Legal · Your data · UK GDPR
Privacy Policy
How Tax-Pert Accountants collects, uses and protects your personal information, and the choices and rights you have.
At a glance
Your data in four points
The full policy follows. These are the essentials.
Who we are
Tax-Pert Accountants, chartered certified accountants in Chelmsford, is responsible for your information.
What we collect
The details you give us, the records we need to do your tax work, and basic website data.
Why we use it
To quote, to provide our services, to meet legal duties and, with consent, to keep you informed.
Your rights
You can see, correct or ask us to erase your information, and object to marketing, at any time.
On this page
- Who we are
- The personal information we collect
- How we collect it
- Why we use your information
- Identity checks and money laundering rules
- Who we share it with
- Sending information outside the UK
- How long we keep it
- How we keep it secure
- Cookies and similar technologies
- Marketing and advertising
- Your rights
- Complaints
- Children
- Changes to this policy
- Contact us
Who we are
Tax-Pert Accountants is the data controller for the personal information described in this policy. This means we decide how and why your information is used.
- Business: Tax-Pert Accountants, a firm of chartered certified accountants
- Registered as: [registered company name and number]
- Address: 265 Main Road, Broomfield , Chelmsford, CM1 7AT
- ICO registration number: [ICO registration number]
- Privacy contact: info@tax-pert.co.uk or call 073 5604 0585
The personal information we collect
What we collect depends on how you use our website and services.
| What we collect | Examples | When |
|---|---|---|
| Contact details | Name, email address, phone number, postal address | When you ask for a quote, use our forms, call or email us, or become a client |
| Quote and eligibility details | Business type, turnover band, VAT and payroll needs, type and band of income, accounting software used | When you use our Get a Quote or Check If MTD Affects You tools |
| Identity and checks | Passport or driving licence, proof of address, date of birth, company and ownership details | When you become a client, so we can carry out legally required checks |
| Tax and financial records | UTR, National Insurance number, income and expense records, bank statements, invoices, payroll, rental and investment details, HMRC correspondence | While we provide accountancy and tax services to you |
| Payment details | Bank account details and payment history | When you pay us or we handle payments for you |
| Website and device data | IP address, browser, pages visited, cookie identifiers | When you use our website, if you accept optional cookies |
How we collect it
- Directly from you: through our website forms, by phone or email, in meetings, and through documents you send us.
- From third parties: HMRC, Companies House, your previous accountant or bookkeeper, your bank or accounting software (with your permission), and identity verification services.
- Automatically: through cookies and similar technologies when you use our website.
We do not normally ask for special category information, such as health details. If you need to give us some to support a tax claim, we handle it with extra care.
Why we use your information
We only use your personal information when the law lets us. These are our main reasons and the legal basis for each.
| What we use it for | Our lawful basis |
|---|---|
| Replying to enquiries and giving you a quote | Taking steps at your request before a contract, or our legitimate interests in running our business |
| Providing accountancy, tax and related services | Performing our contract with you |
| Identity checks, anti-money laundering, HMRC reporting and record keeping | Legal obligation |
| Running, securing and improving our business and website | Legitimate interests |
| Sending you news, tax reminders and offers | Your consent, or legitimate interests where you are an existing client and can opt out at any time |
| Non-essential cookies and the Meta Pixel | Your consent |
Identity checks and money laundering rules
As an accountancy firm we must follow the Money Laundering Regulations. Before we start work, and from time to time afterwards, we check your identity and, for businesses, who owns and controls them. We may also have to report suspicious activity to the authorities without telling you. We keep these records for the period the law requires.
Who we share it with
We never sell your personal information. We share it only where we need to, with:
- HMRC, Companies House and other authorities, when we file or deal with them for you or the law requires it.
- Our professional body and anti-money laundering supervisor, if they review our work.
- Software and service providers that help us run the business, such as accounting and payroll software, document storage, email, website hosting, IT support and identity verification services.
- Our professional advisers, insurers and auditors, where needed.
- Another firm, if you ask us to or if our business is sold or merged, with appropriate safeguards.
All providers who handle your information for us must protect it and use it only on our instructions.
Sending information outside the UK
Some of our providers may store or process information outside the UK. When that happens, we make sure it is protected, for example by using countries the UK recognises as adequate or by using approved contract terms. You can ask us for details.
How long we keep it
We keep your information only as long as we need it for the reasons above, and for as long as the law or our professional rules require.
| Information | How long we keep it |
|---|---|
| Client tax and accounting records | [6 years] after the end of the tax year they relate to |
| Identity and anti-money laundering records | 5 years after our client relationship ends, as the law requires |
| Quote requests and enquiries that do not become work | [12 months] |
| Marketing details | Until you unsubscribe or ask us to stop |
| Website and cookie data | Up to the life of each cookie (see the cookies section) |
How we keep it secure
We use technical and organisational measures to protect your information, such as access controls, encryption where appropriate, secure systems and staff training. No method of sending or storing information is completely secure, so please use secure channels for sensitive documents and tell us straight away if you think your information has been put at risk.
Cookies and similar technologies
Cookies are small files stored on your device. We ask for your consent before using any that are not strictly necessary, and you can change your choice at any time using the cookie settings on our site or in your browser.
| Type | What it does | Examples |
|---|---|---|
| Strictly necessary | Keeps the site working and secure, and remembers your cookie choice. Does not need consent. | WordPress and security cookies, cookie consent record |
| Analytics | Shows us how visitors use the site, so we can improve it. Only set if you accept. | [e.g. Google Analytics: _ga, _gid] |
| Advertising | Lets us measure our Facebook and Instagram ads and show relevant ads. Only set if you accept. | Meta Pixel: _fbp, fr |
Marketing and advertising
With your consent, or where the law allows, we may email you tax reminders, news and offers. Every message has an unsubscribe link, or you can ask us to stop at any time. We also advertise on Facebook and Instagram. If you accept advertising cookies, the Meta Pixel tells Meta that you visited our site and what you did there, so we can measure our ads. Meta handles that information under its own privacy policy.
Your rights
Under UK data protection law you have the right to:
- Be informed about how we use your information, which is the purpose of this policy.
- Access a copy of the information we hold about you.
- Correct information that is wrong or incomplete.
- Erase your information, in some situations. We may have to keep some of it by law.
- Restrict how we use your information, in some situations.
- Object to us using it for our legitimate interests or for direct marketing.
- Move your information to you or another provider, in some situations.
- Withdraw consent at any time, where we rely on it.
To use any of these rights, contact us using the details below. We will usually reply within one month. We may need to check your identity first. We do not make decisions about you using fully automated processing.
Complaints
We would like the chance to put things right, so please contact us first. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator, at ico.org.uk or on 0303 123 1113.
Children
Our services are for adults and businesses. We do not knowingly collect information from children under 13 through our website. If you think we have, please tell us and we will delete it.
Changes to this policy
We may update this policy from time to time. The date at the top shows when it last changed. If we make an important change, we will tell you in a suitable way, for example by email or a notice on our website.
Contact us
For any question about this policy or your information, or to use your rights, contact us:
- Email: info@tax-pert.co.uk
- Phone: 073 5604 0585
- Post: Tax-Pert Accountants, 265 Main Road, Broomfield , Chelmsford, CM1 7AT
Questions about your data?
We are happy to explain how we look after your information.