Privacy Policy

Information we collect

• Identity and contact details, including your name, address, email address and telephone number.
• Business, employment and financial information needed to understand your enquiry or provide accountancy and tax services.
• Tax identifiers, HMRC correspondence, accounting records and documents you choose to provide.
• Enquiry, appointment and communication records, including information submitted through our forms, email, telephone, WhatsApp or Calendly.
• Technical and usage information such as IP address, browser, device, pages visited and cookie preferences where collected by our website or service providers.

How we obtain information

We normally receive information directly from you. Where necessary for our services or legal duties, we may also receive it from HMRC, Companies House, your previous accountant, authorised representatives, public registers and service providers.

Why we use it and our lawful bases

• To respond to an enquiry and take requested steps before entering into a contract. We rely on pre-contractual steps; consent is not required merely for us to answer your enquiry.
• To provide agreed accountancy, bookkeeping and tax services and manage our client relationship under our contract with you.
• To comply with legal and regulatory duties, including tax, accounting, anti-money laundering and record-keeping requirements.
• For our legitimate interests in operating and securing our website and business, preventing fraud, maintaining enquiry records, establishing legal claims and communicating with existing clients, balanced against your rights and expectations.
• With consent where the law requires it, including optional analytics, Calendly, Google Maps or particular marketing communications. Consent can be withdrawn at any time through Cookie settings.

Who we share information with

We do not sell personal information. Where necessary and lawful, we may share it with HMRC, Companies House, regulators, banks or other authorities; professional advisers; your authorised representatives; and suppliers supporting hosting, email delivery, secure client management, appointment booking, analytics and IT security. Current website suppliers may include Netlify, Supabase, Resend, Calendly and Google. Each receives only the information needed for its role.

International transfers

Netlify, Supabase, Resend, Calendly and Google may process information in the United States or other countries outside the United Kingdom. Where UK adequacy regulations do not apply, we require an applicable UK International Data Transfer Agreement, UK Addendum to approved standard contractual clauses, or another safeguard permitted by UK law. You may contact us for more information about the safeguard relevant to your data.

How long we keep information

Website enquiries that do not become a client engagement are normally retained for up to 24 months after the last meaningful contact, unless a shorter period is sufficient or a longer period is necessary for a legal claim. If you become a client, relevant enquiry information is transferred to the client file and kept for the periods required by tax, company, professional and anti-money laundering rules. Cookie choices are retained until you change them or clear browser storage. We securely delete or anonymise information when it is no longer required.

Required information and automated decisions

The website form marks the name, telephone number, email address and service as required because we cannot properly respond without them. Other information is optional unless we later explain that it is required by law or for an agreed service. We do not use website enquiry information for automated decision-making or profiling that produces legal or similarly significant effects.

Security

We use proportionate technical and organisational measures to protect information against unauthorised access, loss, alteration or disclosure. No internet transmission is completely secure, so please do not send unnecessary sensitive documents through ordinary email or website forms.

Your rights

Depending on the circumstances, you may have rights to be informed, access your data, correct inaccurate data, request erasure or restriction, object to processing, receive portable data and withdraw consent. Some rights are limited where we must retain or process information by law. Contact office@avantax.co.uk to exercise a right.

Complaints

Please contact us first so we can try to resolve your concern. You also have the right to complain to the UK Information Commissioner’s Office (ICO).

Make a complaint to the ICO

Changes to this policy

We may update this policy when our services, suppliers or legal duties change. The latest version will always be published on this page.