Introduction
This Privacy Policy explains how Namibian AI Accounting ("we," "us," or "our") collects, uses, discloses, and safeguards your information when you use our AI-powered tax compliance and financial management platform. We are committed to protecting your privacy in compliance with applicable Namibian laws including the Protection of Personal Information Act (POPIA) and international privacy standards.
Effective Date: August 1, 2025
Last Updated: August 1, 2025
Information We Collect
Personal Information
- Account Information: Name, email address, phone number, business details
- Tax Profile Data: Tax identification numbers, taxpayer category, tax year information
- Payment Information: Billing address, payment method details (processed securely by third-party providers)
Financial Data
- Bank Statements: Transaction details, account balances, bank information
- Invoices & Receipts: Vendor details, amounts, dates, descriptions
- Tax Documents: Income records, expense categories, deductible items
- Financial Reports: Generated summaries, calculations, compliance data
Technical Information
- Usage Data: How you interact with our platform, features used, session duration
- Device Information: IP address, browser type, operating system, screen resolution
- Cookies & Tracking: As detailed in our Cookie Policy section below
How We Use Your Information
We use your information to:
- Provide Services: Process financial data, generate reports, ensure tax compliance
- AI Processing: Analyze documents, categorize transactions, identify tax deductions
- Improve Platform: Enhance features, fix issues, optimize performance
- Customer Support: Respond to inquiries, provide assistance, resolve issues
- Legal Compliance: Meet Namibian tax laws, maintain records, report as required
- Communication: Send updates, notifications, and important information
Information Sharing and Disclosure
We do not sell, rent, or lease your personal information to third parties. We may share your information only in the following circumstances:
With Your Consent
When you explicitly agree to share information with third parties.
Service Providers
With trusted third-party service providers who assist us in operating our platform:
- Cloud Infrastructure: Google Cloud Platform (data hosted in United States)
- Payment Processing: Secure payment gateways (Stripe, PayPal)
- AI Services: OpenAI/Microsoft Azure AI for document processing
- Email Services: For notifications and support communications
Legal Requirements
When required by law, court order, or to protect our rights and safety.
Data Security
We implement comprehensive security measures to protect your data:
- Encryption: All data is encrypted in transit (TLS 1.3) and at rest using AES-256 encryption
- Access Controls: Multi-factor authentication, role-based permissions, and least-privilege access
- Regular Audits: Automated security scanning and annual penetration testing
- Employee Training: Annual privacy and security training for all staff
- Incident Response: 24/7 security monitoring with automated alerts and response protocols
- Secure Development: Code reviews, dependency scanning, and secure coding practices
- Network Security: Web Application Firewalls (WAF) and DDoS protection
- Data Backup: Encrypted backups with secure retention and disaster recovery procedures
Data Residency: Your data is stored in the United States (Iowa, us-central1 region), hosted on Google Cloud Platform.
Your Rights
Under POPIA and other applicable laws, you have the following rights:
- Access: Request information about what personal data we hold about you
- Correction: Request correction of inaccurate or incomplete data
- Deletion: Request deletion of your personal data (subject to legal requirements)
- Portability: Request transfer of your data in a structured format
- Objection: Object to processing of your data for direct marketing purposes
- Withdraw Consent: Withdraw consent for data processing where applicable
To exercise these rights, please contact us using the information provided below.
Cookies and Tracking Technologies
We use cookies and similar technologies to enhance your experience:
Essential Cookies
- Session Management: To keep you logged in and maintain your session
- Security: To protect against fraud and unauthorized access
- Preferences: To remember your language and display preferences
Analytics Cookies
- Usage Analytics: To understand how you use our platform and improve it
- Performance Monitoring: To track loading times and identify issues
You can control cookie preferences through your browser settings, but disabling essential cookies may affect platform functionality.
Data Retention
We retain your information for as long as necessary to provide our services and comply with legal obligations:
- Account Data: Retained while your account is active and for 7 years after account closure (Namibian tax record requirements)
- Financial Data: Retained for 7 years to comply with tax authority requirements
- Communication Records: Retained for 2 years for customer service and dispute resolution
- Analytics Data: Aggregated and anonymized data retained indefinitely
AI Processing and Data Usage
Our AI-powered features process your financial data to provide tax compliance assistance:
- Document Analysis: AI scans and extracts data from invoices, receipts, and bank statements with secure processing
- Tax Categorization: Machine learning algorithms suggest expense categories and deductions without storing raw data
- Compliance Checking: Automated verification against Namibian tax regulations using anonymized patterns
- Report Generation: AI-assisted creation of financial summaries and tax reports with data isolation
Data Processing Security: AI processing occurs in secure environments with data isolation. Raw financial documents are processed temporarily and not permanently stored by AI services. You can opt out of AI processing at any time through your account settings.
International Data Transfers
Your data is transferred from Namibia to and processed in the United States. We ensure that such transfers comply with applicable data protection laws:
- United States: Primary data processing and storage in Iowa (us-central1) data centers
Data transfers to the United States are conducted using secure, encrypted connections with industry-standard security measures.
Children's Privacy
Our service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children under 18. If you are a parent or guardian and you are aware that your child has provided us with personal information, please contact us so that we can take necessary action.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by:
- Emailing you about the changes
- Posting a notice on our platform
- Updating the "Last Updated" date at the top of this policy
Your continued use of our service after any changes constitutes your acceptance of the updated policy.
Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us:
We will respond to your inquiry within 30 days as required by POPIA.
This Privacy Policy was last updated on August 1, 2025.
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