MELTLEDGER

Privacy notice

Last updated: 16 September 2026

Controller and contact

For privacy requests, contact legal@emdrsuite.com. This notice covers accounts, billing, document review and operation of MeltLedger.

Information we process

Account information includes your name, email, password hash and session records. Document information includes PDFs you choose to save, extracted fields, source evidence, review decisions and shipment references. We also keep subscription identifiers, certificate allowance records and limited security logs.

Opening a PDF for manual review happens in your browser. Selecting AI analysis sends the original PDF to OpenAI via our server. Selecting Save check stores the original PDF and review in your private workspace. A temporary local draft may be kept in your browser when you leave to sign in.

Purposes and basis

We process account and document data to provide the requested service under our contract with you. Payment records support billing and legal obligations. Limited security and usage records protect the service and prevent abuse under our legitimate interests. AI analysis is optional and runs only after your explicit action.

Service providers and transfers

Hetzner hosts the application and stored documents in Finland. Stripe processes payments; MeltLedger does not store complete card details. OpenAI processes PDFs submitted for AI analysis. Brevo delivers account verification and password recovery messages using the operator’s existing verified email sender.

OpenAI and Stripe may process data outside the European Economic Area under their applicable data processing terms and transfer safeguards. Read OpenAI's API data controls and Stripe's privacy notice. OpenAI states that API data is not used for model training by default; this is not a promise of zero retention. Abuse monitoring may retain content for up to 30 days, subject to applicable exceptions.

Optional website assistant

When you tick the assistant checkbox and send a question, we send your question and a short conversation context to OpenAI to provide an answer. Please do not include personal, financial or confidential document information. The conversation stays in page memory and is not stored as a transcript on our server. OpenAI provider retention described above also applies to chat. We retain usage amounts and a daily changing, pseudonymous network fingerprint to limit abuse and enforce the service budget. The assistant cannot access your account or documents and does not contact anyone on your behalf.

Retention and deletion

Saved reviews remain until you delete them or request account closure. AI result content is kept for up to 30 days to recover results; saved review snapshots can retain the evidence you chose to save. Minimal usage totals and document fingerprints are retained while your account exists to enforce allowances and prevent duplicate processing. Expired account tokens and old security records are cleaned up regularly.

Deleting a saved check removes its original and snapshot from active storage. Local recovery copies are rotated; deleted information can remain there temporarily, for up to 3 days under normal operation. Financial records may need longer retention to meet legal requirements. Contact us to close an account or request erasure; cancel any subscription separately to stop renewal.

Your choices and rights

You can review documents without enabling AI, export reviews, and delete saved checks. You may request access, correction, erasure, restriction or portability, and object where applicable. We may ask you to verify your identity. You can complain to the Spanish Data Protection Agency or your local supervisory authority.

Cookies and automated decisions

MeltLedger uses essential account cookies and browser storage needed for its features. Optional Google Analytics cookies are used only if you accept analytics. Rejecting analytics does not affect the service. You can change your choice from Cookie preferences in the public website footer; withdrawing consent stops collection on this page and removes our Google Analytics cookies. Consent choices and Analytics cookies expire after 6 months. We measure public page visits, guide downloads, assistant interactions, registrations and checkout starts. We remove arbitrary URL query parameters and do not send names, emails, document data, chat text or account identifiers to Analytics. Google may process analytics data outside the EEA under its applicable safeguards. We do not enable advertising personalization. Stripe applies its own payment-page technologies. AI suggestions support your review; MeltLedger does not make legal or similarly significant decisions about you.