Privacy Policy

VenueLedger · Effective 7 September 2026

VenueLedger ("we", "our", "the app") is a petty-cash and expense management platform for multi-venue operators, provided by Stallions Technologies. This policy explains what information we collect through the VenueLedger web portal and mobile app, why we collect it, and how it's handled.

Information we collect

Category	Examples
Account information	Name, email address, and role, provided when your organisation invites you or when you sign up.
Organisation & venue data	Venue names, ledgers, budgets, and settings configured by your organisation's admins.
Expense & petty cash records	Supplier names, amounts, dates, VAT figures, categories, approval status, and comments you or your teammates enter.
Receipt images & documents	Photos or files you upload when logging an expense, plus the data our OCR service extracts from them (supplier, total, date, VAT).
Device & app data	Sign-in tokens (stored in your device's secure keychain/keystore, never in plain text) and, if you turn it on, a local flag recording that biometric app-lock is enabled. We never receive your fingerprint or face data — that verification happens entirely on your device through iOS/Android's own biometric system.

How we use this information

• To operate your organisation's expense and petty-cash workflows — recording, routing for approval, and reporting on spend.
• To extract data automatically from receipt photos, reducing manual entry.
• To send account-related emails: invitations, password resets, and approval notifications.
• To secure your account, including biometric app-lock and encrypted token storage on your device.

Who we share it with

We don't sell your data. We share it only with the service providers that make VenueLedger work, each acting under contract on our behalf:

• Microsoft Azure — receipt images and documents are stored in Azure Blob Storage; Azure AI Document Intelligence reads them to extract expense details.
• Brevo — sends transactional emails (invites, password resets) on our behalf.
• Other members of your own organisation, according to the permissions your admin has configured (e.g. approvers can see expenses submitted for their venues).

Data retention

We retain your account and organisation's records for as long as your organisation's account is active, and as needed to meet accounting, audit, and tax obligations. You can request deletion of your account or your organisation's data at any time — see Account & Data Deletion.

Your choices

• You can disable biometric app-lock at any time from the app's Profile screen.
• You can ask an organisation admin to correct or remove records you submitted.
• You can request a copy of your data, or its deletion, by contacting us (below).

Cookies & browser storage

We use only the cookies and browser storage needed to sign you in and remember your interface preferences — no advertising, analytics, or cross-site tracking. Full details are in our Cookie Policy.

Children's privacy

VenueLedger is a business tool for venue and finance staff and is not directed at children. We don't knowingly collect data from anyone under 16.

Changes to this policy

We'll update the effective date above if this policy changes, and will post the revised version at this same address.

Contact us