Privacy Policy

Overview

This policy explains how TaxTrail collects, uses, shares, and retains information when you use our website and record-organizing service. TaxTrail is a cloud service: information saved to an account is processed and stored on systems operated by us and our service providers.

Information we collect

• Account information: name, email address, password authentication data, business profile details, and sign-in or session metadata.
• Your content: uploaded receipt images and details, personal financial records, mileage and trip records, vehicle and saved-location details, notes, categories, preferences, and recurring trip settings.
• Service and device information: IP address, browser or device type, timestamps, diagnostic information, feature usage, and support messages.
• Billing information: subscription status, plan, and transaction identifiers. Stripe processes card details; TaxTrail does not store full card numbers.

How we use information

We use information to authenticate accounts; store, organize, search, and export records; process images and provide Smart Scan suggestions; manage plan limits and billing; send service and account emails; answer support requests; maintain, troubleshoot, and protect the service; and comply with law. Smart Scan results may be incomplete or inaccurate and should be reviewed before saving or using them.

Service providers and disclosure

We disclose information only as reasonably needed to operate TaxTrail, complete a transaction, follow your instructions, protect rights and safety, or comply with law. Providers currently used by the service include:

• hosting, database, and object-storage providers for the application and files;
• OpenAI for AI-assisted image processing when you use Smart Scan;
• Stripe for checkout, subscription management, and payment processing; and
• Resend for account, password-reset, and service email delivery.

These providers process information under their own terms and privacy practices. We may also disclose information in connection with a merger, financing, acquisition, or sale of assets, subject to appropriate notice and applicable law. We do not sell personal information or tax records, and we do not share your financial records with advertisers.

Cookies and analytics

TaxTrail uses cookies or similar storage needed for sessions, authentication, preferences, security, and core operation. We may use optional, consent-based analytics where required by law (currently an Umami-compatible analytics tool) to understand general feature usage. Analytics events are designed to use fixed event names and non-sensitive metadata, not receipt contents, amounts, mileage details, uploaded images, or other financial-record payloads. Browser settings may let you limit cookies, but blocking necessary storage may prevent sign-in or other features.

Retention, deletion, and exports

We generally retain account information and saved records while your account is active and as reasonably needed to provide the service. You may request account deletion by emailing us. Some information may remain for a limited period in provider systems, transaction records, security logs, or backups, or where retention is required for legal, fraud-prevention, dispute, or accounting purposes. TaxTrail is not a guaranteed backup or archival service. Keep copies you need. Data export tools are currently a Pro feature; contact support if you need help understanding your options before deleting an account.

Security

We use reasonable administrative and technical measures intended to protect information. No method of storage or transmission is completely secure, and we cannot guarantee that information will never be lost, accessed, or disclosed. Keep your credentials confidential and notify us if you suspect unauthorized access.

Your choices and rights

Depending on where you live, you may have rights to request access, correction, deletion, restriction, portability, or an explanation of our processing, and to withdraw consent where processing relies on consent. To make a request, email support@taxtrail.online. We may need to verify your identity. You may also unsubscribe from optional marketing messages using the message instructions, while service messages may still be sent.

Children and international processing

TaxTrail is not directed to children under 13, and we do not knowingly collect their personal information. Our providers may process information in countries other than your own, where privacy laws may differ.

Changes and contact

We may update this policy as TaxTrail changes. We will post the revised policy and update the date above, and provide additional notice when appropriate. Questions or privacy requests may be sent to support@taxtrail.online.