Privacy Policy

§1. Data Controller

The data controller is:TAXNXT sp. z o.o.ul. Toruńska 15/7780-747 GdańskNIP: 6783218496REGON: 529197763KRS: 0001117478PolandBilantio website: https://bilantio.comOwner website: https://taxnxt.euEmail: support@taxnxt.eu

For privacy-related matters, data protection requests or security concerns, you may contact us by email: support@taxnxt.eu, or by post: TAXNXT sp. z o.o., ul. Toruńska 15/77, 80-747 Gdańsk, Poland.

For the purposes of this Privacy Policy:

• –“Bilantio” means the AI-based accounting, invoicing and business support platform available at https://bilantio.com;
• –“TAXNXT”, “we”, “us” or “our” means TAXNXT sp. z o.o., the legal owner and operator of Bilantio;
• –“User” means any person using Bilantio;
• –“Customer” means any company, entrepreneur, accounting office, organization or business user using Bilantio.

§2. About Bilantio

Bilantio is an AI-supported accounting and invoicing platform. Bilantio may help users with:

• –issuing invoices;
• –preparing invoice data based on user instructions;
• –managing accounting documents;
• –processing accounting-related files;
• –supporting KSeF-related workflows;
• –classifying invoices, receipts and accounting documents;
• –extracting information from invoices and business documents;
• –preparing accounting summaries;
• –supporting bookkeeping workflows;
• –supporting VAT and tax-related processes;
• –supporting payroll and HR-related administrative workflows;
• –drafting accounting-related documents, explanations and templates;
• –creating outputs based on user prompts;
• –integrating with accounting, banking or business systems where applicable.

Bilantio’s AI functions are designed to support users and improve workflow efficiency. They do not replace the judgment of a qualified accountant, tax adviser, lawyer, payroll specialist or other professional.

The user remains responsible for checking the accuracy of any invoice, accounting record, payroll information, declaration, report, tax summary, document or other output before using it or submitting it to any authority, customer, supplier, employee, contractor or third party.

§3. Role of TAXNXT as Controller and Processor

Depending on the context, TAXNXT may act either as a data controller or as a data processor.

TAXNXT acts as a controller when it processes personal data for its own purposes, including:

• –managing user accounts;
• –operating Bilantio;
• –securing the platform;
• –communicating with users;
• –providing customer support;
• –billing and payment administration;
• –managing subscriptions;
• –improving the product;
• –complying with legal obligations;
• –handling complaints;
• –establishing, exercising or defending legal claims.

TAXNXT may act as a processor when it processes personal data on behalf of a business customer, for example where a customer uploads invoice, accounting, payroll, employee, contractor, client or supplier data into Bilantio.

Where TAXNXT acts as a processor, the business customer is responsible for ensuring that it has a lawful basis for processing the relevant personal data and that it provides all required privacy notices to individuals whose data is entered into Bilantio. Where required, a separate Data Processing Agreement may apply between TAXNXT and the business customer.

§4. Categories of Personal Data We Process

Depending on how Bilantio is used, we may process the following categories of personal data.

§4.1. User Account Data

This may include:

• –name and surname;
• –business email address;
• –phone number;
• –login credentials or authentication data;
• –company name;
• –role or job title;
• –user permissions;
• –account settings;
• –language preferences;
• –subscription or billing status.

§4.2. Company and Business Data

This may include:

• –company name;
• –registered address;
• –correspondence address;
• –NIP, VAT number, REGON, KRS or other business identifiers;
• –bank account numbers;
• –tax registration data;
• –shareholder data;
• –board member data;
• –representative data;
• –power of attorney information;
• –customer, supplier or contractor details.

§4.3. Invoice and Accounting Data

This may include:

• –invoice numbers;
• –invoice dates;
• –sale dates;
• –buyer and seller details;
• –NIP or VAT numbers;
• –addresses;
• –bank account information;
• –descriptions of goods or services;
• –net, VAT and gross values;
• –payment terms;
• –payment status;
• –accounting categories;
• –invoice attachments;
• –receipts;
• –accounting documents;
• –bookkeeping records;
• –supporting documentation;
• –accounting summaries and reports.

§4.4. KSeF and Tax-Related Data

Where applicable, Bilantio may process:

• –KSeF identifiers;
• –structured invoice data;
• –invoice XML data;
• –tax classification data;
• –VAT-related data;
• –accounting registers;
• –tax reporting data;
• –information required for communication with tax, accounting or invoicing systems.

