Privacy Policy • Data Protection • Tax Accountant Leeds
Privacy Policy
This privacy policy explains how Financials Direct Limited T/A Tax Accountant Leeds collects, uses, stores and protects personal information when you visit our website, send an enquiry, book an appointment, subscribe to updates or become a client.
We take confidentiality seriously. Tax and accounting work often involves sensitive financial, personal and HMRC information, so we only use your personal data for proper business, legal, regulatory and professional purposes.
Who we are
About this privacy policy
This privacy policy applies to Financials Direct Limited T/A Tax Accountant Leeds and the website at https://www.taxaccountantleeds.co.uk/.
Under UK data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018, we have a legal duty to protect personal information we collect and use. This policy explains what information we may collect, why we use it, who may access it, how long we keep it and what rights you have.
Data controller details
Information we collect
What personal information we may collect
We only collect information that is relevant to your enquiry, appointment, onboarding, tax work, accounting work, legal obligations or communication preferences.
Website enquiry information
When you complete a form or contact us, we may collect your name, email address, telephone number, message, service required, tax year, HMRC deadline and any information you choose to provide.
Client onboarding information
If you instruct us, we may collect ID documents, proof of address, date of birth, contact details, engagement information, AML risk information and records needed to verify your identity.
Tax and accounting records
We may collect tax returns, income records, bank statements, rental records, invoices, payroll records, VAT records, company records, HMRC letters and supporting documents.
Appointment and communication data
We may process appointment bookings, emails, call notes, Zoom or meeting details, document requests, portal messages and records of advice or work carried out.
Website usage data
We may collect anonymous or limited technical information through cookies, server logs and analytics tools to understand website performance and improve the visitor experience.
Marketing preferences
If you subscribe to updates or agree to receive communications, we may use your email address to send relevant service information, news or updates. You can unsubscribe at any time.
How we collect information
When you give us personal information
Financials Direct Limited T/A Tax Accountant Leeds does not capture and store personal information about individuals who access this website unless you voluntarily provide your personal details. This may happen when you send an email, complete an enquiry form, use an appointment link, request a quote, subscribe to updates or enquire about our services.
Where you provide personal information, we use it to respond to your enquiry, provide information you requested, assess whether we can help, carry out onboarding, provide professional services or meet legal and regulatory obligations.
Personal information is not sold. We do not disclose personal information to third parties except where needed to provide our services, where you have authorised us, where a trusted contractor or platform supports our work, or where disclosure is required by law, regulation, HMRC, a court, a professional body or AML obligations.
Why we use your data
Purposes and lawful basis for processing
We process personal information only where there is a lawful reason to do so. The legal basis depends on the type of information and the reason we are using it.
In most cases, we use data to take steps before entering into a contract, perform a contract with you, comply with legal obligations, meet regulatory requirements, protect legitimate business interests, or act with your consent where consent is required.
Common reasons we process data
- To respond to website enquiries and contact requests.
- To provide tax, accounting, payroll, VAT and advisory services.
- To carry out identity checks and AML procedures.
- To communicate with HMRC, Companies House or other bodies where authorised.
- To maintain records required by law, regulation or professional standards.
- To manage invoices, payments, engagement letters and client files.
- To improve website performance and user experience.
- To send updates or marketing where permitted.
How we use personal data
What we use your information for
Personal data may be used differently depending on whether you are a website visitor, enquiry, prospective client, active client, former client, supplier or professional contact.
Enquiries and contact forms
We use the information you provide to understand your request, reply to you, suggest the right service and confirm whether a quote or appointment is needed.
Professional services
We use client information to prepare tax returns, accounts, VAT returns, payroll, advice, disclosures, HMRC responses and other agreed work.
AML and identity checks
We are required to carry out checks before accepting certain work. This may include identity verification, proof of address, sanctions checks, PEP checks and risk assessment.
HMRC and statutory filings
Where authorised, we may use your data to communicate with HMRC, file returns, respond to information requests, prepare disclosures or deal with tax compliance matters.
Billing and administration
We use information to issue invoices, record payments, manage engagement letters, maintain client files and meet accounting and business administration requirements.
Website improvement
We use cookies, analytics and server logs to understand website performance, visitor behaviour and technical issues. This helps us improve the website.
Confidential tax information
How we protect sensitive client information
Tax work often involves personal and financial information. We take reasonable steps to keep your information confidential and restrict access to people who need it for proper business, professional, legal or regulatory reasons.
Only employees, contractors, professional support providers or service platforms with relevant duties may access personal information, and only where access is needed to perform their role.
Protection measures may include
- Controlled access to client files and records.
- Use of secure onboarding or document upload methods where appropriate.
- Professional confidentiality obligations.
- AML and regulatory record keeping controls.
- Limited access for contractors and service providers.
- Reasonable technical and organisational precautions.
Sharing your information
Who we may share personal data with
We do not sell your personal data. We may share data only where needed to provide services, comply with legal duties, use professional systems, manage our business or where you have authorised us.
Where third-party service providers are used, we expect them to process data appropriately and only for the agreed purpose.
Possible recipients include
- HMRC, Companies House or other public authorities where required or authorised.
- Professional bodies, regulators, insurers or legal advisers where necessary.
- AML, ID verification and sanctions screening providers.
- Cloud storage, email, website, booking, portal, accounting and tax software providers.
