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Privacy Policy

TaxMate B.V. (hereinafter referred to as 'We'), located at Singel 260, 1016 AB Amsterdam, is responsible for the processing of personal data as described in this privacy policy.

VersionMay 20, 2025
1

Personal data we process

We process your personal data when you use our services and/or when you provide this data to us yourself. Below is an overview of the personal data we process:

  • Contact information
    • First and last name
    • Address details
    • Phone number
    • Email address
  • Identification data
    • Citizen Service Number (BSN)
    • Passport details
    • ID number
    • Gender
    • Date of birth
    • Place of birth
    • Copies of identity documents
    • Contact details entered through an app
  • Financial data
    • Bank account number (IBAN)
    • Revenue data
    • Costs and expenses
    • Loans
    • Financial obligations
  • Location data
    • IP address
  • Other personal data
    • Data you actively provide, for example in correspondence, by email or chat, and by phone
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Special and/or sensitive personal data we process

  • Citizen Service Number (BSN)
  • Financial data
  • Data relating to individuals under 16 years of age

Our website and/or service is not intended to collect data about visitors under the age of 16 unless permission has been given by parents or guardians.

However, we cannot verify whether a visitor is older than 16. We therefore advise parents to remain involved in the online activities of their children, in order to prevent data from being collected about minors without parental consent.

If you suspect that we have collected personal data about a minor without permission, please contact us at contact@taxmate.nl so that we can remove that information.

3

Company data

In addition to personal data, TaxMate may process company or business-related data as part of its services, such as:

  • Chamber of Commerce number, VAT number, and other business identification codes
  • Correspondence provided by a company or representative of a company
  • Financial business information, such as invoices, receipts, transactions, and other documents necessary for our administrative and/or tax services
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Legal basis and purpose of processing personal data

We process your personal data and/or company data for the following purposes:

  1. Performance of the agreement: providing administrative, tax, or other advisory services in accordance with the agreements made with you.
  2. Contact: contacting you when necessary to carry out our services, answer questions, or handle requests.
  3. Compliance with legal obligations: such as retaining data for the Tax Authorities or preparing tax returns.
  4. Informing you about changes in our services and products.
  5. Sending electronic newsletters to keep you informed of developments and updates within TaxMate.
  6. Improving our services, including by:
    • Developing and applying generative AI and machine learning technologies based on your financial transaction data, receipts, invoices, and other relevant business context. This helps us safeguard and improve the price and quality of our services.
    • Potentially establishing or engaging affiliated entities, such as a sister company, for part of the software development or other activities. These entities may process your personal data only insofar as necessary for the further development, optimization, and delivery of our joint services.
  7. Bank integration for transaction data
    • To deliver our administrative and tax services effectively, we use an automated bank integration that allows financial transaction data to be read directly from your business bank account.
    • This integration is activated only with your explicit consent and is technically facilitated by our partners Ponto and GoCardless, both certified providers under the European PSD2 directive.
    • The data retrieved through this integration is used exclusively for:
      • Updating your bookkeeping and financial administration
      • Preparing VAT returns, annual reports, and other fiscal obligations
      • Improving our services, including automated transaction categorization using machine learning
    • The integration is secured according to high industry standards, including two-factor authentication (2FA), in order to prevent unauthorized access.
    • Your consent for this integration automatically expires after 180 days, in line with GDPR and PSD2 requirements.
    • You may withdraw or renew your consent at any time through the platform of our partners.

By using our services, you agree that we may process your personal data for the purposes listed above. If you have questions or wish to object, please contact us via contact@taxmate.nl.

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Retention period for personal data

We do not retain personal data provided through the website for longer than strictly necessary to achieve the purposes for which the data was collected.

Certain documents are subject to a statutory retention requirement. Entrepreneurs must retain their administration for at least seven years for the Tax Authorities. This period starts after the end of the fiscal year. We therefore retain certain documents for seven years.

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Sharing personal data with third parties

We do not sell your data to third parties and will provide it only when necessary for the performance of our agreement with you or to comply with a legal obligation. We conclude data processing agreements with parties that process your data on our behalf in order to ensure the same level of security and confidentiality. We remain responsible for these processing activities.

For the execution of our services, we engage service providers including:

  • IT and hosting providers such as Supabase, Railway, and Zapier, for managing our client portal and securely storing and processing data
  • Ponto and GoCardless, for retrieving bank and transaction data through PSD2 integrations
  • HubSpot, for client management and communication
  • Fiscaal Online, for filing tax returns
  • Software suppliers including Microsoft, Typeform, and WeFact, in support of our internal processes and service delivery
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Cookies and similar technologies

Our website uses analytical cookies from Google Analytics. Your IP address is not fully processed, which results in anonymous data collection. The results are used solely to track visitor statistics.

If you consent to usage analytics in the MyTaxMate app, we use Microsoft Clarity to see how the app is used and where it can be improved. Clarity then places the cookies _clck and _clsk and records how you move through the app, for example where you click and scroll. Sensitive information on screen, such as amounts, names and account numbers, is masked and not sent to Microsoft. Microsoft processes what Clarity records. We do not use Clarity for advertising. You can withdraw your consent at any time in the app, under Settings > Privacy & analytics.

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Access, correction, and deletion of personal data

You have the right to access, correct, or delete your personal data. You may also withdraw your consent for data processing or object to the processing of your personal data by us. In addition, you have the right to data portability.

You can submit a request for access, correction, deletion, data transfer, withdrawal of consent, or objection via contact@taxmate.nl. To make sure the request has been made by you, we may ask you to include a copy of your identity document. In that copy, you may black out your photo, MRZ, passport number, and Citizen Service Number (BSN) to protect your privacy.

We respond as quickly as possible, but no later than within four weeks. You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

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How we secure personal data

We take the protection of your data seriously and implement appropriate measures to prevent misuse, loss, unauthorized access, unwanted disclosure, and unauthorized modification. If you believe your data is not properly secured or if there are signs of misuse, please contact us.

10

Changes to our privacy policy

We update our privacy policy regularly and will announce any changes by publishing the new privacy policy on this website.

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