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Taxxa AI values your privacy and maintains a strong commitment to safeguarding and securing any data we hold about you. This policy (the "Privacy Policy") addresses our processing of personal data about you when you access or utilize Taxxa AI products, services, features and technologies, including Taxxa AI's website (the "Site"), platform and plug-ins that exchange data with Taxxa AI ("Services"). The Privacy Policy additionally addresses other ways you interact with Taxxa AI and outlines your rights along with how to exercise them. The Site and Services are jointly referred to as "Online Services."
Should you have questions or concerns regarding the Privacy Policy, please reach out to us at contact@taxxa.ai.
Taxxa AI's Services are provided to organizations for business use (our "Subscribers"). Our Subscriber agreements regulate the provision and usage of the Services ("Subscriber Agreements").
This Privacy Policy is applicable when Taxxa AI serves as the data controller with responsibility for processing personal data. It does not cover any input provided to, output created by, or documents uploaded to our Services ("Content"). We process Content as a data processor acting on behalf of our Subscribers (the data controllers), and our processing of Content is regulated by the applicable Subscriber Agreement. Any inquiries concerning data that can identify you ("personal data") contained in Content should be addressed to our Subscribers. Should we receive any request to use your rights regarding situations where we act as a data processor, we will refer them to the appropriate Subscriber.
Taxxa AI may include links to external websites and external websites may include links to the Online Services. This Privacy Policy is exclusively applicable to Taxxa.ai and not to external websites reachable from Taxxa AI or websites through which you access Taxxa AI.
We gather personal data supplied to us when you establish an account to utilize our Services or communicate with us in the following ways:
User account information: We mandate that everyone accessing our Services maintains an account with us. When you or your organization (i.e. Subscriber) establishes a Taxxa AI account for you, we gather personal data including your name, company/employer, email address, role, language settings and login credentials. If you are a sole trader, we process your business ID and other business information as personal data to the extent required by applicable law.
Correspondence information:When you reach out to us for customer assistance, feedback, or questions, we collect your name, email address, telephone number, and any additional information you share with us to help you or address your concern as well as other customer support interactions (such as call recordings, chat messages, email correspondence, and support case notes). Taxxa AI may track and record telephone conversations or email exchanges between you and Taxxa AI staff for training and quality control purposes.
Survey, contest and social media interaction information: We may offer you opportunities to take part in surveys to assess customer satisfaction. Should you participate, we may ask for certain personal data from you and process also your responses. Involvement in these surveys or contests is entirely optional, and you have the choice of whether to share this information. The requested details typically consist of name, email address, telephone number and postal address. When you follow our LinkedIn page or our other possible future social media pages, react to or comment on our posts, share our content or contact us via these platforms, we may process information that you have made available there, such as your name, profile information (e.g. job title and employer), profile picture as well as your messages, comments and other interactions.
Testimonial and review information: We may feature personal testimonials or reviews from satisfied users if you have provided consent. Should you want to modify or remove your testimonial or review, you can reach out to us.
We offer access to publicly available data (for example, tax guidelines and laws) within our Services. Some of this data may pertain to individuals and can, in certain jurisdictions, be regarded as personal data. Personal data included in publicly available data is only processed so that our Services can deliver more accurate and relevant responses.
In addition, Taxxa AI collects and processes certain personal data, which has been publicly disclosed by a company or is otherwise available and accessible in the public domain, for example from public officials, Patent and Registration offices, company websites, press releases, and other source materials made available to the public by the organisation, company or its representatives. The collection and processing of such personal data is related to an individual's public role in the company’s business or in an organisation and includes the following data categories:
Taxxa AI uses intelligent data collection technology and machine learning algorithms to search the open and public data constantly as well as to extract, and index the above data. The data is automatically updated regularly to erase outdated data (e.g. when the individual no longer holds the role).
Taxxa AI also gathers publicly available data about Subscribers and prospects, including name, email address, telephone number and other contact information of their relevant contact persons.
Cookies: We use only necessary cookies for authentication purposes and to manage user logins. When you sign in, a secure session cookie is stored in your browser to keep you logged in. This cookie is encrypted, essential for the site to work, and is deleted when you sign out.