- Contractors, consultants or support teams who assist with professional or administrative work.
- Payment, invoicing or bookkeeping service providers.
- Courts, law enforcement or government bodies where legally required.
International access
Data access outside the UK or EEA
Some systems, software providers, cloud services, website support providers or contractors may process or access personal data outside the UK or EEA.
Where this happens, we aim to use appropriate safeguards such as contractual protections, data processing terms, UK international data transfer arrangements or equivalent safeguards where required.
The existing website policy notes that data may be accessed by team members or contractors outside the EU, including support based in India, and that contractual safeguards may be used.
What this means
- Some support work may involve secure remote access.
- Access should be limited to work-related duties.
- Contractors should only use information for the agreed purpose.
- Appropriate contractual or data protection safeguards should be used.
Marketing and newsletters
Mailing lists and service updates
If you complete a newsletter sign-up form or otherwise agree to receive updates, we may use your email address to send periodic information about services, tax updates or news.
If you do not wish to receive marketing or update emails, you can unsubscribe using the link provided in the email or contact us and ask to be removed from the mailing list.
Personal data provided through a newsletter or sign-up form is not used for automated decision-making or profiling for this purpose. We will not use newsletter sign-up data for unrelated purposes without a lawful basis.
Cookies and analytics
Cookies, server logs and Google Analytics
We may use cookies, server logs and analytics tools to improve the overall experience of visiting our website. This may include information such as pages visited, browser type, device type, referral source and general website usage.
The existing website policy states that server-based logs and Google Analytics are used to collect anonymous information and generate statistical reports. This information is used to improve the website and is not intended to identify individual visitors.
Controlling cookies
- You can usually control cookies through your browser settings.
- You can block or delete cookies if you do not want them stored.
- Some website features may not work properly if cookies are disabled.
- Please see your browser provider’s help pages for cookie controls.
Retention
How long we keep personal data
We keep personal data only for as long as necessary for the purpose it was collected, or for as long as required by law, regulation, HMRC, professional standards, AML obligations, insurance requirements or legitimate business needs.
Different records may be kept for different periods. Client tax, accounting, AML and engagement records may need to be retained for a number of years after the work is completed.
Retention depends on
- The type of service provided.
- HMRC and statutory filing requirements.
- AML and identity verification obligations.
- Professional body and insurance requirements.
- Whether there is an ongoing dispute, enquiry or legal issue.
- Your communication and marketing preferences.
Your rights
Your data protection rights
Subject to legal conditions and exemptions, you may have rights under UK data protection law in relation to your personal information.
Access
You may ask for a copy of the personal data we hold about you.
Correction
You may ask us to correct inaccurate or incomplete personal information.
Deletion
You may ask us to delete personal information where we are not legally required to keep it.
Restriction
You may ask us to restrict how we use your data in certain circumstances.
Portability
You may ask for certain information in a portable format where the right applies.
Objection
You may object to certain types of processing, including marketing communications.
To exercise your rights, contact us using the details on this page or our contact page. We may need to verify your identity before responding. You also have the right to complain to the Information Commissioner’s Office if you are unhappy with how your data is handled.
Security and email risk
Email and online communication are not risk-free
We take reasonable precautions to protect personal data, but the internet and email are not completely secure. Messages may be intercepted, delayed, corrupted, misdirected or affected by viruses.
If information is sensitive or confidential, we may ask you to use secure upload, onboarding tools or another agreed method instead of ordinary email.
Please avoid sending unnecessary sensitive data
- Do not send ID documents unless requested.
- Do not include passwords in email.
- Tell us if HMRC has given a deadline.
- Use secure upload where requested.
- Contact us if you think data has been sent to the wrong place.
Complaints and contact
How to contact us about privacy
If you have any questions about this privacy policy, want to exercise your rights, want to update your details, unsubscribe from marketing or raise a concern about how your data is handled, please contact us.
Email: info@taxaccountant.co.uk
Telephone: +44 800 135 7323
Registered address: 3 Brindley Place, Birmingham, West Midlands, England, B1 2JB
You also have the right to lodge a complaint with the UK supervisory authority, the Information Commissioner’s Office, if you believe your personal data has not been handled properly.
Common questions
Privacy Policy FAQs
Do you sell personal data?
No. We do not sell personal data. We only share personal data where required for services, legal duties, professional obligations, authorised communication, software support or regulatory reasons.
Do you collect personal data when I visit the website?
We may collect limited technical or anonymous usage information through cookies, server logs and analytics. We collect personal details only where you voluntarily provide them, such as through a form or email.
Why do you need ID and proof of address?
Accountants are required to carry out client due diligence and anti-money laundering checks before accepting certain work. This may include identity verification and proof of address.
Can I ask you to delete my data?
You may ask us to delete personal data, but we may need to keep some records where required by law, HMRC, AML regulations, professional standards, insurance requirements or legitimate business needs.
Do you use cookies?
Yes. Cookies and analytics may be used to improve website functionality and understand visitor behaviour. You can control cookies through your browser settings.
Can overseas contractors access my data?
Some support providers or contractors may access data from outside the UK or EEA where needed for agreed work. Where this happens, appropriate safeguards should be used.
Need to contact us about your data?
Ask a privacy question
Contact us if you want to update your details, exercise your rights, unsubscribe from communications or ask how your personal information is used.