Privacy Policy

1. Who we are

Service: TaxHeed
Contact: contact@taxheed.com

If you have any questions about this policy or how we handle your data, contact us at the email above.

2. What we collect today

TaxHeed is currently available as a waitlist and as an early-access demo/beta product. Depending on how you interact with us, we collect:

• Email address — submitted when you join the waitlist.
• Account information — name, email, password (hashed), company name, VAT/tax ID, and professional role (freelancer, business owner, accountant), for demo/beta users who create an account.
• Financial and tax-related data you upload — expense records, invoices, receipts, and supporting documents you submit to receive a deductibility assessment.
• Questions and interactions with Heed Chat — the text of your questions and the AI-generated answers, stored to maintain your conversation history and improve accuracy.
• Client data (for accounting practice users) — where you use TaxHeed to manage clients, we process the data you input about your clients on your behalf, under your instructions, as a data processor.
• Support communications — messages you send us for customer support.
• Basic usage data — standard web analytics (page views, referrer, device/browser type, approximate location derived from IP address). We do not use this to identify you personally.
• Cookies — strictly necessary cookies to operate the site, and optional analytics cookies (see Section 8).

Because TaxHeed is in early access, features and the data associated with them may expand as the product develops. We will update this policy with prior notice before any materially new category of data collection begins.

3. What we may collect as the product grows

As TaxHeed moves from demo/beta to general availability, we expect to collect the same categories described above at greater scale, and may add:

• Payment information — once paid subscriptions launch, processed by a third-party payment provider; we do not store full card details on our own servers.
• Additional integrations — data from third-party tools you choose to connect (e.g. accounting software), only if and when such integrations are offered.

We will only begin collecting new categories once the relevant feature is live, and this policy will be updated accordingly with prior notice.

4. Why we process your data (legal basis)

Under the EU General Data Protection Regulation (GDPR), we rely on the following legal bases:

You may withdraw consent at any time (see Section 9).

5. How long we keep your data

• Waitlist emails — kept until launch plus 12 months, or until you unsubscribe, whichever is earlier.
• Account data — kept for the duration of your account, and for 10 years after closure to comply with standard EU accounting and tax record-keeping obligations.
• Uploaded financial documents — kept for the duration of your account, and for 10 years after closure for the same reason.
• Chat history — kept for the duration of your account unless you delete individual conversations.

We delete or anonymize data once the applicable retention period has passed, unless you request earlier deletion under Section 7 and no legal retention obligation applies.

6. Who we share your data with

We do not sell your personal data. We share data only with:

• Infrastructure and hosting providers (e.g. cloud hosting within the EU/EEA where possible) — to run the Service.
• AI processing providers — to generate deductibility answers. Any data sent to these providers is limited to what is necessary to answer your question and is governed by data processing agreements.
• Payment processors — to handle subscription billing.
• Analytics providers — for aggregated, privacy-respecting usage insights.
• Professional advisors (legal, accounting) — where necessary for our own compliance.
• Authorities — where required by law, regulation, or valid legal process.

All third parties are bound by data processing agreements consistent with GDPR requirements. We do not transfer personal data outside the EU/EEA without appropriate safeguards (such as Standard Contractual Clauses).

7. Your rights

Under GDPR, you have the right to:

• Access the personal data we hold about you.
• Rectify inaccurate or incomplete data.
• Erase your data (“right to be forgotten”), subject to the retention periods described in Section 5.
• Restrict or object to certain processing.
• Data portability — receive your data in a structured, machine-readable format.
• Withdraw consent at any time, without affecting the lawfulness of processing before withdrawal.
• Lodge a complaint with your national data protection authority.

To exercise any of these rights, contact us at contact@taxheed.com. We will respond within the timeframes required by law (generally one month).

8. Cookies

We use:

• Strictly necessary cookies — required for the site and product to function (e.g. session, login state). These cannot be disabled.
• Analytics cookies — help us understand how the Service is used, only with your consent where required.

You can manage cookie preferences via the cookie banner on our site or your browser settings.

9. Managing your preferences

You can unsubscribe from waitlist or marketing emails at any time via the link in any email, or by contacting contact@taxheed.com. Registered users can manage data and privacy preferences directly from Settings → Privacy Settings in the product.

10. Children's privacy

TaxHeed is intended for business and professional use. The Service is not directed at, and we do not knowingly collect data from, individuals under 16 years of age.

11. Changes to this policy

We may update this Privacy Policy as the product evolves, particularly as new features launch. We will post the updated version here with a new “Last updated” date, and for material changes, we will notify users by email or in-product notice.

12. Contact

Questions, requests, or complaints about this policy or your data:

TaxHeed
contact@taxheed.com