§4.5. Payroll and HR Data

If the customer uses payroll or HR-related functions, Bilantio may process:

• –employee names and surnames;
• –employment details;
• –salary information;
• –payroll calculations;
• –tax and social security information;
• –contract data;
• –working time data;
• –leave or absence information;
• –other HR-related information uploaded or entered by the customer.

§4.6. AI Prompt and Output Data

When users interact with AI features, we may process:

• –prompts entered by users;
• –user instructions;
• –documents or data included in prompts;
• –AI-generated responses;
• –invoice drafts generated with AI assistance;
• –accounting summaries generated with AI assistance;
• –document drafts generated with AI assistance;
• –technical logs connected with AI processing.

Users should not enter unnecessary personal data, sensitive data or confidential third-party data into prompts unless it is necessary for the relevant invoicing, accounting, tax, payroll or business function.

§4.7. Technical and Security Data

We may process:

• –IP address;
• –device information;
• –browser type;
• –operating system;
• –session identifiers;
• –login timestamps;
• –access logs;
• –audit logs;
• –API usage logs;
• –error logs;
• –security events;
• –system activity logs.

§5. Purposes of Processing

We process personal data for the following purposes:

• –creating and managing user accounts;
• –providing access to Bilantio;
• –operating the platform;
• –issuing and managing invoices;
• –preparing invoice drafts based on user prompts;
• –processing accounting documents;
• –supporting bookkeeping workflows;
• –supporting VAT and tax-related workflows;
• –supporting KSeF-related workflows;
• –supporting payroll and HR-related administrative workflows;
• –providing AI-assisted accounting and administrative functions;
• –maintaining customer support;
• –communicating with users;
• –managing subscriptions, billing and payments;
• –securing the platform;
• –preventing fraud, abuse and unauthorized access;
• –maintaining audit logs;
• –improving product reliability and functionality;
• –complying with legal, tax and accounting obligations;
• –establishing, exercising or defending legal claims.

§6. Legal Bases for Processing

We process personal data under the following legal bases.

§6.1. Performance of a Contract

We process data where it is necessary to provide Bilantio and perform our agreement with the customer or user. This includes account creation, access to the platform, invoice issuing, accounting workflows, technical support, billing and product functionality.

§6.2. Legal Obligation

We process data where required by applicable law, including tax, accounting, corporate, data protection, anti-fraud and recordkeeping obligations.

§6.3. Legitimate Interest

We may process data based on our legitimate interests, including:

• –securing Bilantio;
• –preventing fraud and misuse;
• –maintaining internal records;
• –improving the service;
• –handling complaints;
• –responding to customer requests;
• –defending legal claims;
• –communicating with business users;
• –monitoring service performance.

§6.4. Consent

Where legally required, we may process data based on consent, for example for certain optional cookies, marketing communication or optional product features. Consent may be withdrawn at any time.

§6.5. Processing on Behalf of Customers

Where TAXNXT acts as a processor, the customer determines the relevant legal basis for processing. TAXNXT processes such data according to the customer’s documented instructions and the applicable Data Processing Agreement.

§7. AI and ChatGPT-Based Functionality

Bilantio may use artificial intelligence, including ChatGPT-based functionality, to assist with invoice issuing, accounting support and related business workflows. The user may provide instructions, prompts or accounting data to the AI assistant. Based on those prompts, the AI assistant may help create invoice drafts, accounting summaries, document drafts, classifications, explanations or other outputs.

TAXNXT uses AI as a support tool only. AI-generated outputs may be incorrect, incomplete or unsuitable for a specific legal, accounting, tax, payroll or business situation. The user must review all AI-generated outputs before relying on them. The AI assistant does not make final accounting, tax, legal, employment, payroll or financial decisions on behalf of the user.

§8. Use of OpenAI and ChatGPT

Some AI features may be provided with the help of OpenAI technologies, including ChatGPT or OpenAI API-based services. Where TAXNXT uses OpenAI business or API services for Bilantio, TAXNXT configures the service so that customer data is not used for model training, unless this is explicitly changed and lawfully permitted. TAXNXT does not use customer accounting data, invoice data, payroll data, uploaded documents, prompts or chat content to train its own AI models.

If the user uses ChatGPT directly through their own OpenAI or ChatGPT account, the user’s chat history, account settings and direct interaction with ChatGPT are governed by OpenAI’s own terms, privacy policy and data controls. TAXNXT does not control the user’s independent ChatGPT account, ChatGPT chat history, OpenAI account settings or OpenAI’s processing of data entered directly into ChatGPT outside Bilantio.

