Privacy policy

Last updated: 15 October 2026

About Ledger and this policy

Ledger is developed and provided by Calo Limited (Calo) in New Zealand. This policy explains how personal information is handled through the Ledger website, Admin Console, Mobile App, Desktop App and supporting services.

Ledger helps organisations register, issue, return and manage Assets using RFID and other operational workflows. A customer Organisation manages the operational records it puts into Ledger and decides which people can access them. Calo provides the software, hosting, technical support and service administration. Calo also handles information supplied directly for enquiries, reports, account administration and privacy requests.

This policy explains information handling. Device permissions and any consent needed for a particular feature are requested separately. Only enter information that is necessary for your Organisation's work and that you are authorised to provide.

Information collected

The information handled depends on the service and features you use. It can include:

Accounts and access: names, email addresses, account identifiers, roles, Organisation memberships and account setup or access-management records. Mobile users can sign in with a provisioned personal account using email/password or Google, or use a paired shared device. Personal mobile access is separate from permission to use the Admin Console.
Operational records: information imported or entered by an Organisation about recipients, Assets, RFID Tags, Orders, Allocations, Returns, Stocktakes, Events and workflow activity. Records may include names, contact details, identifiers and location labels. Activity records can identify the operator or shared device that performed an action.
Device and scanner information: app version, operating system, device or terminal identifiers, scanner model, serial number, firmware, battery and connection status, depending on the device and feature.
Diagnostics and usage: error reports, performance measurements, app lifecycle events, visited screens, workflow categories and counts, and support information submitted when troubleshooting. Technology providers may receive network information such as an IP address.
Website enquiries and reports: details you submit, such as your name, work email, Organisation, role, country, phone number, workflow information, Scorecard answers, enquiry text and marketing preferences. Privacy and deletion requests include the details needed to identify and respond to the request.

Operational records may contain locations supplied by an Organisation. The Mobile App does not collect the device's GPS location. Browser or network information may allow service providers to infer an approximate location.

Some information is supplied by your Organisation or its connected systems rather than directly by you. Ask your Organisation what records it maintains about you and why. You can also contact Calo using the details below.

How information is used

Information is used to authenticate users, manage Organisation access, operate shared devices and scanners, find and update operational records, record Asset movements and provide reports. Account information supports provisioning, password setup and access changes.

Technical information helps maintain security, investigate faults, support users and improve reliability. Usage information helps us understand which parts of Ledger are used and where workflows can be improved.

Website contact details and report requests are used to deliver the requested report, respond to enquiries and follow up on the opportunity. Where booking reconciliation is enabled, a Google Calendar booking can be matched to an existing enquiry or report request by email to record whether an assessment was booked. This is separate from receiving marketing emails.

Providing required account or operational information may be necessary to use a feature. Declining an optional field or device permission may limit the feature that needs it. You do not need to opt into marketing to request a report, make an enquiry or raise a privacy concern.

Organisation information is available to authorised users and devices according to their access permissions. Calo may access information when needed to operate the service, investigate a support request or carry out an authorised administrative action. Customer-configured integrations and exports can transfer relevant records to systems selected by the Organisation.

We use technology providers to run Ledger and handle information needed for their services, including:

Google Firebase and Google Cloud for authentication, hosting, databases, file storage and supporting infrastructure. Google sign-in also uses Google's authentication services.
Typesense for searching Organisation records.
PostHog for website and product usage analytics.
Sentry for error reporting, performance monitoring and troubleshooting.
SMTP2GO for account setup emails, requested reports and service communications. The provider processes recipient addresses, message content and delivery information.
ClickUp for managing enquiries, requested reports, follow-up and requests submitted through website forms.
Google Calendar when you choose to book an assessment, and for booking reconciliation where enabled.

Providers process information under their applicable service arrangements and privacy policies. Their infrastructure may process or store information outside New Zealand. The location depends on the provider and configured service; not all Ledger information is held in New Zealand.

We do not sell personal information. We may also disclose information where required or permitted by law. Using customer information in a public case study, recording or demonstration requires separate permission where identifiable information would be disclosed. Accepting this policy does not provide that permission.

