Privacy Policy

1. Introduction & Overview

Tax Copilot ("we", "our", or "us") respects your privacy and is committed to safeguarding your personal data and sensitive financial documents. This Privacy Policy explains how we collect, use, store, process, and protect your information when you use the Tax Copilot application and services designed for taxpayers in Tanzania.

By registering an account or uploading documents to Tax Copilot, you agree to the collection and use of information in accordance with this policy and applicable Tanzanian data protection frameworks.

2. Information We Collect

To calculate your tax liabilities accurately and ensure compliance with Tanzania Revenue Authority (TRA) regulations, we collect the following categories of information:

• Compulsory Account & Identity Data: Full name, valid email address, account password, and your compulsory 9-digit TRA Taxpayer Identification Number (TIN).
• Uploaded Financial & Tax Documents: Images or PDFs of salary slips, bank statements, business income records, National ID cards (NIN), and TRA Electronic Fiscal Device (EFD / VFD) receipt vouchers.
• Extracted Tax Figures: Figures extracted from your documents, including gross income, PAYE tax withheld, pension contributions (NSSF/PSSSF), and EFD Control Numbers.
• System & Usage Logs: IP address, device identifiers, browser type, and interaction logs captured for security auditing and rate-limiting purposes.

3. How We Use Your Information

We process your data strictly for legitimate tax assistance purposes:

• To calculate resident individual PAYE tax liabilities under the Tanzania Income Tax Act Cap 332.
• To extract text and numerical figures from uploaded documents using Optical Character Recognition (OCR) and Artificial Intelligence.
• To verify Electronic Fiscal Device (EFD) receipt numbers for statutory tax deduction claims under Section 35 of the Tax Administration Act Cap 438.
• To generate downloadable, ready-to-file PDF tax return summaries.
• To authenticate your account session and prevent unauthorized access to your tax records.

4. AI Document Processing & Privacy Guarantees

5. TRA Statutory Record Retention & Security

Under Section 35 of the Tanzania Tax Administration Act Cap 438, taxpayers are required to retain records of all receipts and returns for a period of five (5) years.

• Data Storage & Encryption: All files and database entries are stored in encrypted databases utilizing industry-standard AES-256 encryption at rest and TLS 1.3 in transit.
• Row Level Security (RLS): Database tables enforce isolated access policies ensuring that only you (the authenticated account holder with matching credentials) can access your tax documents.

6. Your Rights & Data Controls

You retain full control over your tax records:

• Access & Review: View and inspect all extracted fields side-by-side against original documents at any time.
• Correction: Manually adjust any extracted income, deduction, or TIN figure before return calculation.
• Deletion: Delete uploaded document files or clear your return history permanently from your dashboard.