Where TAXNXT receives data from a ChatGPT-based interaction for the purpose of issuing an invoice or performing an accounting workflow, TAXNXT processes only the data necessary to provide the requested Bilantio functionality.

§9. No AI Training on Customer Data

TAXNXT does not use customer invoice data, accounting data, payroll data, documents, prompts or chat content to train artificial intelligence models. TAXNXT does not sell customer data for AI training. TAXNXT does not create external AI training datasets from customer accounting information. Customer data processed through Bilantio is used to provide the requested product functionality, not to train AI models.

§10. Data Storage and Hosting

TAXNXT aims to store customer accounting and invoice data within the European Economic Area. For database and backend services, TAXNXT uses Supabase. TAXNXT configures its database infrastructure to use European hosting regions where available and appropriate for Bilantio.

Customer accounting data stored by TAXNXT is intended to remain in Europe. TAXNXT does not intentionally transfer or store customer accounting databases outside Europe. If any international transfer becomes necessary in the future, it will be carried out only in accordance with GDPR requirements and with appropriate safeguards, such as an adequacy decision, Standard Contractual Clauses or another lawful transfer mechanism.

§11. Subprocessors and Service Providers

TAXNXT may use trusted service providers to operate Bilantio. Current or expected service providers may include the following.

§11.1. Supabase

Purpose: database hosting; authentication; backend infrastructure; storage; application functionality.

Location: European hosting region where configured by TAXNXT.

§11.2. OpenAI / ChatGPT

Purpose: AI processing; generating responses to user prompts; assisting with invoice creation; assisting with accounting-related workflows; assisting with document drafting and classification.

Data use: TAXNXT does not permit customer data processed through TAXNXT-controlled AI functionality to be used for AI model training. Direct use of ChatGPT by the user outside Bilantio is governed by OpenAI’s own policies.

§11.3. Other Technical Providers

TAXNXT may also use providers for:

• –email communication;
• –hosting;
• –analytics;
• –monitoring;
• –security;
• –customer support;
• –payment processing;
• –logging;
• –backups;
• –business integrations.

TAXNXT will use service providers only where necessary and will require appropriate confidentiality, security and data protection obligations.

§12. Recipients of Personal Data

Personal data may be made available to:

• –authorized TAXNXT personnel;
• –authorized customer administrators;
• –technical service providers;
• –database and hosting providers;
• –AI service providers;
• –accountants, tax advisers or legal advisers where necessary;
• –public authorities where required by law;
• –courts, regulators or law enforcement authorities where legally required;
• –payment, billing or communication providers where applicable.

We do not sell personal data.

§13. International Data Transfers

TAXNXT’s own database and accounting data storage are intended to be located in Europe. TAXNXT does not intentionally transfer customer accounting data to non-EU or non-EEA countries through its own storage infrastructure.

However, some third-party technology providers may be based outside the EEA or may be subject to non-EEA laws. Where such processing involves an international transfer, TAXNXT will rely on lawful GDPR transfer mechanisms, such as:

• –an adequacy decision;
• –Standard Contractual Clauses;
• –supplementary technical and organizational safeguards;
• –another lawful mechanism permitted under GDPR.

Users who interact directly with ChatGPT through their own OpenAI account should review OpenAI’s own privacy policy and data transfer terms.

§14. Data Retention

We retain personal data only for as long as necessary for the purposes described in this Privacy Policy. Retention periods may depend on:

• –the duration of the customer relationship;
• –tax and accounting retention obligations;
• –legal limitation periods;
• –security requirements;
• –dispute resolution needs;
• –customer instructions where TAXNXT acts as a processor.

Accounting and tax-related records may be retained for the period required under applicable Polish and EU law. Technical logs may be retained for security and audit purposes. When data is no longer required, it will be deleted, anonymized or securely archived, unless further retention is legally required.

§15. Security Measures

TAXNXT applies appropriate technical and organizational measures to protect personal data. These may include:

• –encryption in transit;
• –secure authentication;
• –access controls;
• –role-based permissions;
• –audit logs;
• –system monitoring;
• –database security controls;
• –backups;
• –internal confidentiality rules;
• –least-privilege access;
• –incident response procedures;
• –secure software development practices;
• –vendor security review where applicable.

No electronic system can be guaranteed to be completely secure. However, TAXNXT takes reasonable steps to protect personal data against unauthorized access, loss, misuse, alteration or disclosure.

