Privacy Policy

1. Who we are

Old North Ledger is operated by Material Systems LLC (“we,” “us,” or “our”). This Privacy Policy explains what information we collect when you use the service, how we use and share it, and the choices you have. It applies to the Old North Ledger application and does not cover any third-party service you separately choose to connect.

For privacy questions or requests, contact us at privacy@oldnorthledger.com.

2. What we collect

We collect the information you and your committee provide or import, and a limited amount of technical information needed to run the service:

• Account information — your name, email address, and a securely hashed password.
• Committee and committee-member data — the committee’s profile, officers, board-of-elections identifiers, election cycle, and the people you grant access.
• Donor and payee personal information — entered by you or imported, including name, mailing address, and (where the law requires it) occupation and employer.
• Bank transaction data — transactions you import by CSV or that are synced through an optional Plaid connection.
• ActBlue contribution data — itemized contribution records imported, at your direction, from your committee’s own ActBlue account.
• Usage and audit logs — records of actions taken in the service (who changed what, and when), compliance acknowledgments, and basic technical logs used to operate and secure the service.

3. How we use it

We use the information above to:

• provide, maintain, and secure the service and your account;
• record your committee’s financial activity and reconcile transactions;
• generate the disclosure reports, cover sheets, and electronic filing files you submit to the board of elections;
• run compliance checks — such as contribution-limit tracking, prohibited-source flags, and the 48-hour rule — and record your acknowledgments;
• send you service and report-filing emails and alerts; and
• maintain audit trails and comply with our legal obligations.

We do not sell your personal information, and we do not use donor or payee personal information for advertising.

4. The public-record nature of this data

North Carolina campaign finance disclosure is, by design, largely a matter of public record. When you file a report, much of the data it contains — including itemized contributors’ names, addresses, occupations, and employers, along with expenditures and payee information — is submitted to the board of elections and is generally made publicly available by the state.

Our handling of this information within the service is governed by this Privacy Policy, but once data is filed with the state, its publication and availability are governed by North Carolina law and the board of elections, not by us.

5. Sub-processors

We use a small number of third-party providers (“ sub-processors”) to help deliver the service. Each receives only the data needed for its purpose, and only when you use the relevant feature:

• Resend — Sending report-filing and alert emails.
• Plaid — Optional bank-account connection and transaction sync.
• ActBlue — Optional import of a committee's own contribution data.

Your use of an optional integration is also subject to that provider’s own privacy practices.

6. Data storage & security

Your data is stored in the service’s database (SQLite) on the operator’s infrastructure. We take reasonable technical and organizational measures to protect it:

• passwords are stored only as secure hashes, never in plain text;
• credentials for third-party integrations (such as Plaid and ActBlue) are encrypted at rest and are never included in exports or logs;
• access is controlled by authentication and per-committee authorization, so users see only the committees they are entitled to; and
• actions are recorded in an audit log.

No system can be guaranteed perfectly secure; we cannot promise absolute security, but we work to protect your information.

7. Data retention

We retain your committee’s records for as long as your account is active and as needed to provide the service. Because North Carolina law requires committee records to be kept for at least two years after the end of the election cycle, we retain reportable data for at least that period so it remains available to you.

You can export your committee’s data from within the service at any time, and you may request deletion of data that we are not otherwise required to retain. You remain responsible for meeting your own legal retention obligations.

8. Your choices & rights

You can:

• access and correct your account and committee information;
• export your committee’s records at any time from within the service;
• choose whether to use optional integrations (Plaid, ActBlue) and disconnect them; and
• request deletion of data we are not required to retain by contacting us.

To make a request, email privacy@oldnorthledger.com. Note that some data must be retained to meet legal obligations, and data already filed with the board of elections is a matter of public record outside our control.

9. Children

The service is intended for committee treasurers and is not directed at children. We do not knowingly collect personal information from children under 13. If you believe a child has provided us personal information, contact privacy@oldnorthledger.com and we will take appropriate steps to delete it.

10. Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the “Last updated” date at the top of this page and, where appropriate, provide additional notice. Your continued use of the service after changes take effect constitutes acceptance of the updated policy.

11. Contact

Questions or requests about your privacy? Contact Material Systems LLC at privacy@oldnorthledger.com.