What getax collects, why, and for how long.

Visitors and prospects. When you use www.getax.io, write to us, book a demo or apply for a role, getax decides what is collected and why. For that data getax is the controller.

A firm’s clients. When an accounting or advisory firm uses the getax service, it invites its own clients to complete a questionnaire and receives a report. The firm decides why that data is processed; getax processes it on the firm’s instructions under the agreement between getax and the firm. For that data the firm is the controller and getax is the processor. Clients of a firm should direct requests to the firm first, and we help the firm answer them.

Demo request

Name, work email, firm, role, the country the firm is based in, its size, the kind of work you do and the jurisdictions you care about, plus an optional note. The name, email, firm, role and note are stored encrypted; the rest is stored as written so we can prepare the call. Scheduling itself happens on Cal.com, which receives your name, email and the time you choose. We send a preparation email before the call.

Contact form

Name, email, firm if you give it, and your message. The message is delivered to our mailbox by email and is not stored in the getax database.

Job application

Name, email, location and LinkedIn profile if you give them, a note, and your CV. The application is delivered to our mailbox by email with the CV attached. getax stores neither the application nor the CV on its own systems.

Analytics

Product analytics on the demo booking flow only, hosted by PostHog in the European Union. It sets no cookies and keeps nothing between page loads; it records the steps of the booking modal and which button opened it, never what you typed. There is no session recording on this website and no advertising tracker.

Server records

Each form submission writes an audit entry with a reference id, the time and the requesting IP address, and never the content. Requests are rate-limited per IP address; the counters live in memory and are not kept.

Legal basis. A demo request and the call that follows are steps you ask us to take before a contract. Replying to a message and considering an application are our legitimate interest in running the business, balanced against yours. Analytics runs on our legitimate interest in seeing whether the booking flow works, made possible by its cookieless design.

Getax may contact professional business contacts about its professional tax-research service. This is separate from messages about a demo or other request that you make to us.

Depending on how a contact entered our records, we may use a business email address, name, professional role or title, organisation, country and time zone; the kind and URL of the source where the contact was found; and a short supporting excerpt. We also keep the recorded contact-permission basis, recipient classification and any separate consent, soft opt-in, recipient-review or legitimate-interest assessment evidence that applies. Operational records show whether an email was sent, answered, refused or stopped. We do not treat a public listing or an import as consent.

Individual names, work email addresses and source or permission evidence are encrypted in the outreach records. We use professional role, organisation and country to assess whether an introduction is relevant and which contact rules apply. Contact sources may include a public business website, a referral, a professional event, an inbound enquiry, an operator-provided import or, where permitted, a vendor-supplied or enriched business list. Purchased or enriched sources are blocked for U.S. outreach; other country and recipient rules still apply to every source. Estimate requests include your phone number, calculator inputs, agency details, landing-page version, campaign attribution and the wording, channels and timestamp of your marketing consent. You may use the on-page calculator without submitting. To withdraw consent for any channel, contact privacy@getax.io. Estimate inquiry records are retained for up to 180 days, subject to the applicable country retention period.

The lawful basis depends on the country, recipient and relationship. It may be consent where required, a customer soft opt-in where all its conditions are met, or legitimate interests where local rules permit them. Where a rule requires consent, we use that basis only when we have recorded the person’s consent. Where local rules permit legitimate interests, we rely on it only after documenting why a professional introduction is relevant and necessary, what the person could reasonably expect, and what safeguards apply. Public availability alone is not consent or a legitimate-interests assessment. If we cannot support a lawful basis and meet the applicable notice and opt-out requirements, we do not send. You can object to direct marketing at any time using the unsubscribe link or by contacting us; a minimal record may be kept so that an address that objected is not added back to outreach.

The system can record an email open when the market and recipient rules permit it and the sender setting enables the open pixel. Email privacy features can make an open signal incomplete or inaccurate. We do not use link-click tracking for this outreach. Google Workspace handles the sender mailbox and outreach replies. This notice does not state a specific Workspace processing region.

