1. Who is responsible
Rara Avis L.L.C., 30 N Gould St Ste R, Sheridan, WY 82801, USA. Contact: [email protected].
Colombia: [email protected]
2. What we keep
- Your account: name, email address, WhatsApp number (if you add one), your ID numbers (the one you claim with and any others you add), agency or mission, language and message settings, and the address and phone you put on your VAT card. The IP address you signed up from.
- An extra WhatsApp number, if you add one (for example your spouse's phone). An account can hold a second WhatsApp number: we keep the number (encrypted), its name and when it was added and confirmed. The person on that number can send receipts to your account and gets its WhatsApp notices. We record which number sent each receipt. You can remove the number in Settings at any time, and that person can remove it by sending LEAVE to us on WhatsApp.
- Your receipts and electronic invoices: the files, what we read from them, and their history. The mail that arrives at your receipts address.
- Passwords you give us for locked PDF files, stored encrypted.
- Only where your country's claim form asks for them (Germany, form 010161): the details you type in Settings — the bank account for the refund (IBAN, BIC, account holder), your birth date, marital status, title, position, posting dates, the letter on your ID card and the tax office's file number. We store them encrypted, use them only to fill in your form, show the IBAN again only as its last 4 characters, and delete them when you close your account. Also the names of the household members whose invoices count for you, if you add them.
- Payment records: amount, months, provider and reference. Card details stay with the card provider; we never see them.
- Messages you send our team and the activity of your account.
3. Why we use it
- To provide the service you signed up for: receive, read and check your receipts and prepare your refund form.
- To keep payment records, as the law requires.
- Only if you agree: to contact businesses for your electronic invoices (we share your name, ID number and the purchase details with them), to send status updates by email or WhatsApp, and to send the newsletter. You can withdraw each consent at any time in your settings.
4. Who processes it for us
Cloudflare (network and file storage), our mail provider (your receipts address), AI providers that read your receipts, the payment provider you choose, and WhatsApp when you use it. A file you send on the VAT Atlas goes to Cloudmersive (United States) for a virus scan before we keep it. If you ask the VAT Atlas to tell you when VATRS works in a country, we keep your email (encrypted) only for that one email, then delete it; an address you do not confirm is deleted after 7 days. Where a country's tax authority gives the official copy of an invoice, we ask it with the invoice's code. We do not sell your data.
5. Where it is kept
On our own server and in Cloudflare's file storage. Encrypted backups are kept for up to 12 months; data deleted from your account leaves the backups when they expire.
6. How long we keep it
| Country | No new receipt | Closed account | Receipt never claimed | Receipt used in a claim | Payment records |
|---|---|---|---|---|---|
| Colombia | 180 days | 60 days | 2 years | 5 years | 10 years |
7. Your rights
You can see, correct and download your data in your account, and close it at any time. You can also ask us to correct or delete your data, or to stop a use you agreed to, by writing to us from your registered email address. We process your data in line with Colombian Law 1581 of 2012 on the protection of personal data and its regulations.
Colombia: you can complain to the Superintendencia de Industria y Comercio (SIC).
8. Changes
If this notice changes in a way that matters, we tell you before the change takes effect.