Privacy Policy

Last Updated: November 07, 2024

Your privacy is important to us. This Privacy Policy explains how Noman Tax Digital Ltd (“NTD,” “we,” “our,” or “us”) collects, uses, and safeguards your information when you use our software and services. By using NTD, you consent to the data practices described in this Privacy Policy.

NTD is a trading name of Noman Tax Digital Ltd, a company registered in England and Wales under registration number 15905597. Our software platform offers a range of services to assist with VAT returns, CIS submissions, task management, and more. This Privacy Policy describes how we handle your information in compliance with applicable UK data protection laws, including the Data Protection Act and the General Data Protection Regulation (GDPR).

Who We Are and What We Do

Noman Tax Digital (NTD) is a digital platform offering services for businesses, including VAT returns, CIS submissions, and task management tools, along with free services such as UK company checks, an accounting AI assistant (in training mode), PAYE calculators, and team chat. Our services aim to streamline compliance, improve efficiency, and support businesses with tax-related tasks.

We are committed to safeguarding the information you share with us. As part of our commitment to transparency, this Privacy Policy outlines the type of information we collect, how we use it, our lawful basis for processing, and your rights regarding your data.

Information We Collect

To provide our services, we collect various types of information:

a. Personal Information

• Account Information: When you register, we collect details such as your name, email address, contact number, company name, and VAT registration number to set up and maintain your account. Lawful Basis: Contract.
• Verification Details: For HMRC compliance, we may request verification details to confirm your identity or business status. Lawful Basis: Legal Obligation.

b. Technical Information

• Device and Browser Information: To comply with HMRC’s fraud prevention guidelines, we collect details such as screen resolution, browser plugins, and unique device ID. Lawful Basis: Legitimate Interests.
• Usage Data: Information such as IP address, browser type, and access times is collected automatically to monitor performance and ensure security. Lawful Basis: Legitimate Interests.

c. Financial Information

• Bank and Payment Information: For paid services, we may collect and securely store your payment information, including bank details and transaction history. Lawful Basis: Contract.
• Tax Information: As part of our services, we may collect VAT, CIS, and other tax-related data required for submissions to HMRC. Lawful Basis: Legal Obligation.

We collect only the data necessary to provide our services and comply with HMRC standards.

How We Use Your Information

We use your information for the following purposes, along with our lawful bases:

• Service Provision: To facilitate VAT returns, CIS filings, and other tax-related submissions on your behalf. Lawful Basis: Contract.
• HMRC Compliance: We retain certain information to meet legal obligations for HMRC submissions, without storing your HMRC login credentials (we store only the authorization token provided during HMRC API integrations). Lawful Basis: Legal Obligation.
• Fraud Prevention and Security: Device-specific information helps us prevent unauthorized access and fraud, as required by HMRC fraud prevention measures. Lawful Basis: Legitimate Interests.
• Communication: We use your contact details to send service-related notifications, such as updates, confirmations, and responses to inquiries. Lawful Basis: Contract.
• Service Improvement: Usage data helps us improve our platform, develop new features, and refine user experience. Lawful Basis: Legitimate Interests.

NTD does not use your data for purposes unrelated to our services unless we obtain your explicit consent.

How We Share Your Information

NTD respects your privacy and limits information sharing to lawful circumstances:

• HMRC Submissions: Tax data required for VAT and CIS filings will be shared with HMRC. NTD complies with HMRC’s privacy and data protection guidelines.
• Third-Party Service Providers: We may employ trusted third-party providers, such as payment processors and cloud storage services, to support our operations. These providers are contractually bound to protect your data and use it only as instructed by NTD.
• Legal Requirements: We may disclose information if required by law, regulatory request, or to protect the rights, property, or safety of NTD, our users, or the public.
• Aggregated Data: We may share anonymized, aggregated data about platform usage with partners for business analysis or research purposes. This data will not contain information that identifies you personally.

Your information is not sold, rented, or used for unauthorized third-party marketing.

Data Security

NTD is committed to securing your data with robust security measures:

• Encryption: All sensitive data, including tax data submitted to HMRC, is encrypted in transit and at rest.
• Access Controls: Access to your information is limited to authorized personnel who need it to perform their duties.
• Regular Audits: We conduct regular security audits to identify and address potential vulnerabilities.
• Data Minimization: We collect only the data necessary to fulfill our services and maintain it for as long as legally required.

While we strive to protect your data, please note that no online transmission is 100% secure. NTD cannot guarantee complete data security but will work diligently to minimize risks.

Data Retention

We retain your information only as long as necessary to provide our services, fulfill legal obligations, and support HMRC compliance:

• Service Data: Information related to VAT, CIS, and other tax submissions is retained for six years, in compliance with HMRC record-keeping requirements.
• Account Information: Personal data is retained while your account remains active. If inactive for 12 months without an active subscription, we may deactivate the account and delete associated data after a notification period.

Upon request, you can close your account, and we will delete your personal information within a reasonable timeframe unless retention is legally required.

Your Rights Under GDPR

As a user, you have rights regarding your personal data, including:

• Right to Access: You may request a copy of the personal information we hold about you.
• Right to Correction: You can ask us to update or correct inaccuracies in your data.
• Right to Deletion: Subject to HMRC requirements, you can request that we delete your data.
• Right to Restrict Processing: You can ask us to limit the way we use your data in specific circumstances.
• Right to Object: You may object to data processing for direct marketing purposes.
• Data Portability: You may request a machine-readable copy of your data.

If you wish to exercise any of these rights, please contact us at the address provided below.

Cookies and Tracking Technologies

Our platform uses cookies and similar technologies to enhance user experience:

• Session Cookies: Temporary cookies recognize users while logged in and are deleted when the browser is closed.
• Persistent Cookies: These remember user preferences, such as login status, and remain until manually deleted or they expire.
• Analytics Cookies: We use cookies to analyze site traffic and understand user behavior, which helps us improve our services.

You may disable cookies in your browser settings, though this may affect certain features of the platform.

Third-Party Links

Our platform may contain links to third-party websites, services, or integrations. This Privacy Policy applies only to NTD, and we are not responsible for the privacy practices of these third parties. We recommend reviewing the privacy policies of any linked sites or services.

HMRC Data and Compliance

We are committed to compliance with HMRC requirements. When using our service for VAT or CIS submissions, you authorize NTD to securely transmit necessary data to HMRC. Your data is processed according to HMRC’s privacy policies, which you can review on their official website.

We do not save your HMRC login credentials. However, we store authorization tokens required to interact with HMRC’s API, ensuring that your login details remain private and secure, HMRC Transaction Monitoring Policy

Marketing Communications

With your consent, we may send you promotional emails about services that may interest you, including updates on VAT, CIS, and task management tools. You can manage your marketing preferences in the account settings, or unsubscribe by following instructions in any marketing emails.

Data Transfers Outside the EEA

While NTD primarily operates within the EEA, some data processing may occur outside of this region. We ensure that third parties handling data outside the EEA implement adequate safeguards, such as Standard Contractual Clauses, to protect your data as per GDPR requirements.

Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our practices, legal requirements, or regulatory obligations. We will notify users of significant changes via email or by posting a prominent notice on our platform. The “Last Updated” date at the top of this policy indicates the latest revision.

Contact Us

If you have questions or concerns regarding this Privacy Policy, please contact us:

Noman Tax Digital Ltd
Company No. 15905597
Email: support@noman.tax
Address: London, NW10 7BH UK

Your use of NTD is subject to this Privacy Policy. Please review it periodically to stay informed of updates.