Privacy Policy

Privacy Policy for Taxcandid Accountants Ltd

Taxcandid Accountants Ltd is a firm of ICAEW Chartered Accountants based in Romford. This policy explains how we handle personal data when people visit our website, use our quote generator, contact us, book a consultation, become a client or use our accounting, tax, VAT, payroll, bookkeeping, Making Tax Digital and HMRC support services.

This page has been tailored for Taxcandid using your sister company policy as a structure, but the wording is specific to Taxcandid, the Taxcandid website, the quote generator, the contact form and the tracking/cookie setup used on this project.

1. What personal data we collect

Depending on how you use the website or our services, we may collect and process the following types of personal data:

• Identity data such as your name, title, business name, company details, director or taxpayer details where relevant.
• Contact data such as email address, phone number, postal address and communication preferences.
• Business and tax data such as business type, turnover band, VAT status, payroll needs, bookkeeping needs, tax return requirements, accounting deadlines, HMRC correspondence and service requirements.
• Financial and transaction data such as payment details, invoice records, direct debit or payment processor information, accounting records and tax information needed to provide services.
• Quote generator and sign-up data such as answers submitted, service selections, indicative fee results, terms acceptance evidence, timestamps, IP address and technical evidence needed to keep clear records.
• Technical and usage data such as IP address, browser type, device information, pages visited, referrer, UTM campaign data, cookie choices and website events.
• Marketing and communication data such as enquiry history, service interests and preferences about receiving updates from us.

We do not intentionally collect special category data through the general website contact form. If sensitive information is needed for professional work, we will advise how it should be provided.

2. How we collect personal data

We may collect personal data directly from you when you complete the contact form, use the quote generator, call us, email us, book a consultation, sign up online, provide documents or become a client.

We may also receive information from HMRC, Companies House, accounting software, payroll software, pension providers, previous accountants, banks, payment providers, public registers, analytics providers and advertising platforms where relevant and lawful.

3. How and why we use personal data

We do not send names, email addresses, phone numbers, addresses, company numbers, message text or other personal identifiers to Google Analytics through website event tracking.

4. Cookies, analytics and marketing choices

Necessary cookies and similar technologies are used so the website can work properly. Analytics and marketing cookies are controlled by the cookie banner and your settings.

You can accept, reject or customise non-essential cookies. You can also change your choices later using the Cookie settings button or the Cookie Policy.

Google Consent Mode signals may be used to communicate your choices to Google Tag Manager, Google Analytics and Google Ads. The consent types include analytics storage, advertising storage, ad user data and ad personalisation.

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5. Who we may share personal data with

We only share personal data where necessary and appropriate. Depending on the service, this may include:

• HMRC, Companies House, The Pensions Regulator and other tax, accounting or regulatory bodies.
• Accounting, tax return, payroll, bookkeeping, document signing, client portal, CRM, email, hosting, security and IT providers.
• Payment processors, banks, direct debit providers and finance administration providers.
• Professional advisers, insurers, legal advisers, consultants and debt recovery support where required.
• Previous or new accountants where you ask us to request or transfer professional clearance information.
• Google and similar analytics or advertising providers where your cookie choices and settings allow.

We do not sell personal data.

6. International transfers

Some online tools, software providers, analytics providers, payment providers or cloud services may process data outside the United Kingdom. Where this happens, appropriate safeguards should be used, such as adequacy regulations, standard contractual clauses, UK addenda or other lawful transfer mechanisms.

7. Data security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration or disclosure. Access is limited to people and providers who need it for business, professional or legal purposes.

No website, email system or online service can be guaranteed completely secure. Please contact us before sending sensitive documents so we can advise on the most suitable method.

8. Data retention

We keep personal data only for as long as needed for the purpose it was collected, including legal, accounting, tax, regulatory, professional indemnity, dispute and reporting requirements.

• General website enquiries may usually be retained for up to 24 months unless they become client records or there is another reason to keep them longer.
• Quote generator records, sign-up evidence and terms acceptance evidence may be retained for contract, audit, dispute and professional record purposes.
• Client accounting and tax records are normally retained for the period required by law, HMRC, Companies House, professional rules, insurance needs and our engagement terms.
• Cookie consent records are retained so the website can remember choices and evidence consent status.

9. Your data protection rights

Depending on the circumstances, you may have rights to request access, correction, deletion, restriction, objection, portability and withdrawal of consent where processing is based on consent.

We may need to verify your identity before responding. Some rights are not absolute. For example, we may need to keep certain records to comply with legal, accounting, tax, anti-money laundering, regulatory, professional indemnity or dispute requirements.

You also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator. We would appreciate the chance to deal with your concern first.

10. Quote estimates and automated tools

The quote generator may provide an indicative accounting or tax fee based on answers supplied online. This helps visitors understand likely fees and submit an enquiry more efficiently. It is not legal, tax or financial advice and Taxcandid may review details before accepting work or confirming final terms.

11. Changes to this policy

We may update this privacy policy when our website, services, systems, legal obligations or data handling practices change. The latest version will be published on this page.