Privacy Policy

 

Capitax Tax Consultants is committed to protecting your privacy and handling your personal information responsibly. This Privacy Notice explains how we collect, use, store and protect personal information in connection with the services we provide. 

Who We Are 

Tax Consultants provides accountancy, taxation, payroll and related professional services. 

For the purposes of data protection legislation, Tax Consultants is the Data Controller for the personal information we collect and process. 

Information We Collect 

We may collect and process personal information including: 

  • Name 
  • Address 
  • Date of Birth 
  • Contact details 
  • National Insurance Number 
  • Unique Taxpayer Reference (UTR) 
  • Employment details 
  • Income information 
  • Business records 
  • Banking information 
  • Identification documents 
  • Other information required to provide professional services 

How We Obtain Information 

Information may be obtained directly from you, including through: 

  • Meetings 
  • Emails 
  • Telephone conversations 
  • Engagement documentation 
  • Identification documents 
  • Accounting records 
  • Information provided by authorised third parties 

Why We Process Your Information 

We process personal information to: 

  • Provide accountancy and taxation services. 
  • Prepare tax returns and statutory filings. 
  • Maintain accounting records. 
  • Communicate with clients. 
  • Meet legal and regulatory obligations. 
  • Conduct Anti-Money Laundering checks. 
  • Verify identity. 
  • Manage our business operations. 

Legal Basis for Processing 

We process personal information where necessary: 

  • To perform a contract with you. 
  • To comply with legal and regulatory obligations. 
  • For our legitimate business interests. 
  • Where consent is required and has been provided. 

Anti-Money Laundering Requirements 

As an accountancy practice regulated for Anti-Money Laundering purposes, we are required to obtain and retain information to verify the identity of clients and, where appropriate, beneficial owners. 

This may include: 

  • Identification documents. 
  • Proof of address. 
  • Electronic verification checks. 
  • Information obtained from publicly available sources. 

These checks are carried out to comply with legal obligations. 

Who We May Share Information With 

We may share information where necessary with: 

  • HM Revenue & Customs (HMRC) 
  • Companies House 
  • Software providers used to deliver services 
  • Professional advisers 
  • Regulatory authorities 
  • Law enforcement agencies where legally required 

We do not sell personal information to third parties. 

How We Protect Information 

Tax Consultants takes appropriate measures to protect personal information including: 

  • Secure Microsoft cloud systems 
  • Password protected devices 
  • Restricted access to records 
  • Staff confidentiality obligations 
  • Secure disposal of confidential information 

How Long We Retain Information 

Client information will normally be retained for at least six years after the end of the professional relationship unless longer retention is required by legal, regulatory or professional obligations. 

Anti-Money Laundering records may be retained in accordance with applicable legislation and professional requirements. 

Your Rights 

You may have the right to: 

  • Request access to your personal information. 
  • Request correction of inaccurate information. 
  • Request restriction of processing in certain circumstances. 
  • Object to certain processing activities. 
  • Request information about how your data is used. 

Some rights may be restricted where legal or regulatory obligations apply. 

Contacting Us 

Any questions regarding this Privacy Notice or the processing of personal information should be directed to: 

Michelle Lloyd
michelle.tax@capitax.co.uk