Usage data: We will automatically collect information about your use of our Services, including, name, email address, company name, the features you use, actions you take, your time zone, location, the dates and times of access, amount of time spent within the Services and types and volumes of queries you submit. We will only process any data directly related to your Content in accordance with the applicable Subscriber Agreement.
Taxxa AI may process your personal data:
a) Based on the legitimate interests pursued by us (GDPR art. 6.1(f):
The processing is based on our legitimate interests in exercising our freedom to conduct a business and to develop it in a sustainable way, maintaining and deepening relationships with our customers, users and other business contacts, ensuring that our services are reliable, secure and used lawfully, gaining insight into how our services are used to support improvement and innovation, and protecting our property, contractual rights and legal position. In addition, our interest is to develop our business operations and Online Services to better meet the needs and expectations of our customers and users. There is a relevant and appropriate relationship with you as the user of our Online Services and Taxxa.AI. We pursue these interests in a manner that respects your fundamental rights and freedoms, including your rights to privacy and data protection. The reporting to the Subscriber is based also on the legitimate interests of the Subscriber in ensuring that the Service it has subscribed is used only by its authorized users as well as in assessing the costs-benefit ratio of the subscription.
b) However, if we have a contract with you, the processing for the following purposes are based on the performance of the contract with you or in order to take steps prior to entering into a contract (GDPR art. 6.1(b)):
c)Based on the compliance with a legal obligation we are subject to (GDPR art. 6.1(c)):
We may use your work contact details (such as your business email address and phone number) to send you electronic direct marketing (e.g. by email) relating to our services, new features, offers and events, or other information that we consider relevant to you in your professional role. You can opt out of electronic direct marketing at any time. All our marketing emails include an unsubscribe link, and you can also object to receiving marketing communications by contacting us using the contact details provided in this Privacy Policy. If you opt out, we will stop sending you electronic direct marketing.
We have company pages on LinkedIn that are administered by us. We use social media interaction information to manage our social media presence, communicate with users, respond to inquiries and feedback, and promote our services and events. The processing is based on our legitimate interest in marketing our services and maintaining business relationships.
For these pages, we and LinkedIn Ireland Unlimited Company act as joint controllers to the extent that personal data is processed for the purpose of producing page statistics and analytics (“Page Insights”). For all other processing on the LinkedIn platform, LinkedIn processes personal data as an independent controller in accordance with its own privacy notice and practices. Further information about how LinkedIn processes personal data, the allocation of responsibilities between the parties and the available privacy settings is provided in LinkedIn’s privacy policy and the Page Insights Joint Controller Addendum.
We share your personal data to:
Subscriber: Taxxa AI's Services are provided to organizations for business use. The Subscriber is your employer or other organization, who has subscribed to the Service that you are using. We disclose your name, contact details and periodic reports on your message volumes sent to our Service to the Subscriber associated with your account.
Users / Subscribers: We disclose publicly available personal data (see 2.2) to the users and Subscribers of our Services. They become data controllers with respect to personal data which they export or otherwise receive and their privacy notice will apply to their possible data processing.
Affiliates: Taxxa AI may share your personal data with other entities within the Taxxa AI corporate group (our "affiliates"). Taxxa AI's affiliates will process the personal data on behalf of us and in a manner aligned with this Privacy Policy.
Vendors and Service Providers: To support us in fulfilling business operations needs and to carry out certain services and functions, we share your personal data with vendors and service providers, including providers of hosting services, cloud service providers, and other information technology services providers, as well as email communication software and email newsletter services. These parties process personal data on behalf of us and in accordance with our instructions.
Other users: When you are utilizing the collaboration capabilities within Taxxa AI, certain actions you perform may be viewable to other users of our services. By default these actions are private to you, and you need to take action to share information with other users.
Business changes: If we are engaged in business transactions (such as sale, merger, reorganizations, liquidation, or transition of service to another provider), your personal data and other data may be shared in the due diligence process with counterparties and others supporting the transaction and transferred to a successor or affiliate as part of that transaction together with other assets.
Legal Requirements: Taxxa AI may disclose your personal data where necessary in connection with legal proceedings or the establishment, exercise or defence of legal claims, or in response to a lawful request or order from a competent authority, or otherwise where we are required to do so under applicable law.
5 International transfers
Your personal data is stored in the EU/EEA. In certain circumstances, your personal data may be transferred outside the EU/EEA and the UK (e.g. in case of need for technical support in a specific situation). Taxxa AI consistently ensures that the same high standard of protection applies to your personal data according to the applicable data protection laws, even when the information is internationally transferred.
