Privacy Policy

1Who we are

LeaseLedger is operated by Sibley Holdings LLC, a Virginia limited liability company doing business as LeaseLedger ("LeaseLedger," "we," "us"). This policy explains what information we collect through leaseledgerhunt.com, our mobile apps, and related services, how we use and share it, and the choices you have.

2The short version

• We collect what you and your club put into LeaseLedger, plus what's needed to sign you in and keep the Service running.
• Your club's records are visible to members of your club, according to their roles. Private messages are visible only to the sender and recipient.
• We don't sell your information, and nothing you or your club put into LeaseLedger is used for advertising. Our phone app tells Meta when it's installed and opened so we can measure our own ads on Facebook and Instagram; you can turn that off in Account & Settings. We use product analytics (PostHog) to see which features get used and where people get stuck, including recordings of how screens are used with everything you type hidden, and error monitoring (Sentry) to find and fix bugs. Neither is used to track you across other companies' apps or websites or for advertising, and you can turn analytics off in Account & Settings. On our public website we also count visits ourselves and with Vercel Web Analytics, without cookies.
• We use your location only when you tap "Use my location," or when you turn on Live View to share it with your club for a time you choose. We never track you in the background.
• We share information with the service providers that run LeaseLedger, listed below.

3Information we collect

Account information. Your email address, your first and last name and an optional nickname, your mailing address, your password (stored in encrypted, hashed form by our authentication provider; we never see it), settings like your home page and favorite club, and when you confirmed your age and agreed to these policies. If you sign in with Apple or Google, we receive your name (if you choose to share it) and your email address from them, which with Apple may be a private relay address that forwards to you; we never receive your Apple or Google password. Your mailing address is collected for your club's own records — things like a roster or correspondence — and is never used for marketing or shared with anyone outside your club's officers.

Club information you and your club enter:

• Membership: your clubs, role, officer position, membership status and dates, and dues records officers keep (amounts, payment method, references like check numbers, and notes).
• Land and stands: property names, ZIP codes, boundaries, and pins for stands and trail cameras; which way a blind faces; safety warnings officers add to stands; rest-day rules; and problem-parcel flags with the notes officers write about them.
• Hunting activity: stand reservations, check-in and check-out times, hunting party members, hunt reports and wildlife sightings, and harvest records (species, weapon, measurements, notes, up to three photos, and an optional map pin of where it happened).
• Trail cameras: photos and videos you upload, the date and time they were taken, the camera's location, and weather and moon phase we add for that time. We also send each photo to an AI service (Anthropic) that reads the species, the animal's sex, and a short note on antlers or markings; you can correct those labels. Names you give to animals on your club's Hit List, and which photos you tag with them, are visible to your club's members.
• Safety: the members you block and the posts you hide (only you can see those), and reports you make, including a copy of the reported post, comment, or message and who wrote it. Reports about club content are shown to your club's officers; reports about private messages go only to us.
• Communication: bulletin posts, @mentions, private messages, club rules and votes, club projects with notes and photos, and officer contact details officers choose to share.
• Waterfowl and habitat tools (only if your club turns them on): Flight Log entries (species, count, how the birds behaved, and where), with the weather we look up for that time and place; ice and water reports for blinds; water-control logs (riser boards, water depth, pump hours, fuel); blind condition checks; and who checked out club gear, like a boat or UTV, and when.
• Guest waivers: if you join a club as a guest, the name you type to sign the club's liability waiver, when you signed, and the exact waiver text you agreed to. These are kept with your guest pass and are visible only to you and that club's officers.
• Payments: amounts your club bills you, such as your share of a task's cost, payments you make to your club, whether a share was paid by card, cash, or check, and any refund or card dispute on a payment. When a club officer accepts the club payment agreement before connecting card payments, we keep a record of their name, email, the wording they agreed to, the date and time, and the IP address and browser they used, as the club's record of that agreement.

Information about people who don't use LeaseLedger. Club officers may enter a guest's name, email, phone number, and visit dates for a guest pass. Clubs using parcel maps may see landowner names taken from public county property records. Officers who flag a neighboring parcel as a "problem parcel" may write a note about it, which could mention the landowner.

Payment information. Card payments to your club are handled entirely by Stripe. We never receive or store card numbers. We keep payment details (amount, fees, what it was for, and status) and Stripe reference IDs, and for clubs that accept payments, the ID of the club's connected Stripe account.

