Terms of Service

1. About These Terms

These Terms of Service govern your use of the Declara platform, including our web application and AI-powered tax compliance assistant (collectively, the "Service").

By creating an account or using the Service, you agree to these terms in full. If you do not agree, do not use the Service.

These terms are governed by the laws of Rwanda.

In these Terms, "Declara," "we," "us," and "our" refer to Declara Ltd, the company that operates the Declara platform.

2. Who Can Use the Service

You may use the Service if you:

• Are a business owner or authorised representative of a business registered in Rwanda
• Hold a valid Rwanda TIN (Taxpayer Identification Number)
• Are at least 18 years of age
• Have the legal authority to authorise Declara to access your RRA accounts and file declarations on your behalf

By using the Service, you confirm that all of the above apply to you.

3. Your Authorisation to Us

3.1 Portal Access Mandate

By connecting your RRA account to the Service, you explicitly authorise Declara to:

• Log into your MyRRA and eTax accounts using the credentials you provide
• Access your sales invoices, purchase invoices, tax declarations, payment records, and eTax notices
• Read and retrieve data from your account for the purposes of providing the Service
• Prepare and submit your VAT declaration to RRA on your behalf when you initiate filing for a period
• Store a copy of your retrieved data on our servers for the duration described in our Privacy Policy

This authorisation covers reading your data and submitting the declarations you direct us to file. We will not make tax payments for you, and we will not modify or delete your existing records beyond filing the declarations you have authorised.

3.2 What We Will Not Do

• Make a tax payment on your behalf — you remain responsible for paying any amount due to RRA
• File a declaration unless you initiate it for that period
• Modify or delete existing records in your RRA account, other than filing a declaration you have authorised
• Share your credentials or account data with any third party not described in our Privacy Policy

3.3 Revoking Authorisation

You may revoke this authorisation at any time by deleting your account or contacting us at info@declara.com. Revocation stops all future data syncing and filing, but will not delete data already collected, which is governed by our Privacy Policy.

4. Your Account

4.1 Registration

You must provide accurate and complete information when creating your account. You are responsible for keeping your account information up to date.

4.2 Account Security

You are responsible for keeping your Declara account secure. If you believe your account has been compromised, contact us immediately at info@declara.com.

4.3 Your RRA Credentials

When you provide your RRA portal credentials to Declara, we encrypt and store them securely as described in our Privacy Policy. You remain responsible for maintaining the security of your RRA account. If you change your RRA or eTax password, you must update it in the Declara platform to continue receiving the Service.

5. The Service and What It Provides

5.1 What the Service Does

• Retrieves and displays your tax data from the RRA portal
• Calculates your estimated VAT position based on retrieved data
• Generates your VAT declaration and annexure files from your synced data
• Submits your VAT declaration to RRA when you initiate filing for a period
• Provides an AI assistant — in the app and on WhatsApp — to answer questions about your account and Rwanda's tax rules

5.2 What the Service Does Not Do

The Service does not:

• Pay any tax, penalty, or other amount due to RRA on your behalf — you remain responsible for payment
• File a declaration for a period unless you initiate it
• Provide legal or professional tax advice
• Guarantee the accuracy of data retrieved from the RRA portal
• Provide representation in tax disputes, audits, or appeals

5.3 Informational Nature of the AI Assistant

The AI assistant answers questions based on data retrieved from your RRA account and general knowledge of Rwanda's tax rules. Its responses are informational only and do not constitute tax advice, legal advice, or professional representation. Always verify important figures with a qualified tax professional before taking action.

6. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose
• Provide false or misleading information about your business or TIN
• Attempt to access another business's account or data
• Reverse engineer, decompile, or copy any part of the Service
• Use the Service to harass, defraud, or harm any person or entity
• Use automated tools to interact with the Service beyond what we explicitly support
• Attempt to circumvent any security measures of the Service
• Resell or sublicense access to the Service without our written consent

We reserve the right to suspend or terminate your account if we determine you have violated these rules.

7. Data Accuracy

7.1 Source Data

The data displayed in the Service is retrieved from the RRA portal. We retrieve it as accurately as we can, but we cannot guarantee that retrieved data is complete, up to date, or error-free at all times. RRA portal availability, session timeouts, and portal changes may affect data retrieval.

7.2 Your Responsibility to Verify

You are responsible for the accuracy of your underlying RRA and EBM records. Before you file a declaration through the Service, review it carefully — once you initiate filing, the declaration is submitted to RRA. Declara is not responsible for errors arising from incorrect data on the RRA portal or from inaccurate records in your account.

7.3 VAT Calculations

Our VAT calculations are based on the Rwanda Revenue Authority's published rules. Tax law can change, and it is your responsibility to ensure you are filing in accordance with current RRA requirements.

8. Availability

We aim to keep the Service available at all times but we do not guarantee uninterrupted availability. The Service may be unavailable due to:

• Scheduled maintenance (we will notify you in advance where possible)
• RRA portal downtime or changes
• Technical failures beyond our control
• Force majeure events

We will not be liable for losses arising from Service unavailability.

9. Intellectual Property

All software, design, content, and technology that makes up the Declara platform is owned by Declara Ltd or its licensors. These terms do not grant you any rights to our intellectual property.

Your data remains yours. We claim no ownership over your business data, invoice records, or tax information.

10. Limitation of Liability

To the maximum extent permitted by Rwandan law:

• Declara is not liable for any tax penalties, fines, or assessments you receive from RRA, whether or not you used our Service
• Declara is not liable for any loss of business, revenue, profit, or data arising from your use of the Service
• Declara is not liable for errors in data retrieved from the RRA portal
• Declara is not liable for declarations filed at your direction from the data you authorised us to sync, including where that data was incomplete or inaccurate
• Our total liability to you for any claim arising from these terms or your use of the Service will not exceed the total fees you paid to us in the 3 months preceding the claim

Nothing in these terms excludes liability for fraud, wilful misconduct, or any liability that cannot be excluded under Rwandan law.

11. Indemnification

You agree to indemnify and hold harmless Declara, its directors, employees, and agents from any claims, losses, or expenses (including legal fees) arising from:

• Your breach of these terms
• Your use of the Service
• Any inaccurate information you provided to us
• Your violation of any Rwandan law or RRA regulation

12. Termination

12.1 By You

You may delete your account at any time through the platform or by contacting us.

12.2 By Us

We may suspend or terminate your account immediately if:

• You breach these terms
• You provide false information
• We are required to do so by law
• We reasonably believe your use of the Service creates legal or regulatory risk

We will notify you of termination except where we are prohibited by law from doing so.

12.3 Effect of Termination

On termination, your access to the Service ends. We will handle your data as described in our Privacy Policy.

13. Changes to These Terms

We may update these terms from time to time. When we make material changes, we will notify you via email at least 14 days before the change takes effect. Continued use of the Service after that date means you accept the updated terms.

14. Governing Law and Disputes

These terms are governed by the laws of Rwanda. Any dispute arising from these terms or your use of the Service will be subject to the exclusive jurisdiction of the courts of Rwanda.

We encourage you to contact us first at info@declara.com to resolve any dispute informally before taking legal action.

15. Severability

If any provision of these terms is found to be unenforceable under Rwandan law, that provision will be modified to the minimum extent necessary to make it enforceable, and the remaining provisions will continue in full force.

16. Entire Agreement

These terms, together with our Privacy Policy, constitute the entire agreement between you and Declara regarding your use of the Service and supersede any prior agreements.

17. Contact

Declara — operated by Declara Ltd Birembo, Kigali, Rwanda info@declara.rw