A firm’s client answers a questionnaire that asks about residence, income, assets and family, with consent recorded before the first question. The draft and the completed profile are stored as encrypted tokens in Postgres; so are the chat thread on a report, staff review notes and regeneration instructions. Account email addresses and display names, the client name and email on a client record, and the delivered report’s prose are stored as written, because sign-in and client lookup need them readable.

One step leaves the getax host: the model call that drafts the report, sent through OpenRouter, with zero data retention enabled, to the model provider. The prompt and output of that call are recorded in a trace store that runs on the same machine as the database and is visible only to getax operators. Everything else, including the database, the error store and session replays of the console, runs on infrastructure getax controls in the European Union.

The security page carries the architecture in full, with the controls behind each statement and how a procurement review can verify them.

These are the services that process personal data on getax’s behalf. The written subprocessor schedule issued to a firm before a pilot carries the same list.

OpenRouter

Routes the report-drafting model call to the model provider. Zero data retention is enabled on the account. United States.

Model provider

Receives the prompt for the duration of the call under OpenRouter’s zero-retention terms. Currently Anthropic.

Resend

Sends transactional email: sign-in links, reminders, demo preparation, and the delivery of contact-form and application messages. United States.

Google Workspace

Hosts the getax mailbox that receives website messages and applications, and handles acquisition outreach emails and replies. This notice does not assert a specific Workspace processing region.

Cal.com

Demo scheduling: name, email, chosen time, and the booking reference. United States.

PostHog

Cookieless product analytics for the demo booking flow. European Union.

Grafana Cloud

Operational metrics and spans about the system: timings and counts, no client content. European Union.

Cloudflare

DNS records for getax.io only, unproxied. No traffic passes through it; TLS ends on the getax host.

GitHub

Sign-in for getax operators only. No firm or client data.

getax infrastructure

The database, the model-call trace store, error monitoring and console session replays run on infrastructure getax controls in the European Union.

The knowledge base behind the report is built from official sources with search and archive services (Tavily, the Internet Archive). No client data is involved in that pipeline.

Reports

Ten years from delivery, as records a firm may need to rely on, unless the firm erases the client earlier.

Questionnaire drafts

Thirty days after the last activity on an unfinished questionnaire, then anonymised.

Console session replays

Thirty days.

Demo requests

Kept while the conversation is open, and removed when you ask.

Professional outreach records

We keep prospect contact and source details for up to 180 days. Outreach content, consent evidence and recipient-review evidence are kept for up to 90 days. The scheduled retention process removes expired material. A limited record of message decisions and outcomes, without message text, is kept for up to three years. We keep the minimum information needed to ensure an address that objected is not contacted again; a maximum period for that information has not yet been set. Email header details from a reply that cannot be matched to a contact are kept for 30 days to reconcile the message.

Messages and applications

Live in the mailbox for as long as the conversation needs, then are deleted. Unsuccessful applications are deleted within six months.

Under the GDPR and the UK GDPR you can ask for access to your data, correct it, have it erased, receive a copy in a portable form, restrict or object to its processing, and complain to a supervisory authority. For a firm’s client the request goes to the firm; the service gives the firm an export of everything held about a client and an erasure that removes the personal data while keeping the report’s evidence chain, which contains no personal data, intact. Erasure also deletes the model trace for each erased report.

For anything you gave us through this website, write to benjamin@getax.io or use the contact form. We answer within one month.

If we contact you about getax’s services, you can stop further acquisition emails with the unsubscribe link or by writing to us. You can also contact us to ask what professional-contact information we hold, to correct it, or to request erasure. We will handle the request under the rules that apply to the contact; a minimal suppression record may remain to honour an objection to further outreach.

getax hosts the service and its database in the European Union. OpenRouter, Resend and Cal.com are established in the United States; transfers to them rest on the EU standard contractual clauses in their terms and, for the model call, on zero data retention. If a subprocessor changes we update this policy before the change takes effect for firm data.

Questions about this policy, a data-processing agreement, or a request under it go to benjamin@getax.io. Material changes to this policy are announced to firms by email.

Postal address for Getax: R. das Escolas, Damaia, Amadora, Portugal 2720-223.