Privacy and Data Handling

How ExtractaLedger processes your statement (hosted mode)

ExtractaLedger is a web app that converts PDF bank statements into clean Excel files. The hosted workflow is designed to minimise retention of sensitive documents while still allowing you to download the output securely.

The process is:

1. You upload a PDF bank statement
2. The system extracts the transactions table (date, description, amounts, balance, fees where available)
3. Validation runs (running balance checks, opening and closing checks where available, issues flagged)
4. A formatted XLSX workbook is generated
5. Your PDF is removed, and your XLSX is made available via an expiring download link

What we do and do not store

We do not store your PDF statement

• Your PDF is processed for conversion and then removed immediately after processing completes.
• The system does not keep a permanent copy of the PDF for later use.

We store the XLSX output briefly so you can download it

• The output Excel file (XLSX) is stored for a short retention window to support secure download.
• Download links are time-limited and expire automatically.
• After expiry, the XLSX file and related job records are removed as part of automated cleanup.

Optional debug output (only if enabled)

If a debug package is generated (for troubleshooting conversions), it is treated like output files:

• Stored only briefly
• Accessed via an expiring link
• Removed automatically after the retention window

Where data lives

In hosted mode, ExtractaLedger uses a privacy-first hosted workflow:

• Processing happens on the server during conversion
• Output files are stored only long enough to allow download
• Cleanup routines remove expired output files and related records

Security controls used in hosted mode

ExtractaLedger applies multiple controls to reduce exposure risk.

Retention and deletion

Hosted mode uses short retention by design.

PDF retention

• Processed only for conversion.
• Removed immediately after processing completes.

Output retention (XLSX and optional debug)

• Stored only long enough for you to download the file.
• Deleted automatically after the retention window expires.

If you need a longer retention window for operational reasons (for example, accounting teams that download in batches), that should be implemented as an explicit setting with clear user consent. The default posture is minimal retention.

What you control

You control what you upload and whether you proceed with conversion. For best privacy outcomes:

• Upload only the statement pages you need for the conversion period
• Avoid including unrelated documents in the same PDF
• Use the bank's direct PDF export where possible, rather than screenshots

How this relates to accuracy and review

Privacy controls reduce retention, and validation controls reduce silent mistakes.

If a row required inference or looks unusual, it is flagged as needs_review. You can then focus review time on a short list rather than manually checking every row.

Learn more:

• Accuracy and validation
• Supported formats

Credits and failed conversions

• Each new account includes 1 conversion to start.
• Credits are only deducted when an XLSX is successfully generated.
• Failed conversions do not deduct credits.

See current credit packs on Pricing.

Frequently Asked Questions

Learn more

• Bank statement to Excel converter — main conversion page
• Accuracy and validation — how we verify output
• Supported formats — digital, scanned, mixed PDFs
• Pricing
• Contact