§16. User Responsibilities

Users are responsible for:

• –entering accurate invoice and accounting data;
• –reviewing all AI-generated outputs;
• –ensuring that invoices are correct before issuing them;
• –ensuring that accounting, payroll and tax data uploaded to Bilantio is lawful;
• –not uploading unnecessary personal data;
• –not uploading sensitive data unless necessary;
• –protecting their login credentials;
• –ensuring that their own employees and representatives use Bilantio lawfully;
• –maintaining appropriate internal access controls.

Business customers are responsible for ensuring that they have a lawful basis for processing the personal data of their clients, suppliers, employees, contractors and other individuals whose data is entered into Bilantio.

§17. Automated Decision-Making

Bilantio may use automated tools to suggest classifications, generate invoice drafts, complete fields, summarize documents or support accounting workflows. However, TAXNXT does not use Bilantio to make legally binding decisions about individuals solely by automated means. AI outputs are advisory and supportive. Final review and decision-making remain with the user or authorized human personnel.

§18. Accuracy of AI Outputs

AI-generated information may contain errors. Bilantio may assist with accounting and invoicing, but it does not guarantee that every output is correct, complete or legally compliant. Before using an AI-generated invoice, accounting record, tax summary, payroll output, declaration, explanation or other document, the user must verify:

• –buyer and seller details;
• –NIP or VAT numbers;
• –dates;
• –amounts;
• –VAT rates;
• –bank account numbers;
• –legal and tax classification;
• –KSeF-related data;
• –payment terms;
• –descriptions of goods or services.

TAXNXT is not responsible for user failure to review and correct AI-generated outputs before use, unless mandatory law provides otherwise.

§19. Cookies and Similar Technologies

Bilantio and related websites may use cookies or similar technologies for:

• –login and authentication;
• –session management;
• –security;
• –user preferences;
• –analytics;
• –product performance;
• –error monitoring;
• –optional marketing functions.

Where legally required, non-essential cookies will be used only with the user’s consent. Users may manage cookies through browser settings or, where available, through the cookie consent tool on the website.

§20. Marketing Communications

TAXNXT may send marketing communications where legally permitted. Users may unsubscribe from marketing emails at any time by using the unsubscribe link or contacting TAXNXT. Service-related messages, security notices, billing messages and important product updates may still be sent even if the user unsubscribes from marketing communication.

§21. Data Subject Rights

Under GDPR, individuals may have the following rights:

• –right of access;
• –right to rectification;
• –right to erasure;
• –right to restriction of processing;
• –right to object;
• –right to data portability;
• –right to withdraw consent, where processing is based on consent;
• –right to lodge a complaint with a supervisory authority.

To exercise these rights, contact: support@taxnxt.eu. We may need to verify the identity of the requester before responding. Where TAXNXT acts as a processor, we may forward the request to the relevant business customer or act according to the customer’s lawful instructions.

§22. Complaints to Supervisory Authority

Individuals have the right to lodge a complaint with the competent supervisory authority. In Poland, the competent authority is:Prezes Urzędu Ochrony Danych OsobowychPresident of the Personal Data Protection Officeul. Stawki 200-193 WarszawaPolandWebsite: https://uodo.gov.pl

§23. Data Breaches

If TAXNXT becomes aware of a personal data breach, it will assess the incident and take appropriate action in accordance with GDPR. Where required by law, TAXNXT will notify the competent supervisory authority and, where applicable, affected individuals. Where TAXNXT acts as a processor, TAXNXT will notify the relevant customer in accordance with the applicable Data Processing Agreement.

§24. Children

Bilantio is intended for business users and is not directed to children. Users under 18 years of age should not use Bilantio unless permitted by law and authorized by a parent, guardian or business customer.

§25. Changes to this Privacy Policy

TAXNXT may update this Privacy Policy from time to time. The updated version will be published on https://bilantio.com or inside Bilantio. Where changes are material, TAXNXT may notify users by email, in-app notice or another appropriate method. Continued use of Bilantio after the updated Privacy Policy becomes effective means that the user has read the updated version.

§26. Contact

For privacy questions, data protection requests or security concerns, contact:TAXNXT sp. z o.o.Owner and operator of Bilantioul. Toruńska 15/7780-747 GdańskPolandNIP: 6783218496REGON: 529197763KRS: 0001117478Bilantio website: https://bilantio.comOwner website: https://taxnxt.euEmail: support@taxnxt.eu