Analytics and diagnostics

Ledger uses PostHog to measure website visits, referral information, movement to Documentation or the Admin Console, and selected product activity. Website and app analytics use identifiers; they should not be treated as entirely anonymous. Admin Console events may be associated with a User ID, role, Organisation ID or Reseller ID. Mobile events may be associated with a terminal ID and Organisation ID.

Website Scorecard analytics use answer codes, score dimensions and result categories. Names, email addresses, phone numbers, Organisation names, free-text answers and URL query strings are excluded from these analytics payloads. Contact details needed to deliver a report are handled separately. Session replay and automatic interaction capture are disabled in Ledger's analytics configuration.

Sentry receives error and performance information. Scanner diagnostics may include terminal and reader identifiers and recent connection or device activity. Ledger applies filters intended to remove credentials and raw operational identifiers from diagnostic reports. Support information should contain only what is needed to explain the problem; do not include passwords, access tokens or unnecessary personal records.

Cookies and local storage

The website and Admin Console use cookies, browser storage or similar technologies for sign-in, preferences and usage measurement. Analytics may store a browser identifier. A browser marked as internal by Ledger staff also stores a cookie used to distinguish internal visits in analytics.

The Mobile App keeps authentication or pairing information, settings and a local cache of records used in operational workflows. Some diagnostic reports may be held temporarily on the device, including while waiting for a connection. Native apps and their providers may use local identifiers and storage even though they do not use browser cookies in the same way as a website.

Signing out clears active session information and saved pairing credentials as applicable, but does not itself guarantee that the persistent Firestore cache has been erased. Removing an app or its local storage does not delete records held for the Organisation on Ledger's servers.

You can manage browser storage and device permissions in your browser or device settings. Removing storage may sign you out or affect features. Organisations should secure shared devices and arrange appropriate device clearing before reassignment or disposal.

Security

Ledger uses authenticated access, Organisation access controls and encrypted service connections to help protect personal information. Administrative and operational access are limited according to the user's or device's permissions.

Users and Organisations are responsible for keeping accounts and devices secure, controlling access and reporting suspected unauthorised use. No system can guarantee absolute security. Contact us promptly if you believe information has been exposed or an account has been compromised.

Retention, access, correction and deletion

Information is kept for as long as needed to provide Ledger, respond to requests, maintain operational records and meet applicable legal or contractual obligations. Retention differs between account information, customer operational records, enquiries, local caches and technical logs. Provider backups and technical retention may also affect when information is fully removed.

You can request access to or correction of your personal information, ask about retention, or request deletion by contacting the privacy contact below. You can also submit an account or Organisation deletion request. A request starts a review; submitting the form does not automatically delete an account or Organisation.

We may need to verify your identity and authority before providing, changing or deleting information. For records controlled by a customer Organisation, we may need to involve its authorised administrator. You can contact us even if you cannot sign in, and you do not need to book a sales assessment to make a privacy request.

Deleting an account or revoking access does not automatically delete the Organisation's Asset movement history or other operational records. We will explain what can be removed, what needs to be retained and why. Where information must be retained, access will remain subject to the applicable controls. Contact us if you need a specific retention explanation for your records.

Marketing and demonstrations

Optional marketing consent is recorded separately from report delivery and direct enquiry follow-up. Ledger does not currently send regular marketing emails, but may introduce them in future. You can withdraw marketing consent by contacting us or using an unsubscribe option in a marketing email.

We aim to use synthetic or de-identified information in demonstrations and support material. Customer names, identifiable screenshots, recordings and case studies are handled through a separate permission process.

Children's information

Ledger is an Organisation-managed business service rather than a service directed at children. Operational records supplied by an Organisation may include information about children where relevant to its activities. Requests about those records should be raised with the Organisation or the privacy contact below; any correction or deletion will take account of the Organisation's responsibilities and retention needs.

Links and policy updates

Linked services have their own privacy practices. Information you provide directly to them is also subject to their policies.

Updates to this policy will be published on this page with a revised last-updated date.

Privacy contact

For privacy questions, access or correction requests, deletion requests, or concerns about Ledger, contact Calo Limited at jarrod@calo.nz. Please identify Ledger and, where relevant, the Organisation concerned. Do not send your password or access tokens.

If you are not satisfied with our response, you can contact the New Zealand Office of the Privacy Commissioner about a privacy concern.