How personal information is handled
Privacy Policy
This privacy policy explains what personal information Tax Accountant Cardiff collects, why it is used, who it may be shared with and the rights available to you.
Last updated: 6 September 2026Applies to: www.taxaccountantcardiff.co.uk
Who controls your information
For information collected through this website and during a pre-engagement enquiry, the controller is Tax Accountant Cardiff. You can contact us at info@taxaccountant.co.uk or 0800 135 7323.
If work is accepted, the engagement letter will identify the person or legal entity providing the service and explain any different or additional data-controller role.
Information we may collect
- identity and contact details, including your name, email, telephone number and address;
- information in an enquiry, booking, correspondence or complaint;
- tax, employment, property, business, company, payroll, VAT and financial records supplied for agreed work;
- identity-verification and anti-money-laundering information where required;
- authority details and correspondence involving HMRC, Companies House or another body;
- payment, billing and debt-recovery records; and
- technical information about use of the website, subject to the Cookie Policy.
Please do not put passwords, authentication codes, bank credentials, a Unique Taxpayer Reference or a National Insurance number into a general website enquiry form.
Where information comes from
Most information comes directly from you. With proper authority or another lawful basis, information may also come from a joint owner, director, employer, previous accountant, authorised representative, HMRC, Companies House, a public register or a service provider used to deliver the work.
If you provide information about another person, you should have authority to do so and tell them that their information has been supplied where appropriate.
Purposes and lawful bases
| Purpose | Typical lawful basis |
|---|---|
| Responding to an enquiry, assessing scope and preparing a quote | Taking steps at your request before a contract and legitimate interests in administering enquiries |
| Providing agreed tax and accounting services | Performance of a contract and, where relevant, legal obligations |
| Identity checks, fraud prevention, regulatory records and responding to lawful requests | Legal obligation and legitimate interests in preventing misuse and protecting the practice and clients |
| Billing, payment collection, complaints and defending legal claims | Contract, legal obligation and legitimate interests |
| Website security and service improvement | Legitimate interests, or consent where storage and access rules require it |
| Optional marketing | Consent or another basis permitted by direct-marketing law; you may object at any time |
Where information is particularly sensitive, we use it only where an additional legal condition applies and it is necessary for the stated purpose.
Who information may be shared with
Information is shared only where necessary for the purpose explained, you have authorised it, or the law requires it. Recipients may include:
- HMRC, Companies House and other public bodies;
- website hosting, email, secure storage, accounting, identity-checking and IT-support providers;
- Formspree when you submit a website form and Setmore when you use its booking service;
- professional advisers, insurers, debt-recovery providers or a professional body where applicable; and
- law-enforcement, courts or regulators where disclosure is lawful and necessary.
We do not sell personal information.
International transfers
Some technology providers may process information outside the UK. Where UK data-protection law requires safeguards, we use a destination covered by UK adequacy regulations or an approved contractual transfer mechanism with the necessary risk assessment and protections.
How long information is kept
We keep information only for as long as its purpose continues and a lawful reason remains. The period is determined by the status of the enquiry or engagement, tax and company record requirements, anti-money-laundering duties where applicable, professional obligations, security needs and legal limitation periods.
Information that is no longer required is securely deleted or anonymised. You may ask for the retention criteria applying to a particular record.
Your data-protection rights
Depending on the circumstances and lawful basis, you may have rights to be informed, obtain access, correct inaccurate information, request deletion or restriction, receive portable information, object to processing and withdraw consent.
Rights are not absolute and an exemption may apply. We may need to confirm your identity before acting. Read the ICO’s right of access guidance or contact us to make a request.
Automated decisions and website tools
We do not use the website to make a solely automated decision that produces a legal or similarly significant effect on you. Calculator and instant-quote outputs are estimates based on the selections entered and require human review before professional work or a final fee is agreed.
Security and confidentiality
We use proportionate technical and organisational measures to protect information. No ordinary email or internet service is completely secure, so confidential records should be transferred through the agreed secure method rather than a general enquiry form.
Privacy questions and complaints
Send a data-protection question or complaint to info@taxaccountant.co.uk. We will acknowledge a data-protection complaint within 30 days, investigate it appropriately, keep you informed and provide an outcome without unjustifiable delay.
If you remain dissatisfied, you may complain to the Information Commissioner’s Office. We ask that you contact us first so we have an opportunity to address the issue.
Changes to this policy
We review this policy when services, suppliers or the law change. A material change will be shown by the updated date on this page. The version applying when information was collected may be retained where needed to demonstrate compliance.