Taxora1. Information We Collect
Taxora collects information that is necessary to provide you with accurate tax preparation, filing assistance, and related services. The types of information we collect depend on how you interact with our platform. We are committed to collecting only what is necessary and handling all data with the highest standard of care.
Personal Information
When you create an account and use Taxora, we collect personal information that you provide directly to us. This includes your full legal name, email address, telephone number, physical mailing address, Taxpayer Registration Number (TRN), National Insurance Scheme (NIS) number, occupation, parish of residence, and any other identifying information required to complete Jamaican tax forms such as the S04, S01, S02, S04A, and GCT4A. If you are an employer, we may also collect details about your employees that you input into the system for payroll and statutory deduction reporting purposes.
Financial Data
To calculate your taxes accurately, we collect financial data that you upload or enter into the platform. This includes gross revenue figures, business expenses, income from employment, rental income, investment income, bank statement data, transaction records, receipts, and any other financial documents you choose to import. If you use our spreadsheet import feature, we process the data contained in those files. We may also store computed values such as net profit, tax liabilities, NIS contributions, NHT contributions, and Education Tax amounts that result from our tax calculation engine.
Usage Data
We automatically collect certain information when you access and use our platform. This includes your Internet Protocol (IP) address, browser type and version, operating system, device type, screen resolution, referring URLs, pages visited within Taxora, the date and time of your visits, the duration of each session, and the actions you take within the application such as which forms you start, which steps you complete, and which features you use. This data helps us understand how our platform is used, identify areas for improvement, and troubleshoot technical issues.
Cookies and Analytics
Taxora uses cookies and similar tracking technologies to enhance your experience. We use PostHog, a product analytics platform, to collect anonymized usage data that helps us understand user behavior, measure feature adoption, and improve the product. PostHog may collect information such as session recordings (with sensitive fields masked), feature flag evaluations, and event-based analytics data. For more details on cookies, please refer to the Cookies and Tracking section of this policy.
2. How We Use Your Information
We use the information we collect for the following purposes. Each use is directly tied to providing, maintaining, and improving the Taxora service.
- Tax Calculations and Form Generation: We use your personal and financial data to compute income tax, NIS, NHT, Education Tax, and GCT liabilities using our tax calculation engine. We then populate the appropriate Tax Administration Jamaica (TAJ) forms, including the S04, S04A, S01, S02, and GCT4A, and generate downloadable PDF documents that are ready for submission.
- AI-Powered Transaction Categorization: When you import financial transactions, our AI assistant analyses transaction descriptions and amounts to suggest appropriate expense categories. This helps you organize your financial data for accurate tax deduction claims. You always have the ability to review and override these suggestions.
- Account Management: We use your email address and personal information to create and manage your Taxora account, authenticate your identity, provide customer support, and communicate important account updates such as password resets, subscription changes, and billing notifications.
- Communication: We may send you service-related communications including tax deadline reminders, filing confirmation emails, feature announcements, and important notices about changes to our terms or privacy practices. You can opt out of non-essential communications at any time through your account settings.
- Analytics and Product Improvement: We use aggregated and anonymized usage data to analyse how our platform is used, identify bugs and performance issues, develop new features, and improve the overall user experience. We do not use your personal tax data for analytics purposes without anonymizing it first.
- Legal Compliance: We may use your information as necessary to comply with applicable laws, regulations, legal processes, or governmental requests, including tax laws administered by Tax Administration Jamaica and the Ministry of Finance and the Public Service.
- Fraud Prevention and Security: We use certain data, including IP addresses and usage patterns, to detect and prevent fraudulent activity, unauthorized access, and other security threats to our platform and our users.
3. AI and Automated Processing
Taxora incorporates artificial intelligence and automated processing to enhance the tax preparation experience. It is important that you understand how these technologies are used, their limitations, and your responsibilities when relying on AI-generated outputs.
How We Use AI
Our AI assistant is used to categorize financial transactions based on their descriptions, amounts, and contextual information. When you import bank statements or enter transactions manually, the AI analyses each entry and suggests whether it should be classified as a business expense, personal expense, income, or another relevant category. The AI may also provide general tax-related suggestions and answer questions about Jamaican tax obligations through our in-app chat interface. These capabilities are powered by large language models and are designed to streamline the data entry process.
Important Limitations and Disclaimers
- AI suggestions are not tax advice. The AI-generated categorizations and suggestions provided by Taxora are informational in nature and do not constitute professional tax advice, legal advice, or accounting advice. You should consult a qualified tax professional if you have questions about your specific tax situation.
- You must always verify AI outputs. While we strive for accuracy, AI systems can and do make mistakes. It is your responsibility to review all AI-generated categorizations, calculations, and suggestions before submitting any tax forms. You should verify that all data on generated forms is correct before filing with Tax Administration Jamaica.
- AI does not make filing decisions. The decision to file a tax return and the responsibility for the accuracy of the information contained in that return rests entirely with you. Taxora's AI assists with data preparation, but you are the one who reviews, confirms, and submits your tax filings.
