VATHive – Legal Terms, Privacy Policy, and Data Processing Agreement

Section A: Terms of Use

1. Introduction

These Terms of Use ("Terms") govern your access to and use of VATHive. By using the software, you agree to comply with these Terms. If you do not agree, please refrain from using the platform.

2. Scope of Service

VATHive allows users to prepare and submit VAT returns via Making Tax Digital (MTD) to HMRC. It does not constitute tax advice. You are responsible for ensuring all submissions are accurate and lawful.

3. Eligibility

You must be 18 or older and legally authorised to act on behalf of the business for VAT submission purposes.

4. User Responsibilities

• Keep login credentials to HMRC secure.
• Ensure VAT figures are accurate.
• Avoid misuse of the platform.
• Comply with HMRC and UK tax laws.

Note: We do not store or access your VAT return figures or HMRC credentials.

5. Intellectual Property

All software, content, and materials are owned by Munshian Ltd or licensed appropriately. Unauthorized reproduction, modification, or distribution is prohibited.

6. Availability & Termination

We strive for continuous service availability but make no guarantee of uninterrupted access. We may suspend or terminate service for security, legal, or operational reasons.

Section B: Privacy Policy

1. Data We Collect

• Name, company name, VAT number.
• Contact details (email, phone).
• Device/browser info.
• Support interactions.

We do not collect or store your VAT return figures or HMRC credentials.

2. Purpose of Processing

We process your data to:

• Provide access to the platform.
• Respond to support queries.
• Process billing and authentication.
• Fulfil legal or regulatory obligations.

3. Legal Basis

Processing is based on:

• Contractual necessity.
• Legal obligation.
• Legitimate interest.
• Consent (where required).

4. Data Sharing

We share your data only with:

• Service providers (hosting, email, support).
• HMRC (through MTD API, initiated by you).
• Legal authorities if required by law.

5. Data Storage & Security

• Hosted on secure UK or GDPR-compliant servers.
• Data is encrypted and access-restricted.
• We retain account-related data for up to 6 years.

6. Your Rights

Under UK GDPR, you may:

• Access your data.
• Correct inaccuracies.
• Request erasure.
• Object to processing.
• Withdraw consent.
• Lodge a complaint with the ICO.

Contact: info@vathive.com

Section C: Limitation of Liability

VATHive is a tool for VAT filing and not a substitute for professional tax or accounting advice.

We are not liable for:

• Inaccurate data submissions.
• Penalties arising from errors.
• Service interruptions outside our control.
• Issues with HMRC or third-party systems.

Total liability is limited to the amount paid for the software in the past 12 months.

Section D: Data Processing Agreement (DPA)

1. Definitions

• Controller: You (the user).
• Processor: Munshian Ltd (operator of VATHive).
• Data Subject: Any identifiable person whose data you process via the platform.

2. Subject Matter

This DPA governs processing of data related to the use of VATHive for VAT filings, as required under UK GDPR Article 28.

3. Duration

This DPA is effective for the duration you use our services or until you delete your data.

4. Nature & Purpose of Processing

• Purpose: To enable VAT return submissions to HMRC.
• Type of Data: Contact details, business details.
• Categories of Data Subjects: Clients, agents, employees of clients.

5. Our Obligations as Processor

• Only process data on your documented instructions.
• Ensure data confidentiality and staff training.
• Implement security measures (Article 32 UK GDPR).
• Assist in compliance with data subject rights.
• Notify you of data breaches without undue delay.
• Delete or return data after termination of services.
• Provide audit access on reasonable notice.

6. Subprocessors

We use subprocessors (e.g., hosting providers, email services) who are subject to equivalent obligations. A list is available upon request.

7. International Transfers

We will not transfer personal data outside the UK or EEA unless adequate safeguards are in place under UK GDPR rules.

Section E: Contact Information

If you have questions or concerns regarding these terms, please contact us at:

Email: info@vathive.com

Postal Address: Munshian Ltd, 63-66 Hatton garden Fifth Floor Suite 23, London, UK.