Privacy Policy
How we handle your data, your KRA PIN, and your money.
Most of the data we collect exists for one reason: KRA requires it to register your business for VAT and file your returns. We ask for the minimum needed to get the job done, and we use it for nothing else.
Last updated: 1 January 2026
Who we are
Smart VAT Kenya
Smart VAT Kenya is a professional VAT registration and tax filing service for Kenyan SMEs, operating from Pioneer House, Moi Avenue, Nairobi CBD. We are registered KRA iTax agents and handle client matters over email.
This policy explains what personal data we collect, why we collect it, and the choices you have. It applies to everyone who contacts us, uses our calculators and tools, or becomes a client.
What we collect
The minimum KRA needs, nothing more
| Data | Why we ask for it |
|---|---|
| Business and contact details | Your business name, physical address, phone number, and email - needed to set up your iTax profile and communicate with you. |
| KRA PIN | Your individual or company KRA PIN is used only for the tax filings and registrations you ask us to complete on iTax. |
| Identification documents | A copy of your national ID or passport (and director details for companies) is required by KRA to process VAT registration and filings. |
| Business registration documents | CR12, certificate of incorporation, or business license - required where KRA asks for proof of entity structure. |
| Payment information | Payment references from M-PESA so we can match your payment to your filing and issue you a receipt. |
How it's used
Your data is used for your filings only
We use your personal data to complete the specific services you request: VAT registration, monthly iTax filing, eTIMS onboarding, and penalty waiver applications. We also use your contact details to send you the outcome, your receipts, and compliance reminders tied to your active filings.
We do not sell your data. We do not use your KRA PIN or documents for anything other than the tax work you approve, and we never share your credentials with third parties except where required to complete the service - as described below.
Who we share with
Three parties, no more
- Kenya Revenue Authority (KRA) - the data you provide is submitted to KRA's iTax portal, which is the sole reason we collect most of it.
- Safaricom / M-PESA - payment references are shared with your mobile money provider to process and confirm payments.
Payments
Every payment is on record
We accept M-PESA payments and issue an official M-PESA receipt for every one. Payment references are retained to match your payment to your filing and to maintain accurate records for accounting and tax compliance purposes.
Retention
Kept as long as the law requires
Kenya's tax laws require taxpayers and their agents to retain records for a specified period. We keep client records only for as long as needed to meet those legal and accounting obligations, then delete them securely. Our working files are accessible only to the named agents handling your account.
Your rights
You stay in control
- Request a copy of the personal data we hold about you.
- Ask us to correct inaccurate information, such as a misspelled name or wrong PIN.
- Ask us to delete personal data we no longer need for legal or tax obligations.
- Withdraw consent for non-essential communication (e.g. marketing) at any time.
Contact us
Questions, corrections, or a deletion request
Email us at info@smartvatkenya.co.ke, email us at info@smartvatkenya.co.ke, or visit us at Pioneer House, Moi Avenue, Nairobi CBD.
We'll respond to privacy requests promptly and, where the law allows, without charge.