isolation, is never retained after processing is complete, and is never used to train or improve any public or commercial artificial intelligence or machine learning models.
  • Compliance with Limited Use: Transit Ledger's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

3. How Your Data is Used & Transmitted

All file processing is strictly secure and temporary:

• When you submit an invoice or receipt, it is transmitted securely via HTTPS to our API endpoints.
• Data Hosting & International Transfers: Core application services, databases, and temporary storage are hosted in Canada (AWS Canada Central region, ca-central-1). If you access our services from outside Canada (including the United States, Europe, or other regions), your data is transferred and processed securely in Canada and North America under strict enterprise data protection agreements and standard contractual safeguards.
• The file is temporarily held in secure cloud storage with an automatic 24-hour expiration policy.
• Optical Character Recognition (OCR): Document text extraction is processed securely using enterprise cloud AI services without permanent retention.
• AI Categorization: Tabular financial data is structured and categorized utilizing enterprise cloud AI services without permanent retention.
• Data Protection Commitment: All cloud data processing is performed strictly within enterprise-grade service boundaries. Your business documents, financial records, and processing requests are kept strictly confidential, are processed in complete isolation, are never stored beyond the temporary processing period (automatically deleted within 24 hours), and are never utilized to train public or proprietary machine learning models.
• Data Retention & Account Lifecycle: Extracted transaction details are written directly into your designated Google Sheets™; Transit Ledger does not maintain a permanent database of your processed transactions or financial histories. Uploaded document files are temporary staging assets automatically deleted within 24 hours. Basic account profile information (such as your email, tier, usage counters, and designated sheet ID) is maintained only while your account is active. When you delete your account, all associated user profile records and credentials are permanently purged immediately, while short-term automated system diagnostics expire naturally on their standard 90-day cloud lifecycle.
• System Operational & Workflow Diagnostic Logs: To ensure platform reliability, orchestrate multi-step processing, troubleshoot system errors, and audit billing usage, operational workflow execution logs and telemetry are temporarily retained. Automated workflow execution diagnostics (retained strictly for debugging, execution tracing, and resolving transient processing errors) are automatically and permanently purged within 90 days. De-identified usage and aggregate billing telemetry records (which exclude personal file contents) are retained for up to 365 days for financial auditing, after which they are permanently deleted.

4. Payment Processing (Stripe)

We utilize Stripe, Inc. ("Stripe") as our third-party payment processor for subscription billing and portal services:

• No Card Storage: Transit Ledger never collects, processes, stores, or has access to your raw credit card numbers or payment details. All transaction info is entered securely and handled directly by Stripe.
• Stripe Privacy Policy: Payment processing is governed by Stripe's terms and privacy policies. You can view how Stripe manages your data at Stripe's Privacy Policy.
• Fraud Prevention: Stripe utilizes telemetry and identifiers for fraud detection and prevention. These identifiers are strictly used to protect payment security and do not track your user behavior for advertising.

5. Security Measures

Transit Ledger utilizes enterprise-grade cloud security mechanisms:

• All network requests are encrypted in transit using industry-standard TLS (TLS 1.2 or higher) via HTTPS.
• Identity Federation & Authentication: We utilize secure identity federation and access management services. Transit Ledger never sees, stores, or handles your password. User sessions are verified securely via cryptographic JSON Web Tokens (JWT).
• Sensitive credentials, such as Google Refresh Tokens, are encrypted at rest using industry-standard AES-256 cryptographic keys managed through secure, hardware-isolated cloud security modules.
• Multi-tenant access is validated securely on every single API request using custom federated identity and token verification services.

6. Cookies and Tracking

Transit Ledger values your privacy and keeps your browsing clean:

• Our platform and dashboard do not utilize any third-party tracking cookies, advertising trackers, or user behavioral analytics (with the sole exception of secure, fraud-detection cookies and telemetry managed directly by Stripe).
• We only use essential, first-party session tokens required strictly to maintain your secure authenticated state.

7. Communications & Product Updates

We respect your inbox and handle communications transparently:

• Transactional Notices: We send essential service communications related to your account, such as sign-in verifications, Stripe payment receipts, quota warnings, and critical security notices.
• Product Updates & Special Offers: From time to time, we may send information about new Transit Ledger features, service enhancements, plan upgrades, or promotional discounts. You can opt out or unsubscribe from promotional messages at any time using the link in the email.

8. Contact & Privacy Officer

If you have questions regarding this Privacy Policy, wish to exercise your privacy rights, or want to request data erasure (which can also be performed directly at any time via the Dashboard Delete Account button), please contact our Privacy Officer at support@transit-ledger.com (Attn: Privacy Officer) or visit our Support Page.