taxidocs

Privacy Policy

Version 2026-07-05.

This Privacy Policy explains how Sarthak Dwivedi (“we”, “us”), registered at Testarellogasse 9/3, 1130 Wien, Austria, processes personal data in connection with the taxidocs platform. No data protection officer has been appointed.

1. Our role

taxidocs is a business tool for fleet companies. For most fleet, driver, vehicle, receipt, and revenue data, the fleet-company customer decides why the data is processed and we act as its processor. For our own account administration, security, legal, billing, and support operations, we act as controller.

2. Data we process

We process account details such as name, email, role, password hash, tenant, and legal acceptance records; uploaded fuel receipts and platform revenue files; vehicle records and driver assignments; generated reconciliation reports; support messages; and technical data such as login, security, access, and error logs.

3. Why we process it

We use this data to provide user accounts, receive and store uploads, extract receipt fields, reconcile fuel and revenue data, generate fleet reports, send transactional emails, provide support, protect the service, and comply with legal obligations. Depending on the activity, the legal basis is performance of a contract, legitimate interests in operating and securing the service, compliance with legal obligations, or the documented instructions of the fleet-company customer.

4. Required data

Account, upload, vehicle, and assignment data is required where it is needed for the relevant taxidocs feature. If required data is not provided, the related feature may not work or the account may not be usable.

5. Processors and recipients

We use service providers under data processing terms where required. They process data only to provide their services to us.

6. OCR and automated processing

Uploaded receipts may be sent to Anthropic to extract structured receipt fields. The extracted values can be used in reconciliation reports and may be reviewed or corrected by authorised users. Anthropic states that commercial/API customer data is not used to train its models unless the customer opts into a model-improvement program.

7. International transfers

Some providers may process personal data outside the EU/EEA. Cloudflare and Resend may involve processing in the United States. Anthropic and Resend provide data processing terms that include EU Standard Contractual Clauses where required, and Cloudflare provides transfer safeguards in its Data Processing Addendum. We keep vendor documentation for the processors we use.

8. How long we keep it

Account data is kept while the account is active and for any required legal or operational period afterwards. Fuel receipts, uploaded revenue files, reconciliation data, processing runs, and monthly summaries are kept for up to one year in taxidocs, unless deleted earlier through an authorised account or tenant deletion flow. Internal impersonation audit logs are kept for two years. Password reset tokens are short-lived. Support emails, provider logs, access logs, and backups may follow separate operational retention periods.

9. Cookies

We use first-party cookies and local browser storage for strictly necessary functions such as authentication, session handling, and remembering your chosen language (ff_locale). We do not use advertising cookies or third-party analytics cookies.

10. Your rights

Under the GDPR, you may request access to, correction of, deletion of, restriction of, or a portable copy of your personal data, and you may object to certain processing. Some requests relating to fleet-company data may need to be handled together with the relevant fleet company as controller. To exercise your rights, contact sarthak.04@gmail.com. You also have the right to lodge a complaint with the Austrian Data Protection Authority, Barichgasse 40-42, 1030 Wien, www.dsb.gv.at, or the authority of your own EU member state.

11. Contact and changes

Questions about this Privacy Policy can be sent to sarthak.04@gmail.com. Our legal notice is available in the Impressum. We may update this Privacy Policy from time to time. Material changes will require you to re-acknowledge the current version before continuing to use the service.