Schmitz Tax services

Effective Date: 28 June 2026

Schmitz Tax Services (“Schmitz Tax Services”, “we”, “us” or “our”) is committed to protecting your privacy and handling your personal data in a transparent, secure and responsible manner.

This Privacy Policy explains how we collect, use, disclose, store and protect personal data when you:

  • visit our website;
  • engage us to provide tax, accounting, bookkeeping or advisory services;
  • communicate with us;
  • use our digital tools and client portals, including the Schmitz – Receipt Scanner mobile application;
  • otherwise interact with Schmitz Tax Services.

By using our services, website or applications, you acknowledge that you have read and understood this Privacy Policy.

1. Data Controller

The controller responsible for processing your personal data is:

Schmitz Tax Services
Thomas Schmitz (sole proprietorship)
Burgemeester van Dijkesingel 4
2809 RD Gouda
The Netherlands

Email: thomas@schmitztaxservices.nl
Website: www.schmitztaxservices.nl

2. Scope of this Privacy Policy

This Privacy Policy applies to:

  • clients and prospective clients;
  • users of our website;
  • users of our digital applications and client portals;
  • suppliers and service providers;
  • business contacts and representatives of legal entities.

3. Categories of Personal Data We Collect

Depending on the nature of our relationship with you, we may collect and process the following categories of personal data.

3.1 Identification and Contact Information

  • name;
  • address;
  • telephone number;
  • email address;
  • date of birth;
  • nationality;
  • identification documents where legally required.

3.2 Financial and Tax Information

In connection with our professional services, we may process:

  • income information;
  • bookkeeping records;
  • invoices and receipts;
  • bank account information;
  • tax identification numbers;
  • VAT numbers;
  • payroll information;
  • annual accounts and financial statements;
  • pension and investment information;
  • information relating to assets and liabilities;
  • tax returns and supporting documentation.

3.3 Corporate Information

Where services are provided to businesses, we may process:

  • company details;
  • Chamber of Commerce registration details;
  • shareholder information;
  • director and officer information;
  • ownership structures;
  • beneficial ownership information.

3.4 Communications

We may process information contained in:

  • emails;
  • telephone conversations;
  • correspondence;
  • messages submitted through contact forms;
  • appointment requests;
  • other communications exchanged with us.

3.5 Website Information

When you visit our website, we may automatically collect limited technical information necessary for the operation and security of the website, including:

  • IP address;
  • browser type;
  • operating system;
  • access times;
  • pages visited.

Our website is built using WordPress and may use plugins and technical services necessary for website functionality, security, appointment scheduling, search engine optimisation and performance optimisation.

We do not use behavioural advertising technologies or profiling.

3.6 Information Required by Law

We may collect additional information to comply with legal and regulatory obligations.

4. How We Use Personal Data

We process personal data for the following purposes:

  • providing tax advisory services;
  • providing accounting and bookkeeping services;
  • preparing annual accounts and financial statements;
  • preparing tax returns and statutory filings;
  • providing payroll services;
  • providing corporate secretarial services;
  • communicating with clients;
  • managing client relationships;
  • performing client acceptance procedures;
  • scheduling appointments;
  • operating our digital tools and client portals;
  • maintaining and securing our IT systems;
  • preventing fraud and unauthorised access;
  • complying with legal and regulatory obligations.

5. Legal Basis for Processing

Where the General Data Protection Regulation (“GDPR”) applies, we process personal data on one or more of the following legal bases:

  • performance of a contract;
  • compliance with legal obligations;
  • legitimate interests in operating and improving our business;
  • consent, where required.

6. Compliance with Legal and Regulatory Obligations

As a professional tax and accounting firm, Schmitz Tax Services is subject to various legal and regulatory obligations.

This may include obligations arising under:

  • tax legislation;
  • accounting legislation;
  • anti-money laundering legislation;
  • sanctions legislation;
  • court orders or governmental requests.

Where legally required, we may disclose personal data to competent authorities, regulators, courts or law enforcement agencies.

6.1 Compliance with Anti-Money Laundering Legislation

Although Schmitz Tax Services does not routinely perform anti-money laundering activities, we may be legally required in certain circumstances to comply with obligations arising under the Dutch Anti-Money Laundering and Anti-Terrorist Financing Act (Wet ter voorkoming van witwassen en financieren van terrorisme – “Wwft”) or similar legislation.

Where such obligations apply, Schmitz Tax Services may collect and process additional personal data, including:

  • identification information;
  • copies of identity documents;
  • information regarding beneficial ownership;
  • information concerning the nature and purpose of business relationships;
  • other information required by applicable legislation.

Schmitz Tax Services may also perform identity verification and other compliance checks where legally required.

Any such processing will only be carried out to the extent necessary to comply with applicable laws and regulations.

7. Use of Artificial Intelligence

Schmitz Tax Services may use artificial intelligence technologies to assist in processing and categorising documents and information provided by clients.

Artificial intelligence may be used to:

  • extract information from receipts and invoices;
  • categorise bookkeeping transactions;
  • improve administrative efficiency;
  • support the provision of professional services.

Where artificial intelligence services are used, they are used solely to provide our services and are not used for advertising purposes.

7.1 Human Oversight of Artificial Intelligence

Artificial intelligence tools used by Schmitz Tax Services are intended solely to support administrative and bookkeeping processes.

Artificial intelligence does not make final decisions on behalf of Schmitz Tax Services.