- No liability for AI-generated suggestions. Taxora, its officers, directors, employees, and affiliates shall not be held liable for any errors, omissions, losses, penalties, or damages arising from reliance on AI-generated suggestions or outputs. By using the AI features of our platform, you acknowledge and accept this limitation.
We continuously work to improve the accuracy of our AI models. If you notice an error in an AI suggestion, you can correct it directly within the application. Your corrections help us understand where improvements are needed, though individual corrections are not used to retrain AI models without aggregation and anonymization.
4. Data Storage and Security
We take the security of your personal and financial data seriously and have implemented comprehensive measures to protect it against unauthorized access, alteration, disclosure, or destruction.
Encryption
All data transmitted between your browser and our servers is encrypted using Transport Layer Security (TLS) 1.2 or higher. This ensures that your personal information, financial data, and tax documents are protected during transit. Data stored on our servers is encrypted at rest using industry-standard AES-256 encryption. This applies to all personal information, financial records, generated tax forms, and any uploaded documents.
Infrastructure
Taxora is hosted on secure, enterprise-grade cloud infrastructure provided by reputable third-party hosting providers. Our infrastructure partners maintain physical security controls, network security measures, and environmental protections that meet or exceed industry standards. We select hosting providers that demonstrate compliance with recognized security frameworks and undergo regular third-party audits.
Access Controls
Access to user data within Taxora is restricted on a need-to-know basis. Only authorized personnel who require access to perform their job functions, such as providing customer support or maintaining the system, are granted access to personal data. All access is logged and monitored. We enforce strong authentication requirements for administrative access, including multi-factor authentication, and we regularly review access permissions to ensure they remain appropriate.
Security Practices
We conduct regular security assessments and vulnerability scans of our platform. Our development team follows secure coding practices and performs code reviews with a focus on security. We maintain an incident response plan to address any security events promptly and effectively. In the event of a data breach that affects your personal information, we will notify you and the relevant authorities in accordance with applicable Jamaican data protection laws.
Important: While we implement robust security measures, no method of electronic storage or transmission over the Internet is completely secure. We cannot guarantee the absolute security of your data. You are responsible for maintaining the confidentiality of your account credentials and for notifying us immediately if you suspect any unauthorized access to your account.
5. Data Sharing and Third Parties
Taxora does not sell, rent, or trade your personal information to third parties for marketing or advertising purposes. We will never monetize your financial data. We may share your information only in the limited circumstances described below.
- Payment Processors: When you make a payment for a Taxora subscription or credits, your payment information is processed by our third-party payment processor. We do not store your full credit card number, debit card number, or bank account details on our servers. Our payment processor handles this information in accordance with the Payment Card Industry Data Security Standard (PCI DSS).
- Cloud Infrastructure Providers: Your data is stored on servers operated by our cloud hosting providers. These providers act as data processors on our behalf and are contractually obligated to protect your data and use it only as we direct. They do not have independent rights to use your personal or financial information.
- Analytics Providers: We use PostHog for product analytics to understand how users interact with Taxora. PostHog receives anonymized and pseudonymized usage data. We configure PostHog to mask sensitive form fields in any session recordings and to minimize the collection of personally identifiable information. PostHog does not receive your tax data, financial records, or TRN.
- AI Service Providers: Our AI features are powered by third-party large language model providers. When you use the AI assistant or transaction categorization features, relevant data may be sent to these providers for processing. We take steps to minimize the amount of personally identifiable information sent to AI providers and require them to maintain appropriate data protection measures.
- Tax Authorities: Taxora will share your tax data with Tax Administration Jamaica (TAJ) or other relevant government authorities only when you explicitly instruct us to do so by initiating a filing through our platform. We do not proactively share your information with any government body. The act of filing is always initiated and confirmed by you.
- Legal Requirements: We may disclose your information if required to do so by law, regulation, legal process, or governmental request. We may also disclose information when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a law enforcement request.
- Business Transfers: In the event that Taxora is involved in a merger, acquisition, reorganization, or sale of assets, your personal information may be transferred as part of that transaction. We will notify you via email or a prominent notice on our platform before your information becomes subject to a different privacy policy.
6. Your Rights
You have certain rights regarding the personal information we hold about you. We are committed to helping you exercise these rights in a timely and transparent manner. To exercise any of the rights described below, please contact us at privacy@taxora.io.
- Right of Access: You have the right to request a copy of the personal information we hold about you. We will provide this information in a commonly used, machine-readable format within 30 days of your request. There is no charge for the first request in a 12-month period.
- Right to Correction: If you believe that any personal information we hold about you is inaccurate or incomplete, you have the right to request that we correct or update it. You can update most of your personal information directly through your account settings, or you can contact us for assistance with corrections that cannot be made through the platform.
- Right to Deletion: You have the right to request that we delete your personal information from our systems. Upon receiving a verified deletion request, we will delete your data within 30 days, except where we are required to retain certain information for legal compliance purposes, such as tax record retention requirements under Jamaican law.