To ensure this we use safeguards that include, but are not limited to:
Adequacy decisions: If the applicable authority (e.g. the EU Commission) has determined that the country to which your personal data is transferred has an adequate standard of protection, which corresponds to the standard of protection provided by the applicable data protection laws.
Standard Contractual Clauses: The applicable authority's standard clauses (e.g the EU Commission) have been executed with the recipient of the personal data. Where required, we implement technical and organizational measures so that your information remains protected.
Derogation: In limited situations, we may rely on an exception, or 'derogation' under the applicable data protection laws, to transfer your personal data to such country despite the absence of an adequacy decision or standard contractual clauses, such as relying on your explicit consent to that transfer or because it is required for the establishment, exercise or defence of legal claims (including regulatory, administrative or any out-of-court procedure, and seeking advice).
You have the following under the applicable data protection laws (including the GDPR) related to your personal data:
Right to information and access: You have the right to be informed of how we process your personal data. We do this through this Privacy Policy and by responding to your questions. You can request details regarding whether we are processing your personal data and ask to obtain a copy of your personal data ("data extract"), so called data subject access. Through the data extract you will obtain details about what personal data Taxxa AI holds about you and how we process it.
Right to rectification: If you believe that your personal data is inaccurate or incomplete, you have the right to request it to be corrected or completed.
Right to restriction: You have the right to restrict the processing of your data in the following circumstances:
Right to object: You have the right to object to the processing of your personal data which is based on our legitimate interest (Article 6(1)(f) GDPR), by referencing your personal circumstances. If we cannot demonstrate compelling and legitimate grounds to continue processing the personal data, we must cease the processing. You can also always object to our processing of your personal data for direct marketing purposes. If you do so, we will disable marketing for you, and cease sending it to you.
Right to erasure (right to be forgotten): In certain circumstances, you have the right to request that we erase personal data concerning you, for example where the data are no longer necessary for the purposes for which they were collected or otherwise processed, or where your objection (as described above) results in us ceasing the relevant processing and we don’t have other legal basis for the processing.Right to transfer your personal data (data portability): If we process your personal data to fulfill a contract , you may, in certain instances, be able to obtain the personal data for use elsewhere, e.g. by obtaining a copy of it in a machine-readable format and transmitting it to another data controller.
Right to lodge a complaint: If you have concerns about how we process your personal data, we encourage you to contact us first so that we can try to resolve the issue. You have the right to contact, or lodge a complaint with, the applicable authority for privacy protection, which is the supervisory authority for our personal data processing. You can find contact information here.
To exercise your rights, please reach out to us at any time: contact@taxxa.ai and specify the scope and nature of your request.
To protect your personal data from unauthorized access or deletion, we may require you to verify your identity before we will process any request to know or remove personal data.You may submit a request to exercise your rights through an authorized agent. Such an agent must present signed written authority to act on your behalf and must be able to verify your identity (and, where applicable, proof of residency) to our satisfaction.
We take substantial and appropriate steps to protect your personal data in an effort to prevent loss, misuse, and unauthorized access, disclosure, alteration and destruction. We employ appropriate technical and organizational measures to protect your personal data which may include: physical access controls, encryption, intrusion detection and network monitoring depending on the nature of the data and the scope of processing.
Taxxa AI retains your personal data for as long as required to fulfill the purposes for which we collected it or longer if that is mandated or required under applicable law. In principle, we erase your data within one month after you delete your account, however, we need to retain your personal data longer for certain purposes, such as:
In some instances, the personal data may need to be stored for a longer period in order for Taxxa AI to protect its legal rights.
When we no longer need your personal data, we will remove it or anonymize it in accordance with applicable laws.
We may revise this Privacy Policy periodically. When the Privacy Policy is revised, we will post an updated version on this page, unless another type of notice is required by applicable law or contractual agreement.
Contact us
If you have any questions about our Privacy Policy or any other privacy related matter, please reach out to us via email at contact@taxxa.ai.
Controller information:
Taxxa AI Ltd
Business ID: 3518420-9
Inkoonkuja 5 A
02600 ESPOO
Finland
Email: contact@taxxa.ai
www.taxxa.ai