Effective date: September 23, 2026
1. About TopVat Bot
TopVat Bot is private, internal-use software operated by Top Hat Technologies LLC, 1720 North Burling Street, Chicago, Illinois 60614, United States.
This notice applies only to TopVat Bot. CouchClamp.com hosts this notice so it can be reviewed through a secure public webpage. Hosting this notice on CouchClamp.com does not provide public access to TopVat Bot.
TopVat Bot is not offered to the general public. It is used only by personnel authorized by Top Hat Technologies LLC to manage the company’s tax and marketplace-compliance work.
2. Information TopVat Bot processes
TopVat Bot may process:
- authorized-user names, email addresses, account roles, and authentication records;
- company identifiers, VAT registration information, filing settings, and compliance deadlines;
- Amazon and other marketplace transaction and VAT reports;
- tax returns, submission receipts, tax certificates, payment records, authority correspondence, and related supporting documents;
- HMRC OAuth access and refresh tokens, VAT obligations, returns, liabilities, payments, penalties, and related API results;
- audit and security records, including technical device, browser, network, and IP-address information required for HMRC fraud-prevention headers; and
- email addresses used for operational alerts.
TopVat Bot does not collect or store HMRC usernames or passwords. HMRC authentication is completed directly with HMRC through OAuth 2.0.
3. How the information is used
Information is used to:
- prepare, review, reconcile, submit, and track VAT returns and related payments;
- retrieve tax obligations, deadlines, account results, and filing evidence from supported authorities;
- organize supporting records and maintain an audit trail;
- identify missing, overlapping, or inconsistent records;
- provide operational reminders and compliance alerts; and
- protect the software, its users, and connected tax accounts from unauthorized access or misuse.
Top Hat Technologies LLC processes this information for its legitimate interests in managing its business and tax compliance, to meet applicable legal and tax obligations, and on any other lawful basis required by applicable law.
4. Sharing and disclosure
TopVat Bot sends information to HMRC only when an authorized user connects the company’s HMRC account, retrieves authorized information, or approves an available submission. The software may use infrastructure and email-service providers where necessary to operate alerts and communications.
TopVat Bot does not automatically send records to external accountants or tax representatives. Authorized personnel may separately export or provide records to an appointed adviser when required.
Top Hat Technologies LLC does not sell TopVat Bot data or use it for third-party advertising. Information may be disclosed if required by law, a tax authority, or a valid legal process.
5. Storage and security
TopVat Bot is self-hosted on a privately managed server located in the United States. Access is restricted to authorized Top Hat Technologies LLC personnel.
HMRC OAuth tokens and uploaded original documents are encrypted within the application’s storage. Connections to HMRC and other supported external services use encrypted network connections. Access controls, audit records, credential separation, backups, and other technical and organizational safeguards are used to protect the information appropriate to its sensitivity.
No method of storage or transmission is completely secure. Top Hat Technologies LLC reviews and improves its safeguards as the software and applicable requirements change.
6. International processing
Top Hat Technologies LLC is a United States company, and TopVat Bot’s primary application storage is located in the United States. Information exchanged with HMRC is also processed by HMRC in the United Kingdom. Appropriate safeguards and access restrictions are used for such processing.
7. Retention
Information is retained for as long as it is needed for tax, accounting, audit, security, and business-continuity purposes, including any retention period required by applicable law. Information that is no longer required is deleted or securely disposed of when reasonably practicable.
8. Access, correction, export, and deletion
An authorized user may contact Top Hat Technologies LLC to request access to, correction of, export of, or deletion of information associated with that user, subject to tax-record retention requirements and other legal obligations.
HMRC authorization may be withdrawn by disconnecting the integration in TopVat Bot or revoking the authorization through HMRC where available.
9. Contact and security reporting
Questions, privacy requests, or reports of a suspected security issue may be sent to:
Top Hat Technologies LLC
Email: info@tophattechnologies.com
Address: 1720 North Burling Street, Chicago, Illinois 60614, United States
10. Changes to this notice
This notice may be updated when TopVat Bot’s operation, legal obligations, or security practices change. The effective date at the top of the notice identifies the current version.