- Right to Data Portability: You have the right to receive the personal data you have provided to us in a structured, commonly used, and machine-readable format. You may also request that we transfer this data to another service provider where technically feasible. This includes your transaction data, tax computations, and generated form data.
- Right to Withdraw Consent: Where our processing of your personal data is based on your consent, you have the right to withdraw that consent at any time. Withdrawing consent does not affect the lawfulness of processing carried out before the withdrawal. You can withdraw consent by adjusting your settings in the application or by contacting us directly.
- Right to Restrict Processing: You have the right to request that we restrict the processing of your personal data in certain circumstances, such as when you contest the accuracy of the data or when you object to our processing of it. During the period of restriction, we will continue to store your data but will not process it further without your consent.
- Right to Complain: If you are not satisfied with how we handle your personal data or respond to your requests, you have the right to lodge a complaint with the relevant data protection authority in Jamaica. We encourage you to contact us first so that we can attempt to resolve your concern directly.
We will respond to all legitimate requests within 30 days. In some cases, we may need to verify your identity before processing your request. If your request is particularly complex or you have made multiple requests, we may need up to an additional 30 days, in which case we will notify you of the extension and the reasons for it.
7. Data Retention
We retain your personal and financial data for as long as your Taxora account remains active and as needed to provide you with our services. The specific retention periods depend on the nature of the data and our legal obligations.
Retention Periods
- Account Data: Your account information (name, email, contact details) is retained for as long as your account is active. If you close your account, we will delete this data within 30 days, subject to the exceptions noted below.
- Tax Records and Financial Data: In accordance with Jamaican tax law, we retain copies of your tax filings, supporting financial data, and transaction records for a minimum of seven (7) years after the relevant tax year. This retention period is required by the Revenue Administration Act and other applicable legislation to support potential audits by Tax Administration Jamaica.
- Generated PDF Forms: Completed and submitted tax forms are retained for seven (7) years in line with Jamaican record-keeping requirements. Draft forms that were never submitted may be deleted when you close your account or upon your request.
- Usage and Analytics Data: Anonymized usage data collected through PostHog and other analytics tools is retained for up to 24 months. This data is aggregated and cannot be used to identify individual users after anonymization.
- Communication Records: Records of communications between you and Taxora, including support requests and AI chat transcripts, are retained for 24 months after your last interaction or until you request their deletion, whichever comes first.
When you request deletion of your account, we will delete or anonymize all personal data that we are not legally required to retain. Data that must be retained for legal compliance will be securely stored with restricted access and will be deleted automatically at the end of the applicable retention period. We will inform you of any data that cannot be immediately deleted and the reasons for its continued retention.
9. Children's Privacy
Taxora is designed for use by individuals who are at least eighteen (18) years of age. Our platform is a business and tax preparation tool intended for adult taxpayers, employers, and business owners in Jamaica. We do not knowingly collect personal information from children under the age of 18.
If we become aware that we have inadvertently collected personal information from a child under 18, we will take immediate steps to delete that information from our systems. If you are a parent or guardian and believe that your child has provided personal information to Taxora, please contact us at privacy@taxora.io so that we can take appropriate action.
10. International Data Transfers
Taxora is based in Kingston, Jamaica, and primarily serves Jamaican taxpayers. However, in order to provide our services, your data may be processed on servers located outside of Jamaica. Our cloud infrastructure providers, analytics services, AI processing partners, and payment processors may operate servers in the United States, the European Union, or other jurisdictions.
When your data is transferred outside of Jamaica, we take steps to ensure that it continues to receive an adequate level of protection. This includes entering into data processing agreements with our service providers that include appropriate contractual safeguards, verifying that providers maintain security certifications and comply with recognized data protection standards, and limiting the transfer of data to what is necessary for the provision of our services.
By using Taxora, you consent to the transfer of your information to jurisdictions outside of Jamaica as described in this policy. If you have questions about where your data is processed or the safeguards in place, please contact us at privacy@taxora.io.
11. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or for other operational reasons. When we make changes, we will update the "Effective date" and "Last updated" dates at the top of this page.
For material changes that significantly affect how we collect, use, or share your personal information, we will provide prominent notice through one or more of the following methods: sending an email to the address associated with your account, displaying a prominent notice within the Taxora application, or posting an announcement on our website. We will provide notice of material changes at least 30 days before they take effect, giving you time to review the updated policy and exercise your rights if you disagree with the changes.
Your continued use of Taxora after the updated policy takes effect constitutes your acceptance of the revised terms. If you do not agree with the updated policy, you should discontinue use of the platform and contact us to request deletion of your account and personal data.
12. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, we encourage you to reach out to us. We are committed to addressing your inquiries promptly and thoroughly.
Taxora Limited
- Email: privacy@taxora.io
- General Inquiries: hello@taxora.io
- Address: 14 Hope Road, Kingston 10, Jamaica, W.I.
For privacy-related requests, please include your full name, the email address associated with your Taxora account, and a detailed description of your request. We will acknowledge receipt of your request within 5 business days and will provide a substantive response within 30 days.