Location. The app asks for your device's location only when you tap "Use my location," for example to drop a stand pin, mark a harvest, center the map, or find the river gauges nearest you in Read the Water. We store a location only if you save it as part of a pin or record. We don't collect location in the background. If you turn on Arrival check-in in the phone app, the app compares your location with the stands you reserved while it's open, to offer to check you in; that location isn't sent to us or stored. The wind compass reads your phone's compass on the device and isn't stored either.

Phone app. If you turn on notifications, we store a notification token for your phone so we can send them, and which kinds you want; it's removed when you sign out or turn notifications off. The app keeps a copy of the last stand board and property map you opened on your phone so they open without a signal; it's erased when you sign out. App Lock uses your phone's own Face ID, fingerprint, or passcode check, and we never receive any of that information.

Live View. Live View is entirely optional and off by default — creating an account or joining a club never shares your location with anyone. If you choose to turn it on for a hunt, your current location and a trail of where you've been are shared with the members of that club, for the time you pick (never more than 14 hours). Turning it on for one hunt doesn't turn it on for the next. Sharing updates only while LeaseLedger is open on your device, and you can stop at any time. When you stop, your trail is erased and your position is no longer shown.

Photo information. Files from phones and cameras can contain embedded details, including the GPS location where a photo was taken. When you upload a photo through LeaseLedger, the app removes that embedded information before the photo leaves your device. For trail cam photos, it first reads the date and time the photo was taken so we can show it. Videos and documents are stored as uploaded.

Product analytics and error monitoring. In the app and on the website we use PostHog to understand how LeaseLedger is used: which pages and features you open and tap, the site or link that brought you, your device, browser, operating system, and approximate location from your IP address. PostHog also records sessions, a replay of how pages were used, so we can see where something is confusing or broken. Everything you type is hidden in these recordings, and recording is paused on private screens: messages, the bulletin board, the roster, club and payment pages, Live View, memories, and your account. We use Sentry to collect error reports: what went wrong, the page or screen, your device and browser, and the steps just before the error. When you're signed in, both link this data to your account's ID number, never your name or email, and we tell them not to keep your IP address. We use this only to run and improve LeaseLedger. You can turn off PostHog analytics and recordings for your device in Account & Settings.

Technical information. Our hosting and database providers automatically record basic information when you use the Service, such as IP address, browser type, pages requested, and times, for security and troubleshooting. On our public website (not in the app or on signed-in club pages), Vercel Web Analytics counts page visits, recording the page, the site that linked you, browser and device type, and country. It uses no cookies, doesn't store your IP address, and doesn't follow you to other sites. We also keep our own count of public website visits: the page, the site that linked you or the campaign tag in the link, your browser, operating system and device type, and the approximate city and state that your IP address points to, plus an anonymous ID that changes every day and a random visit ID kept in your browser tab until you close it, so we can see how many pages a visit includes. We don't store your IP address, and we delete these records after 13 months. When you scan a QR code from our printed materials, we count the scan: the date and time, your device type, and the approximate city and state that your IP address points to, plus an anonymous ID that changes every day so repeat scans aren't counted twice. We don't store your IP address. We use cookies only to keep you signed in and to remember which of your clubs you're viewing.

Ad measurement (phone app). Our iPhone and Android apps include Meta's app events software so we can tell how many installs our Facebook and Instagram ads bring in. When the app is installed and each time it's opened, it sends Meta that event along with your device model, operating system, app version, IP address, and a random ID the software creates for the app on your phone. On Android, Meta may also check whether the install came from one of its ads. We turn off collection of your phone's advertising ID, so the iPhone app never asks to track you, and we never send Meta your name, email, account, or anything you or your club put into LeaseLedger. Meta uses this to report on and deliver our ads under its own privacy policy. You can turn it off for your phone in Account & Settings. The website doesn't use Meta's pixel or any other advertising tracker.

4How we use information

• To provide the Service: the Board, maps, records, messaging, and club tools.
• To send the emails the Service needs: sign-in links, confirmations, password resets, dues reminders if your club uses them, and replies to your messages.
• To send the LeaseLedger newsletter, only if you sign up for it (when you create an account, on the Account & Settings page, or on our website, where we first email you a link to confirm). We keep your email address, how and when you signed up, and when you confirmed or unsubscribed. Every newsletter includes a link to unsubscribe, and you can also turn it off on the Account & Settings page. We don't send other marketing email.
• To add weather, wind, and moon information, and to calculate suggestions like "Where Should I Hunt?"
• To process payments to your club through Stripe.
• To keep the Service secure, prevent abuse, fix problems, and improve features.
• To comply with the law and enforce our Terms.

