Privacy Policy

1. Introduction

ReclaimVAT ("we", "us", or "our") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our VAT reclaim services.

We are a data controller under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy should be read alongside our Terms of Service.

2. Information We Collect

2.1 Information You Provide

When you use our service, you provide us with:

• Contact information (name, email address, phone number)
• Company details (company name, registration number, address)
• VAT registration information (VAT number, registration date)
• Business bank account details (for HMRC refunds)
• VAT invoices and receipts (purchase details, supplier information)
• Supporting documentation (proof of ownership, business use)

2.2 Information We Collect Automatically

• Device and browser information (IP address, browser type, operating system)
• Usage data (pages visited, time spent, features used)
• Cookies and similar tracking technologies

3. How We Use Your Information

We use your information for the following purposes:

3.1 Service Delivery

• Processing your VAT reclaim application
• Preparing and submitting form VAT427 to HMRC on your behalf
• Communicating with HMRC regarding your claim
• Responding to HMRC queries and requests for additional information
• Calculating eligible VAT reclaim amounts
• Issuing invoices for our success fee

3.2 Legal Obligations

• Complying with HMRC requirements and UK tax law
• Maintaining records as required by law
• Preventing fraud and money laundering
• Responding to legal requests and court orders

3.3 Business Operations

• Improving our services and user experience
• Communicating service updates and important information
• Providing customer support
• Analyzing service performance and success rates

3.4 Marketing (with your consent)

• Sending newsletters and service updates
• Providing information about related services
• You can opt out of marketing communications at any time

4. Legal Basis for Processing

We process your data under the following legal bases:

• Contract Performance: Processing necessary to deliver our VAT reclaim service
• Legal Obligation: Compliance with HMRC requirements and UK tax law
• Legitimate Interests: Service improvement, fraud prevention, business operations
• Consent: Marketing communications and non-essential cookies

5. How We Share Your Information

5.1 HMRC

We share your VAT reclaim application, supporting documentation, and company information with HMRC as part of the VAT427 submission process. This is necessary to process your claim.

5.2 Service Providers

We may share data with trusted service providers who help us operate our business:

• Cloud hosting providers (for data storage and processing)
• Email service providers (for communications)
• Payment processors (for invoicing and payments)
• Professional advisors (accountants, solicitors, auditors)

All service providers are contractually bound to protect your data and use it only for specified purposes.

5.3 Legal Requirements

We may disclose your information if required by law, court order, or regulatory authority, or to protect our legal rights.

6. Data Security

We implement appropriate technical and organizational measures to protect your data:

• Encryption of data in transit (SSL/TLS) and at rest
• Secure cloud infrastructure with regular security audits
• Access controls and authentication measures
• Regular staff training on data protection
• Incident response procedures
• Regular backups and disaster recovery plans

7. Data Retention

We retain your data for the following periods:

• VAT claim records: 6 years from the end of the tax year (HMRC requirement)
• Financial records: 6 years (Companies Act requirement)
• Communications: Duration of service relationship plus 6 years
• Marketing data: Until you opt out or 2 years of inactivity

After retention periods expire, we securely delete or anonymize your data.

8. Your Rights

Under UK GDPR, you have the following rights:

• Right to Access: Request a copy of your personal data
• Right to Rectification: Correct inaccurate or incomplete data
• Right to Erasure: Request deletion of your data (subject to legal obligations)
• Right to Restrict Processing: Limit how we use your data
• Right to Data Portability: Receive your data in a structured format
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent for marketing or optional processing

To exercise your rights, contact us at privacy@reclaimvat.co.uk

9. Cookies and Tracking

We use cookies and similar technologies for:

• Essential cookies: Required for site functionality (login, security)
• Analytics cookies: Understanding how visitors use our site (with consent)
• Marketing cookies: Delivering relevant advertisements (with consent)

You can manage cookie preferences through your browser settings. Note that disabling essential cookies may affect site functionality.

10. International Data Transfers

Your data is primarily stored and processed in the United Kingdom. If we transfer data outside the UK, we ensure appropriate safeguards are in place (such as Standard Contractual Clauses or adequacy decisions) to protect your information.

11. Children's Privacy

Our service is intended for businesses and individuals over 18. We do not knowingly collect information from children under 18. If we become aware of such data, we will delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of material changes by email or prominent website notice. Continued use of our service after changes constitutes acceptance of the updated policy.

13. Complaints and Supervisory Authority

If you have concerns about how we handle your data, please contact us first. We are committed to resolving any issues.

You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):

14. Contact Us

If you have questions about this Privacy Policy or how we handle your data, please contact us: