Privacy Notice

Last updated: September 8, 2026

1. About this notice

Hagen Applied Software LLC d/b/a ReportLedger ("ReportLedger," "we," or "us") provides professional project, reporting, scheduling, and billing software. This notice explains our handling of personal information on our website and through accounts made available to invited consultants, including information in their project files.

We determine how account, website, support, and security information is used to operate our business. Phase One accounts are controlled and managed by the individual consultant regardless of who pays. Employment, sponsorship, billing relationships, and report branding do not by themselves give a company access to the private workspace. The consultant chooses external sharing, subject to legal requirements and the service processing described in this notice. For project information processed on a consultant's behalf, the consultant may be responsible for deciding why that information is collected and used. Our responsibilities depend on the activity and applicable agreement. People named in project records can contact us even if they do not have a ReportLedger account.

2. Information we collect

Account and contact information. We collect information such as your name, email address, company, access-request details, authentication information, and messages when you request access, sign in, or contact us. We use it to manage invitations and accounts, respond to requests, and communicate about the service.

Project and billing information. Authorized users supply project numbers and addresses, claim references, contact details, notes, reports, schedules, photographs, documents, time entries, expenses, receipts, and invoice information. These records may identify clients, insureds, property owners, occupants, consultants, or other people. We process this information to provide the features the user selects, including saving, reopening, organizing, and exporting work.

Technical and usage information. Website and service requests may include IP addresses, browser and device details, request times, errors, and authentication or access events. We use this information to operate, troubleshoot, test, and protect the service and investigate misuse.

Information requested from other sources. When an available feature requests maps, address results, weather, property information, or other references, we receive the results from the relevant provider or public source. A request may include an address, coordinates, search terms, or other information needed for the selected feature.

Provide only information needed for your work and that you are authorized to share. Do not include passwords, payment-card details, or confidential project files in public contact or access-request forms. The current beta does not collect subscription payments or payment-card information through the website.

3. How we use and disclose information

We use the information described above to provide the service, manage authorized access, support user-requested functions, maintain records, respond to support and privacy requests, communicate important service information, and protect accounts and systems. We may also use or disclose relevant information to comply with legal obligations, preserve required records, investigate fraud or abuse, or establish and defend legal claims.

Hosting, authentication, database, file-storage, and security providers process account information, stored records, files, and technical data needed to run the service. Form-processing, business-communications, and transactional-message providers process the contact details and message content needed to deliver or respond to communications. Professional advisers may receive information necessary for their work under appropriate confidentiality obligations.

Mapping and public-data services receive the search or location information needed for the feature being used. Where optional factual extraction is enabled, the selected assistance provider receives equipment-label text, receipt information, or basic project details submitted for that request. Results require user verification. Professional report writing, rewriting, findings, explanations, and conclusions remain consultant-authored. Availability depends on the enabled features.

Other recipients include people to whom you choose to send an exported document, authorities when disclosure is legally required, and parties involved in a business transaction where disclosure is necessary and subject to appropriate protections. Downloading a document does not itself send it to an adjuster, client, or other recipient. External services you open may process connection information under their own privacy practices.

We do not sell personal information or share it for cross-context behavioral advertising. We do not use advertising trackers. If our practices change, we will update this notice and provide any required notice and choices before the change applies.

4. Maps and location information

Features using Google Maps are subject to the Google Maps / Google Earth Additional Terms of Service and Google Privacy Policy. Google may receive information such as map requests, addresses, coordinates, search terms, and connection information and process it under its own terms. Entering a property's address is distinct from permitting access to your device's current location. Device location features, when available, require the relevant permission.

5. Browser storage and online access

ReportLedger uses essential cookies or browser storage for sign-in, session management, preferences, and temporary working data. Some work and export assembly take place in your browser; signed-in features transmit and store records and files needed to provide the service. Blocking essential storage can prevent sign-in or saving. Temporary browser work can be lost when a tab or browser closes and should not be treated as a saved record or an offline backup.

We do not use personal information for targeted advertising or track your activity across unrelated websites for that purpose. Our service does not change its essential operation in response to a browser Do Not Track signal. There is no sale or advertising-sharing activity to opt out of under our current practices. External services may have different practices and controls.

6. Retention and deletion

We retain information according to its purpose, record type, access status, and applicable legal or contractual requirements. Account and support records may be retained to document access, respond to requests, prevent abuse, and meet those requirements.

Beta project records are ordinarily recoverable for up to 180 days after the controlling access-expiration or revocation event, subject to applicable deletion requests and preservation requirements. During active access, saved project photos, uploaded reference documents, working files, and original receipts are retained within the applicable storage allowance along with project profiles, notes, report versions, invoices, schedules, and audit history. Project closure alone does not trigger deletion after 30 or 90 days. Third-party links remain subject to the availability of their source. These periods are not a promise of permanent storage or immediate deletion at a particular date.

Expiration of access does not itself silently delete all records. Deletion may involve verification, preservation holds, and the aging of backup copies. Technical logs may follow the retention settings of the service involved. Keep independent copies of work you need to retain and contact us about recovery or deletion.

7. Privacy requests and choices

Depending on applicable law and our role, you may have rights to confirm processing, access or obtain a copy of personal information, correct inaccuracies, request deletion, learn about disclosures or recipients, and exercise applicable opt-out or sensitive-information rights. Rights may be subject to identity verification, exceptions, and preservation requirements.

Submit a request through our contact form and select "Privacy or data rights." Describe the request without attaching unnecessary sensitive information. You do not need a ReportLedger account to contact us. If an authorized agent submits a request, we may ask for evidence of authority and any verification permitted by law.

We will respond within the period required by applicable law and explain any permitted extension or denial. If we decline your request, you may ask us to review that decision through the same form, identifying it as a "Privacy appeal." We will explain the outcome and any applicable right to contact your state attorney general or other authority. We will not unlawfully discriminate against you for exercising privacy rights.

When a request concerns project information that a customer controls, we may need to work with that customer or direct you to them, while fulfilling our own legal obligations. You may also correct available account fields and manage device or browser permissions directly.

8. Security and professional accounts

We use administrative, technical, and organizational safeguards intended to protect personal information, including encrypted connections and access controls. Safeguards do not eliminate every risk. Use a unique password, protect account access, and report suspected unauthorized activity through our contact form using "Security concern." We will not ask you to send your password through that form.

Accounts are intended for adult professionals. We do not offer accounts to children. Project documents may contain information about other people; users remain responsible for the authority and necessity of what they submit.

9. Changes and contact

Future company features would require new disclosures acknowledged by participating users and explicit, scoped sharing permissions. Existing individual accounts will not silently become company-controlled or grant blanket access to an employer or payer.

We will post revisions with an updated date and provide notice of material changes through the service or an appropriate account communication. Where a change requires consent or another choice, we will provide it as required before applying that change. Acknowledging this notice is not blanket consent to unrelated processing.

Hagen Applied Software LLC d/b/a ReportLedger
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