Privacy Policy

Account details: name, email address, and account type (business owner / accountant) at signup.

Invoice content: PDF/image files of invoices received via Gmail or WhatsApp, and fields extracted from them by our recognition engine (supplier, amount, date, invoice number, and tax).

Gmail access (OAuth): when a business owner connects their Gmail account, we request read-only access (`gmail.readonly`) solely to locate messages containing invoice attachments. We do not read, store, or share email content unrelated to invoices, and we do not use this data for advertising. Access tokens are encrypted at rest and can be revoked at any time from account settings.

WhatsApp: the sending phone number and message content (text/image) when an invoice is sent to the Service's dedicated WhatsApp channel.

Usage and system data: sensitive activity logs (login, invoice approval, export, settings changes) for security, support, and fraud prevention.

• Automatically recognizing and extracting fields from invoice documents.
• Displaying invoices and reporting periods to the user and their linked accounting firm.
• Detecting anomalies (unknown supplier, duplicates, missing fields) to raise alerts.
• Exporting data in an accounting CSV format at the user's request.
• Returning invoice data to an AI application the account owner has connected and approved.
• Securing the account, preventing fraud, and maintaining the Service.

We use the following infrastructure providers to operate the Service, subject to data processing agreements:

• Google — for Gmail connectivity (OAuth) and locating invoice attachments only.
• Meta / WhatsApp Business Platform — for receiving invoices sent via WhatsApp.
• Anthropic (Claude) — for processing invoice images/documents and extracting fields (Vision).
• Supabase — database hosting, user authentication, and invoice file storage (private storage, accessible only via time-limited links).
• Resend — sending operational emails (signup confirmation, password reset).
• Vercel — application hosting and operation.
• Dodo Payments — processing Pro subscription payments.
• PostHog — product analytics.

We do not sell personal information to third parties. We share invoices with the business owner and with an accounting firm the owner has explicitly linked. We also return invoice data to an AI application only when the owner connects that application to TaxFlow and approves access.

Connected AI assistants. A business owner may connect an AI application (for example ChatGPT or Claude) and approve what it may do. When that application calls TaxFlow on the owner's behalf, we return only what that call asks for, from that owner's account: the business profile, invoice fields (supplier name, supplier tax ID, amounts, dates, invoice number, and category), anomaly alerts, period totals, and — when the owner sends a file — the invoice file itself so it can be stored and read. The purpose is to let the connected assistant answer the owner's questions and submit invoice files. The connected AI application is the recipient of those responses. We do not send invoice data to an AI application the owner has not approved. Access lasts while the connection or access key is active. The owner can disconnect the application or revoke the access key in TaxFlow settings; after that, further calls are rejected. The invoice data itself is kept for as long as the account is active, as described in section 6.

TaxFlow's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements.

Specifically regarding data accessed via Gmail OAuth (gmail.readonly):

• Purpose limitation: we access your Gmail account solely to locate and retrieve emails containing invoice attachments or billing notifications.
• No advertising: information obtained through Google APIs is never used, sold, or shared for advertising, market research, or user profiling.
• Human access restrictions: no TaxFlow employee reads your email content, except (1) with your explicit permission for support/troubleshooting, (2) where necessary to investigate suspected abuse or fraud, or (3) where required by applicable law.
• AI sub-processing: invoice attachments retrieved via Gmail are transmitted to our sub-processor, Anthropic, solely for automated field extraction (OCR/Vision). This data is processed transiently and is never used to train machine-learning models.

Every database table is protected by Row Level Security so that each user can only see data belonging to them or to clients linked to them. Sensitive OAuth tokens are encrypted at rest. Invoice documents are stored in private storage and are only accessible via time-limited signed URLs.

We retain account and invoice data for as long as the account is active. You may request deletion of your account and associated data by contacting the address below, subject to legally required retention obligations (for example, audit-log records).

You may at any time request access to, correction of, or deletion of your personal information, disconnect your Gmail/WhatsApp connections, and disconnect a connected AI application or revoke its access key from account settings. If UK data protection law applies to you, those requests include the rights that law gives you. Contact the address below to make a request.

We use essential cookies only, for managing login sessions and verifying identity when viewing share links.

We may update this policy from time to time. Material changes will be posted on this page with a new update date.

TaxFlow is operated by Simon Natanel, a sole trader based in Israel, who is the data controller responsible for personal data processed through TaxFlow.

For questions about this policy or requests regarding personal information, contact us at hello@runtaxflow.com.