All information extracted, categorised or processed using artificial intelligence is reviewed by Schmitz Tax Services before being used for accounting, bookkeeping, tax compliance or advisory purposes.

Schmitz Tax Services does not make decisions based solely on automated processing that produce legal effects or similarly significant effects on individuals.

8. Sharing of Personal Data

We do not sell, rent or trade personal data.

We may share personal data with the following categories of recipients where necessary.

8.1 Software and Service Providers

In order to provide our professional services, Schmitz Tax Services may use various software applications and cloud-based service providers, including but not limited to:

  • Microsoft 365, Outlook and OneDrive;
  • tax compliance software providers, including Tecknow;
  • accounting and bookkeeping software providers;
  • cloud hosting providers;
  • document management providers;
  • communication service providers.

Depending on the needs and preferences of individual clients, Schmitz Tax Services may also use third-party accounting software selected in consultation with the client, including e-Boekhouden, QuickBooks, Moneybird and Exact.

The specific software used may vary between clients.

8.2 Replit, Inc.

Digital applications developed and operated by Schmitz Tax Services, including Schmitz – Receipt Scanner, use infrastructure and cloud services provided by Replit, Inc.

Application data and uploaded files may be permanently stored using Replit’s managed cloud infrastructure and database services.

8.3 OpenAI, LLC

Where artificial intelligence functionality is used, certain documents or information may be transmitted to OpenAI, LLC for automated processing.

This processing is performed solely to provide the requested services.

8.4 Professional Advisers

We may disclose information to legal advisers, auditors or other professional advisers where necessary.

8.5 Government Authorities and Regulators

We may disclose information if required by law or by competent authorities.

All third parties are required to maintain appropriate confidentiality and security standards.

9. International Transfers

Personal data may be processed or stored outside your country of residence.

Where personal data is transferred outside the European Economic Area (“EEA”), we will ensure that appropriate safeguards are implemented in accordance with applicable data protection laws.

These safeguards may include:

  • adequacy decisions issued by the European Commission;
  • Standard Contractual Clauses;
  • other legally recognised transfer mechanisms.

10. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy.

Certain records may be retained for longer periods where required by law.

Accounting, tax and related records are generally retained for at least seven years, or longer where legally required.

Documents uploaded through Schmitz – Receipt Scanner are retained as part of our bookkeeping and accounting records and may therefore be stored for the applicable statutory retention period.

When personal data is no longer required, it will be securely deleted or anonymised.

11. Data Security

We implement appropriate technical and organisational measures designed to protect personal data against:

  • unauthorised access;
  • accidental loss;
  • disclosure;
  • alteration;
  • destruction.

Security measures may include:

  • encryption;
  • secure authentication systems;
  • password hashing;
  • restricted access controls;
  • secure cloud infrastructure.

Despite these measures, no method of electronic transmission or storage can be guaranteed to be completely secure.

12. Cookies

Our website may use cookies and similar technologies necessary for the operation, security and functionality of the website.

Where legally required, we will request consent before placing non-essential cookies.

13. Your Privacy Rights

Subject to applicable law, you may have the right to:

  • access your personal data;
  • correct inaccurate personal data;
  • request deletion of personal data;
  • restrict processing;
  • object to processing;
  • request portability of personal data;
  • withdraw consent where processing is based on consent;
  • lodge a complaint with a supervisory authority.

Requests may be submitted using the contact information below.

If you are located in the European Union, you may lodge a complaint with your local data protection authority.

For individuals located in the Netherlands, complaints may be submitted to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

14. Children’s Privacy

Our services are not intended for children under the age of 16.

We do not knowingly collect personal data from children.

15. Schmitz – Receipt Scanner

15.1 Purpose of the App

Schmitz – Receipt Scanner is a mobile application made available exclusively to clients of Schmitz Tax Services.

The App enables users to upload receipts, invoices and other financial documents to facilitate bookkeeping and tax services.

15.2 Account Registration

Access to the App requires a user account.

To provide secure access, we may process:

  • name;
  • email address;
  • username;
  • securely encrypted or hashed password credentials;
  • authentication and session information.

15.3 Documents Uploaded Through the App

Users may upload:

  • receipts;
  • invoices;
  • expense documentation;
  • other financial documents.

Uploaded documents may contain personal and financial information.

15.4 AI-Based Document Processing

To automate bookkeeping processes, uploaded document images may be transmitted to OpenAI, LLC.

OpenAI analyses uploaded documents solely for the purpose of extracting structured bookkeeping information, including:

  • supplier details;
  • dates;
  • invoice numbers;
  • VAT numbers;
  • financial amounts;
  • bookkeeping classifications.

The extracted information is used exclusively for bookkeeping, accounting and tax purposes.

15.5 No Tracking or Advertising

Schmitz – Receipt Scanner:

  • does not use advertising networks;
  • does not use behavioural advertising;
  • does not track users across apps or websites;
  • does not sell personal information;
  • does not use third-party analytics services.

16. Changes to this Privacy Policy

We may amend this Privacy Policy from time to time.

Any updated version will be published on our website and, where appropriate, within our digital applications.

The revised Privacy Policy becomes effective upon publication.

17. Contact Us

If you have any questions regarding this Privacy Policy or wish to exercise your privacy rights, please contact:

Schmitz Tax Services
Thomas Schmitz
Burgemeester van Dijkesingel 4
2809 RD Gouda
The Netherlands

Email: thomas@schmitztaxservices.nl
Website: www.schmitztaxservices.nl