PaceLedger — Privacy Policy

Last updated: October 2026

Information we collect

From you, when you have an account

• Account details: your name, email address, role, and who you report to. Your password is handled by our authentication provider and stored only as a one-way hash — we never see your actual password.
• Profile photo (optional): if you add one, a small square copy (512 × 512 pixels) is stored with our hosting provider and shown next to your name to people signed in to PaceLedger (in Chat, the Org chart and the top bar). It loads from an unlisted web address. Your photo is resized on your device before it's uploaded; the original isn't kept. Remove it any time in Your account and it's deleted.
• Prospects: names, an optional email address and phone number, where the prospect came from, notes you add while prospecting, and which appointments are with that prospect.
• Appointments: client or recruit names, an optional client email address and phone number, presenters, dates and times, meeting links, notes, sale or recruit outcomes and related premium figures, who logged the outcome (you, or the person who presented it), plus the email addresses you choose to send a meeting invitation to.
• Follow-ups: follow-up notes you add to past appointments.
• Planning and team data: your Business Plan and Marketing Plan answers, milestones, trainings, availability, and documents your organization uploads.
• First 30 days checklist: which steps of the new-advisor checklist you've completed (for example "Business Plan filled in" or "calendar connected", as yes or no) and when you last opened PaceLedger. Your manager can see this so they know when to help. It doesn't include the contents of your Business Plan or calendar.
• Chat: the messages you post in Chat (General, Work and Urgent help), that you agreed to the chat rules, who you've blocked, messages you report and the reason you give, and when you last read each chat (for unread counts).
• Licensing and contracting: your progress toward getting licensed and appointed — for example when you started and finished the pre-licensing course, your exam date and result, your resident state, your National Producer Number (NPN), when contracting paperwork was sent and submitted, and your carrier writing number.
• Notes and flags kept by super administrators: super administrators can flag a team member whose licensing or contracting has stalled (with a short reason), add notes about their progress, and correct those steps and numbers. These notes and flags are seen only by super administrators — not by the team member, their managers or anyone else.
• Announcements (MegaPhone): super administrators can post announcements to everyone or to leaders. When you check "I've read and understand this", PaceLedger saves that you confirmed it and when. Super administrators can see who has confirmed each announcement, and the people above you can see whether you have.

About subsidiary agencies

Super administrators can keep a record of each subsidiary agency (an LLC formed with a subsidiary partner) and its setup checklist: the agency's name, its subsidiary partner, the states it will operate in, state registration and license numbers, its tax ID (EIN), its errors and omissions policy, carrier writing number, the name of its bank (not account numbers), a contact email and phone number, and documents such as the partner application, the executed operating agreement, formation documents, licenses and insurance certificates. Each step records who completed it and when. These records, their documents (kept in private storage and opened only through a link that expires after a minute) and their notes are seen only by super administrators.

About clients and prospects (people who don't have an account)

Advisors enter the names and, optionally, email addresses and phone numbers of the clients and prospects they work with. The Call and Text buttons open your own phone's calling or messaging app with the number (and, for Text, a message you can edit) filled in; PaceLedger doesn't place calls or send text messages, and what you send is between you and your phone carrier. An advisor can also send a client a private client intake link. If the client chooses to fill it out, the form collects the financial-planning information the client provides — for example date of birth, state, marital and tax-filing status, retirement goals, income, expenses, savings and coverage — and makes it available to that advisor (and the advisor's managers) to prepare for their meeting. Clients reach these forms only through the link their advisor sends them.

Invitations

PaceLedger accounts are by invitation only. A team member creates a one-time invitation link that decides who the new person will report to. The link holds only a random code. Before signing up, the person opening it sees only their own name (if the inviter entered it) and the names of the team they're joining. Each link works once and expires after 30 days. If the inviter chooses, PaceLedger emails the link to the address they enter, through our email provider (Resend), with the inviter as the reply-to address. We keep that address with the invitation so the inviter can see it was sent.

How we use this information

We use this information only to operate PaceLedger's features: tracking appointment-setting pace against team standards, prospecting, scheduling and following up on appointments, sending meeting invitations and sign-up links you ask us to send, and reporting sales and recruiting activity to the appropriate managers and administrators. We do not sell or rent any information, we do not use it for advertising, and the app contains no advertising.

