1. Introduction

At SemaTax ("we", "our", "us"), we are committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our platform.

By using SemaTax, you consent to the data practices described in this policy. If you do not agree, please do not use our Service.

2. Information We Collect

We collect information to provide and improve our Service. The types of information we collect include:

A. Personal Information

• Identity Data: Full name, business name, TIN, and contact details.
• Contact Data: Email address, phone number, and physical address.
• Financial Data: Billing information, payment history, and transaction data.
• Employment Data: Employee names, salaries, and payroll information.
• Customer Data: Client names, TINs, and transaction history.

B. Technical Information

• Device Data: IP address, browser type, operating system, and device information.
• Usage Data: Pages visited, features used, and time spent on our platform.
• Cookies: We use cookies to enhance your experience and analyze usage.

C. TRA-Related Data

• VFD Data: Invoice numbers, receipt codes, and transaction details.
• Tax Data: PAYE, SDL, NSSF, and WCF calculations and filings.
• Compliance Data: TRA registration and certification information.

3. How We Use Your Information

We use your information for the following purposes:

• Service Delivery: To provide, maintain, and improve our platform.
• Compliance: To fulfill TRA, NSSF, and other regulatory requirements.
• Communication: To send important updates, invoices, and support messages.
• Billing: To process payments and manage subscriptions.
• Analytics: To understand usage patterns and improve user experience.
• Security: To detect and prevent fraud and unauthorized access.
• Legal: To comply with legal obligations and enforce our terms.

4. Data Sharing and Disclosure

We do not sell your personal information. However, we may share your data with:

• Tanzania Revenue Authority (TRA): For VFD receipts, tax filings, and compliance purposes.
• NSSF and WCF: For payroll and social security contributions.
• Third-Party Service Providers: For payment processing, hosting, and customer support.
• Legal Authorities: When required by law or to protect our rights.

We require all third-party providers to maintain appropriate security measures and use your data only for the purposes specified.

5. Data Security

We implement industry-standard security measures to protect your data, including:

• Encryption: All data is encrypted in transit (SSL/TLS) and at rest.
• Access Control: Role-based access to sensitive information.
• Regular Audits: Security assessments and penetration testing.
• Backup: Regular data backups to prevent loss.
• Compliance: Adherence to Tanzanian data protection regulations.

While we strive to protect your data, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your data for as long as necessary to:

• Provide our Service and fulfill your requests.
• Comply with legal and regulatory requirements (e.g., TRA records must be kept for 5 years).
• Resolve disputes and enforce our agreements.

After the retention period, we will securely delete or anonymize your data.

7. Your Rights

You have the following rights regarding your personal data:

• Access: You can request a copy of the data we hold about you.
• Correction: You can update or correct inaccurate data.
• Deletion: You can request deletion of your data (subject to legal requirements).
• Restriction: You can limit how we use your data.
• Portability: You can request transfer of your data to another provider.
• Withdrawal of Consent: You can withdraw consent for data processing at any time.

To exercise these rights, please contact us at [email protected].

8. Cookies

We use cookies and similar tracking technologies to:

• Essential: Enable core functionality like authentication.
• Performance: Analyze usage and improve performance.
• Functionality: Remember your preferences and settings.

You can control cookie preferences in your browser settings. Disabling cookies may affect certain features of the Service.

9. Third-Party Links

Our platform may contain links to third-party websites (e.g., TRA portal, payment gateways). We are not responsible for the privacy practices or content of these sites. We encourage you to review their privacy policies.

10. Children's Privacy

SemaTax is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected data from a child, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of changes by:

• Posting the updated policy on our website.
• Sending an email notification to your registered address.
• Displaying a notice on your dashboard.

Your continued use of the Service after changes constitutes acceptance of the updated policy.

12. Contact Information

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

• Email: [email protected]
• Phone: +255 673 809 913
• Address: LUPETA CCM, Mbeya Tanzania
• Data Protection Officer: [email protected]