Data Processing & Privacy Policy

Introduction

At Minefield Navigator (operated by Simply Apply Limited, a Delaware corporation operating from Rye, New York), we are committed to protecting the privacy and security of our customers' data. This Data Processing & Privacy Policy explains how we collect, use, store, and protect the information provided by users of our VAT filing management application, Minefield Navigator.

Information We Collect

• Company Details: This includes email, company name, company address, VAT numbers, registration numbers, names of company directors (in case of legal persons), bank account information (IBAN, BIC/SWIFT, bank name and currency of UK and EU bank accounts) and any other business information necessary to file VAT returns in the UK or any EU jurisdiction.
• Tax Documents: We collect tax documents necessary to calculate VAT and file VAT returns, including VAT transactions on Amazon, invoices, and customs documents and forms.
• For VAT registration purposes, we may collect any documents necessary as per national legislation, including company formation documents such as Articles of Association, Memorandum of Association, and Certificate of Incorporation.

Purpose of Data Processing

• VAT Registration: To register for VAT in any given country.
• Generating VAT Returns: To accurately calculate and generate VAT returns and related documents, such as EC sales lists.
• Record Keeping: To maintain records accessible for review and compliance with VAT legislation in the UK and the EU.
• Service Improvement: To enhance the functionality and user experience of our application.
• Filing VAT returns in the UK through our free Amazon Seller VAT application.
• We only collect information strictly necessary for our software to work and for legal compliance. As per UK GDPR and EU GDPR, the lawful basis for processing your data is consent, unless indicated otherwise. Should there be at least one financial transaction between us and you, the basis to process your business details (name, address, VAT number) is legal obligation.

Data Storage and Security

We are responsible for protecting your data. We take the security of your data seriously and comply with relevant EU (GDPR) and UK laws (UK GDPR). Our data storage and processing practices are designed to ensure the confidentiality, integrity, and availability of your information. We implement industry-standard security measures to protect against unauthorized access, alteration, disclosure, or destruction of your personal and business information. We encrypt all access tokens and personally identifiable data.

Security Risk Notifications and Security Breach Procedures

Customers or third parties can tell us you about a security risk or incident at the following email address: steve@minefieldnavigator.com. We will investigate and take action to fix any security risk or incident without delay. In case of a security breach, we will notify you as well as relevant national authorities in accordance with relevant national laws, including GDPR laws in the European Union. In the UK, we will notify ICO within 72 hours of becoming aware of a breach in accordance with the requirements set forth by the UK GDPR. For users who have given their authorization to use our free Amazon Seller VAT app to submit their UK VAT returns, we will also notify HMRC.