Who can see your information

Access follows your organization's reporting structure:

• You can always see your own data.
• The people above you in the reporting structure (your managers, and the advisor who recruited you and those above them) can see your appointments, prospects, follow-ups, client intake forms, First 30 days progress and pace, and can leave you coaching notes, so they can coach and support you. They can't change your data.
• People you book as the presenter, or who sit in on an appointment as a trainee, can see that appointment.
• Times a manager blocks out on their calendar (and the reason they give) are seen by them, the people above them and super administrators. The people below them see only that they're unavailable then, not why.
• If a manager sets presenting hours, people in their organization who log an appointment with them see their open times: just the times that are free, not what's booked or blocked out, or why.
• Super administrators can see data across the organization, for oversight. Only super administrators can see the notes and flags they keep about licensing and contracting, and the subsidiary agency records described above.
• Chat messages can be seen by everyone in your organization who uses PaceLedger, except people who have blocked you. A report you make is seen only by you and the super administrators; the person you reported isn't told who reported them, and the person you block isn't told.

These rules are enforced by security rules inside the database itself, not just by the app's screens.

Google Calendar integration

Connecting Google Calendar is optional. If you connect it, PaceLedger requests a single permission: see, create, change and delete events on Google calendars you own (the https://www.googleapis.com/auth/calendar.events.owned scope). We only ever use your primary calendar, and we don't request access to your Gmail, contacts, Drive, or any other Google data.

What we do with this access

• Show your schedule in one place. On PaceLedger's Calendar tab we read your Google Calendar events for the dates you're viewing and display them alongside your PaceLedger appointments. These events are fetched when you view the calendar and shown only to you; we do not store copies of them.
• Add appointments to your calendar. When you log an appointment in PaceLedger, we create a matching event on your Google Calendar with the appointment's title, time and Zoom meeting link.
• Send meeting invitations you ask for. If you add invitees to an appointment (for example your client's email address, your own, or a co-presenter's), we add those email addresses to the event as attendees, and Google sends them the standard calendar invitation from your calendar. We add only the addresses you enter for that appointment.
• Managers hosting a meeting. If you are a manager or administrator who has connected both Zoom and Google Calendar, and an advisor chooses your Zoom account to host an appointment's meeting, PaceLedger adds that appointment (title, time and Zoom link) to your Google Calendar too, so you know about the meeting you're hosting. Invitations are never sent from a manager's calendar.
• Presenting hours, only if you turn it on. If you set presenting hours and tick "Leave out times I'm busy on Google Calendar", then when someone in your organization looks at your open times, we check your Google Calendar for times you're busy within those hours and leave them out. We ask Google only for each event's start and end time, whether it shows you as busy, and whether you declined it; we don't request, show or store event titles, descriptions, locations or who's invited. Others see only the times you're free, never your events. Untick the box to stop this at any time.

What we store, and for how long

We store your Google access and refresh tokens and your connected calendar's address (shown to you as "Connected as …"). Tokens are stored in our database, cannot be read by the app in your browser (only by our server-side functions), and are used only to make the calendar requests described above on your behalf. Events PaceLedger creates are not changed afterwards: if you reschedule an appointment, update the Google event yourself or send an updated invitation from PaceLedger (see below).

Disconnecting

You can disconnect at any time with the Disconnect button on PaceLedger's Calendar tab. That deletes our stored tokens immediately and asks Google to revoke PaceLedger's access. You can also remove PaceLedger from your Google Account's third-party access page; we then delete our stored tokens the next time PaceLedger tries to use them. Events PaceLedger already created stay on your Google Calendar as ordinary events, which you can edit or delete in Google Calendar.

Who we share Google user data with

Google user data means the calendar events we read from your Google Calendar, your connected calendar's address, and the access tokens Google gives us. We share it only as follows:

• Our service providers, only to run the features above. Supabase hosts our database and server functions: it stores your Google tokens and connected calendar address, and runs the functions that send requests to Google Calendar for you. Cloudflare hosts the PaceLedger website, so calendar data passes through its network (encrypted) on its way to your screen; it doesn't store it. Both act on our behalf under their terms and may not use the data for anything else.
• People who book you to present, as open times only. If you turn on the Google option for your presenting hours, the open times others see in PaceLedger leave out the times you're busy on Google Calendar. They see only which times are free, never your events or anything about them.
• People you choose to invite. When you add invitees to an appointment, Google sends them a calendar invitation from your calendar with the event's title, time and meeting link. Only the addresses you enter receive it.
• When the law requires it, or as part of a merger or acquisition, with notice to you.