5How information is shared

Within your club. Club records are visible to your club's members according to their roles, and this is enforced by the database itself. When you ask to join a club, its leaders see your name and email address so they can decide whether to approve you. Private messages are visible only to the sender and recipient. We never show one club's records to another club.

Uploaded files. Photos, videos, and documents can be opened only by signed-in members of the club they belong to. Links to them expire and don't work for anyone outside your club.

Service providers. We share information with companies that run parts of LeaseLedger for us, only as needed for their service:

Other sharing. We may disclose information if required by law or legal process, to protect the safety or rights of any person, or to investigate abuse. If LeaseLedger is merged or sold, information may transfer to the new owner under this policy. We'll share information for any other reason only with your consent.

We don't sell personal information, and we don't track you across other websites or apps. The only information that reaches an advertising company is the app install and open events described under "Ad measurement," which you can turn off in Account & Settings.

6Children and youth hunters

LeaseLedger is not directed to children under 13, and children under 13 may not create accounts. Users aged 13 to 17 need a parent or guardian's permission. Clubs may keep records about youth hunters, such as a harvest entered by a parent. The adult entering that information is responsible for having a parent or guardian's permission. If you believe a child under 13 has an account, or that we hold a child's information without permission, contact us and we'll delete it.

7How long we keep information

• Your account: while it's active. Deleting it from the Account & Settings page takes effect immediately. We complete deletion requests made any other way within 30 days.
• Club records: while the club uses LeaseLedger, or until a member or leader deletes them. Records of archived members stay in the club's history unless deleted. After a club's account ends, we may delete its records after 90 days.
• Payment records: kept for the club's books, and as long as needed for accounting, tax, and dispute purposes. If you delete your account, your club's record of a card payment stays without your name.
• Backups: our providers keep backups on a rolling schedule. Deleted information is removed from backups as they expire, within 30 days.
• Live View locations: trail points are deleted within 24 hours, and your last shared position is deleted within a day after sharing ends.
• Our public demo club: anything you add in the demo club is deleted about 24 hours after you add it (the cleanup runs every hour), and your membership there is removed 24 hours after you join. While it's there, other people trying the demo can see what you post and your name on the roster. In the demo club, Live View never sends your location anywhere (your dot appears only on your own screen), and photo uploads and payments are turned off.
• Analytics and error reports: PostHog keeps usage data for up to 1 year and session recordings for up to 30 days; Sentry keeps error reports for up to 90 days. Meta keeps app events under its own policies.
• Technical logs: kept by our hosting providers for their standard periods.

8Security

We use reasonable safeguards, including encrypted connections, database rules that limit each club's records to its own members, and secure sign-in through our authentication provider. No system is perfectly secure, and we can't guarantee absolute security. If a breach affects your information, we'll notify you as the law requires.

9Your choices and rights

• View and correct: update your name and settings on your Account & Settings page. Your club's leaders can correct club records.
• Delete: delete your account anytime from your Account & Settings page, or ask us through the Contact page or at info@leaseledgerhunt.com, and we'll finish within 30 days. We delete your account and personal details. Club records you created, like rules, tasks, and trail cam photos, stay in your club's history under "Former member" unless you ask us to remove them. If you're the only admin of a club that has other members, you'll need to name another admin first.
• Get a copy: ask us for a copy of your personal information.
• Location and photos: you can deny location permission and still use the app. You'll just place pins by hand.
• Analytics: turn off PostHog analytics and session recordings for your device in Account & Settings.
• Ad measurement: in the phone app, turn off "Ad measurement" in Account & Settings to stop sending install and open events to Meta from that phone.

Depending on where you live, state law may give you rights to access, correct, delete, or get a portable copy of your personal information, and to appeal our decision on a request. We honor these requests for all users, wherever they live. We'll verify your identity before acting, usually by confirming the request from your account's email address. If we deny a request, you can reply to appeal it.

Guests who don't have accounts can make the same requests by contacting us.

10Where information is processed

LeaseLedger is intended for use in the United States, and information is processed and stored in the United States.

11Changes to this policy

When we change this policy, we'll post the updated version here with a new effective date. For significant changes, we may also let you know in the app or by email.

12Contact

Sibley Holdings LLC, d/b/a LeaseLedger
3012 Warfield Estates Ter.
Chester, VA 23831
info@leaseledgerhunt.com, or use the Contact page at leaseledgerhunt.com.