Privacy Policy

Privacy Notice

Introduction

Capitax & Co (Tax Consultants) Ltd 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 professional services we provide.

For the purposes of UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Capitax & Co (Tax Consultants) Ltd is the Data Controller.

Who we are

Capitax & Co (Tax Consultants) Ltd provides:

• Accountancy services
• Taxation services
• Bookkeeping services
• Payroll services
• Company secretarial services
• Related professional consultancy services

If you have any questions regarding this Privacy Notice or the processing of your personal information, please contact:

Michelle Lloyd
Email: michelle.tax@capitax.co.uk

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
• Company information
• Beneficial ownership information
• Payroll information
• Pension information
• Any other information required to provide professional services

How We Obtain Information

We may obtain information directly from you through:

• Meetings
• Telephone conversations
• Email correspondence
• Engagement documentation
• Accounting records
• Tax records
• Identification documents
• Documents uploaded through secure client portals

We may also obtain information from authorised third parties, including:

• HM Revenue & Customs (HMRC)
• Companies House
• Previous professional advisers
• Electronic identity verification providers
• Professional representatives acting on your behalf
• Publicly available sources where required for compliance purposes

Why We Process Your Information

We process personal information in order to:

• Provide accountancy, taxation, payroll and related professional services
• Prepare and submit tax returns and statutory filings
• Maintain accounting records
• Communicate with clients
• Meet legal and regulatory obligations
• Comply with Anti-Money Laundering legislation
• Verify identity and beneficial ownership
• Defend, establish or exercise legal claims
• Manage our business operations
• Maintain professional standards and regulatory compliance
• Market additional services where permitted by law

Legal Basis for Processing

We process personal information where necessary:

Contractual Obligation

To fulfil our contract with you and provide the services you have engaged us to perform.

Legal Obligation

To comply with legal and regulatory requirements, including:

• Money Laundering Regulations
• Tax legislation
• Professional regulatory requirements
• Court orders and legal obligations

Legimate Interests

For our legitimate business interests, including:

• Managing and improving our services
• Recovering fees
• Maintaining business records
• Risk management
• Defending legal claims

Consent

Where consent is required, we will obtain your consent before processing your information and you may withdraw that consent at any time.

If you do not provide information requested by us, we may be unable to provide our services.

Anti-Money Laundering Requirements

As a firm regulated for Anti-Money Laundering purposes, we are required by law 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
• Beneficial ownership information
• Politically Exposed Person (PEP) and sanctions screening

These checks are carried out in order to comply with our legal obligations.

Who We May Share Information With

We may share personal information where necessary with:

• HM Revenue & Customs (HMRC)
• Companies House
• Software providers used to deliver our services
• Professional advisers
• Subcontractors engaged in providing services
• Our professional and regulatory bodies
• Anti-Money Laundering supervisory authorities
• Professional indemnity insurers
• Tax investigation insurers
• Law enforcement agencies where legally required
• Courts and tribunals where required

We will never sell your personal information to third parties.

Internal Transfers

We primarily process personal information within the United Kingdom.

Where information is processed outside the UK, we will ensure appropriate safeguards are in place in accordance with applicable data protection legislation.

How We Protect Information

We take appropriate technical and organisational measures to protect personal information, including:

• Secure Microsoft cloud systems
• Password-protected devices
• Multi-factor authentication
• Restricted access to records
• Staff confidentiality obligations
• Secure destruction of confidential information
• Regular software and security updates

How Long We Retain Information

Client information will normally be retained for a minimum of six years after the end of the professional relationship.

Information may be retained for longer where required by:

• Tax legislation
• Legal obligations
• Regulatory requirements
• Professional standards
• Anti-Money Laundering regulations
• Ongoing disputes or investigations

When information is no longer required, it will be securely destroyed or deleted.

Your RIghts

Subject to certain legal and regulatory restrictions, you may have the right to:

• Request access to your personal information
• Request correction of inaccurate or incomplete information
• Request restriction of processing
• Object to certain processing activities
• Request deletion of personal information where we are not required to retain it
• Request a portable electronic copy of your information where applicable
• Withdraw consent where processing is based on consent
• Request information about how your personal data is used

Automated Decision Making

We do not use automated decision-making or profiling when providing our professional services.

Complaints

If you have any concerns regarding how your personal information has been handled, please contact us in the first instance.

If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).

Further information is available from:

Information Commissioner's Office
Website: www.ico.org.uk

Last Updated: November 2026