We do not share Google user data with your managers or other PaceLedger users (Google Calendar events are shown only to you; the open times above show only when you're free), with Zoom, with our email provider, or with advertisers or data brokers, and we never sell it.

Limited Use

PaceLedger's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

• We use Google Calendar data only to provide the user-facing calendar features described above.
• We do not transfer Google user data to others, except as described in "Who we share Google user data with" above: to provide those features, to comply with applicable law, or as part of a merger or acquisition with notice to you.
• We do not use Google user data for advertising, and we do not sell it.
• No person reads your Google Calendar data unless you give us permission to (for example, to help with a support request), it is needed for security purposes or to comply with the law, or it is aggregated and anonymized for internal operations.
• We do not use Google user data to develop, improve, or train generalized artificial intelligence or machine-learning models.

Zoom integration

If you choose to connect your Zoom account, PaceLedger requests permission to create meetings on your behalf (the meeting:write:meeting scope). When you log an appointment, we create a unique Zoom meeting and attach the join link to that appointment. We don't access any other Zoom data, such as recordings, contacts or account settings. You can disconnect Zoom at any time from within PaceLedger, or from your Zoom account's connected-apps settings; either removes our access and our stored copy of your token.

Chat

Everyone must agree to the chat rules before they can see or post in Chat. Words on a filter list are masked when posted. Anyone can report a message or block a person; super administrators review reports and remove messages that break the rules. When a message is deleted, its text is erased; a copy stays with any report about it so a super administrator can review it. Chat messages are deleted automatically after 90 days, except a message that's still waiting on a report, which is kept until a super administrator reviews it.

When you post in Urgent help, PaceLedger emails your direct manager and the leader above them (or the super administrators, if you don't have a manager) with your name, email address and the message, through our email provider, Resend. When you report a message, the super administrators get an email with the message, who posted it, your name and the reason you gave.

Meeting invitation emails

When an invitation can't come from your Google Calendar — because you haven't connected it, the Google step didn't go through, or you're sending an updated invitation after changing an appointment — PaceLedger can email the meeting details to the invitees you enter, through our email delivery provider, Resend. Each email goes only to the addresses you entered for that appointment, comes with a calendar file attached, and lists you as the reply-to address. Sending is rate-limited to prevent misuse.

iPhone and Android apps

The PaceLedger iPhone and Android apps show the same account and data as the website. If you turn on appointment reminders, the reminders (30 minutes before an appointment, a nudge afterward to log how it went, and a morning reminder for anything still unlogged) are scheduled on your phone from your own appointments; nothing extra is sent to us. The apps use your camera or photo library only when you choose a profile photo, and only the photo you pick is used. When you share a link or export a spreadsheet, it goes only where you choose in your phone's share sheet. You can turn reminders off at any time in your phone's Settings. The apps contain no advertising and no third-party analytics or tracking.

Service providers

• Supabase — authentication, database and server-side functions.
• Cloudflare — website hosting.
• Google and Zoom — only if you connect them, as described above.
• Resend — delivery of meeting invitations and sign-up links you ask us to send.

If a manager adds a Calendly link to their profile, clicking it takes you to Calendly's own site, governed by Calendly's privacy policy.

Data storage and security

Data is stored in a hosted PostgreSQL database (Supabase) and protected by database-level security rules that enforce the access described above. All connections use HTTPS encryption, and responses that contain personal or token data are marked so browsers and proxies don't cache them.

Data retention and deletion

Your data is kept while your account is active. You can delete your own account at any time, on the website or in the app: select your name at the top right, then Your account → Delete my account. This permanently deletes your login and the records you own (your profile photo, appointments, prospects, notes, business plan, intake forms you sent, chat messages, and your Google and Zoom connections), along with any notes and flags super administrators kept about you and your announcement confirmations. A subsidiary agency's record belongs to the organization and stays, with your name kept as its partner. A super administrator can also remove an account. Google and Zoom tokens are deleted as soon as you disconnect. To ask for your data, or a client's data, to be deleted, contact us at the address below, or see how to delete your account.

Children's privacy

PaceLedger is a workplace tool for adult employees and contractors of our organization. It is not directed at, and should not be used by, children.

Changes to this policy

If this policy changes, we'll update the date at the top of this page.

Contact us

Questions about this policy or your data: arman@biginsurancenetwork.com. You can also reach your organization's PaceLedger administrator.