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MerchantLedgerSettlement Automation

Privacy Policy

Last updated: February 11, 2026

Summary

MerchantLedger is an accounting automation tool for Amazon sellers. We connect to your Amazon Seller Central account via OAuth to fetch settlement and financial data, categorize it for accounting purposes, and post it to your accounting software or export files. We collect the minimum data necessary to provide this service, store it securely, and never sell your personal data.

We follow a data minimization principle: we request only the minimum Amazon SP-API roles required for our core accounting features. Optional modules (such as inventory reconciliation or COGS analysis) require you to explicitly enable them and grant additional permissions.

Data We Collect
Account Information

When you sign up for MerchantLedger, we collect your name and email address through our authentication provider (Clerk). This information is used to identify your account and communicate with you about the service.

Amazon Seller Data

With your explicit consent via OAuth, we access the following from your Amazon Seller Central account:

  • Settlement Reports: Summaries of transactions, deposits, fees, and adjustments for each settlement period
  • Financial Events: Detailed transaction data including orders, refunds, fees, charges, taxes, and reimbursements
  • Seller Identifiers: Marketplace IDs, seller account identifiers necessary for API calls
  • Catalog/Listing Metadata (if applicable): Limited product catalog data (SKU, ASIN, product attributes) used for cost mapping and COGS calculations. We do not access or modify listing content.

We do not access buyer messages, customer personal data, or any data beyond what is required for settlement processing and accounting features.

Inventory Data: We do not access inventory quantities or inventory event data unless you explicitly enable inventory-related features. If enabled, inventory data is used solely for reconciliation, COGS calculations, and operational reporting.

If we add new data categories in the future, we will update this policy and may require you to re-authorize the Amazon connection.

Optional Configuration Data

If you configure accounting integrations, we store connection credentials (OAuth tokens) and account mapping preferences you create (e.g., which GL accounts to use for different transaction types).

How We Use Your Data

We use your data solely to provide the MerchantLedger service:

  • Import & Categorize: Fetch settlement data and categorize transactions into accounting-friendly categories
  • Post to Accounting: Send categorized entries to your connected accounting software (Wave, Xero, QuickBooks) or generate export files
  • Service Operation: Maintain your account, authenticate your access, and provide customer support
  • Improvement: Analyze usage patterns (aggregated, anonymized) to improve service reliability and accuracy

We do not use your data for advertising, marketing, or any purpose unrelated to providing the MerchantLedger service.

Data Storage & Retention
Storage

All data is stored securely in our cloud infrastructure:

  • Encryption: Data encrypted at rest and in transit using industry- standard encryption (TLS 1.2+, AES-256)
  • Isolation: Your data is logically isolated from other customers using tenant-specific access controls
  • Access Control: Least-privilege access; only authorized service components can access your data
Retention

We retain your data as follows:

  • While Account is Active: Settlement data, configurations, and connection settings are retained for the duration of your account
  • After Account Closure: All settlement data, configurations, and connection data is permanently deleted within 30 days of account closure
  • Backups: Backup copies are retained for up to 90 days for disaster recovery purposes and are automatically purged thereafter
  • Logs: Access and audit logs are retained for up to 1 year for security monitoring and compliance
Data Sharing
Service Providers

We share data with the following categories of service providers solely to operate the service:

  • Cloud Infrastructure: Vercel and Railway for hosting our application and storing data
  • Authentication: Clerk provides identity and authentication services
  • Accounting Integrations: When you connect Wave, Xero, or QuickBooks, we post categorized entries to your accounting software using OAuth tokens

Amazon Information: We do not share Amazon Information (settlement data, financial events, or seller identifiers) except with the subprocessors listed above (Vercel and Railway) as necessary to operate the service, and with authorized users of your MerchantLedger account.

We Do Not Sell Your Data

We never sell, rent, or monetize your personal data or Amazon seller data in any way.

Legal Requirements

We may disclose data if required to do so by law or in response to a valid legal request from law enforcement or regulatory authorities.

Your Controls & Rights
Disconnect Amazon Access

You can disconnect MerchantLedger from your Amazon Seller account at any time:

  2. Sign in to MerchantLedger and navigate to Connections
  4. Click "Disconnect" next to your Amazon connection
  6. Additionally, revoke access in Amazon Seller Central under Apps & Services → Authorized apps
Data Deletion

You may request deletion of your account and all associated data by:

We will confirm receipt and complete deletion within 30 days. You will receive a confirmation email when deletion is complete.

Data Export

You can export your categorized settlement data at any time from within the MerchantLedger application. We also support exporting to CSV format for use in other tools.

Security

We implement industry-standard security measures to protect your data:

  • Encryption: TLS 1.2+ for data in transit; AES-256 for data at rest
  • Authentication: OAuth tokens stored encrypted in our database using Fernet (AES-128-CBC), never in plain text or logs
  • Access Control: Role-based access, least-privilege service accounts, audit logging
  • Monitoring: Continuous security monitoring, intrusion detection, and incident response procedures

See our Security page for more details on our security practices.

Children's Privacy

MerchantLedger is not intended for use by individuals under the age of 16. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal data, please contact us at privacy@merchantledgerapp.com.

International Data Transfers

Your data may be transferred to and processed in countries other than your own. We take appropriate safeguards to ensure your data remains protected in accordance with this privacy policy.

Changes to This Privacy Policy

We may update this privacy policy from time to time. We will notify you of material changes by email (if you have provided an email address) or by posting a notice on our website prior to the change taking effect. We encourage you to review this policy periodically.

Contact Us

If you have questions, concerns, or requests regarding this privacy policy or our data practices, please contact us:

We will respond to your inquiry within 30 days.