Privacy Notice
Last updated:
Who is responsible
VATVault is operated by Hendrik Malan, who is the data controller for personal data processed through the service.
Data we collect and why
- Account details (name, email, login credentials) — to create and run your account (contract).
- Business details and documents (business info, receipts, invoices, logos, banking details you add) — to provide the service (contract).
- Usage and device data (IP address, browser, log data) — for security, fraud prevention and improving the product (legitimate interests).
- Support messages — to answer your questions (contract / legitimate interests).
- Marketing preferences — only where you have given consent, which you may withdraw at any time.
Who we share data with
- Service providers who host and process data for us, including cloud hosting and AI document-reading services;
- Paddle, our Merchant of Record, for selling the product, subscription management, payments, tax compliance and invoicing;
- Accountants or audit firms you explicitly grant access to;
- Professional advisers (legal, accounting);
- Authorities where required by law.
International transfers
Our providers may process data outside your country. Where this happens we rely on appropriate safeguards such as Standard Contractual Clauses or adequacy decisions.
Retention
We keep your data while your account is active and as needed for legal obligations. When no longer needed, data is deleted or anonymised.
Security
We use appropriate technical and organisational measures, including encryption in transit, private document storage and access controls.
Your rights
Depending on where you live (including under GDPR and POPIA), you may have the right to access, correct, delete, restrict or port your data, object to processing, and withdraw consent. You may also complain to your data protection authority. We respond to requests within one month.
Cookies
We use only essential cookies and local storage needed to keep you signed in and remember preferences such as dark mode. We do not use advertising cookies.
Contact
To exercise your rights, contact Hendrik Malan via the contact details in your account.