politica sulla riservatezza

Effective date: 23/12/2025

Last update: 31/12/2025
Version: 1.01

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Privacy Notice (UK) – TaxHub

 

This Privacy Notice explains how TaxHub collects, uses and protects personal data when you visit our website, contact us, or use our services.

1) Scope

This notice applies to:

• visitors to our website;

• people who contact us by email, phone, forms, or social media;

• prospective clients;

• clients and their representatives (e.g., directors, shareholders, sole traders, subcontractors, landlords);

• individuals whose data we process in connection with providing services (e.g., employees for payroll, beneficial owners for AML).

2) Personal data we collect

We may collect:

A. Website & enquiries

• Name, email address, phone number

• Message content and any information you provide

• Booking details (if you schedule a call/meeting)

• Technical data: IP address, device and browser type, referral source, pages visited

B. Client services (accounting & tax)

• Identity and contact details (name, DOB, address, nationality where relevant)

• Tax identifiers (UTR, NI number where needed, VAT number where relevant)

• Financial and business data (income, expenses, bank details where required, invoices, CIS statements, payroll details if applicable)

• Supporting documents (P60/P45, payslips, bank statements, contracts, property or investment statements, etc.)

• Communications and instructions (emails, call notes, correspondence)

C. Compliance / AML

• ID verification information (e.g., passport/driving licence details)

• Company ownership/control details (where relevant)

• Screening results (e.g., sanctions/PEP/adverse media where relevant)

• Source of funds/wealth information (where required)

We aim to collect only what is necessary for the purpose.

3) How we collect your data

We collect data:

• directly from you (forms, emails, calls, portal uploads);

• from authorised representatives (e.g., your bookkeeper or colleague);

• from public sources (e.g., Companies House) where relevant;

• from third-party verification/screening providers for AML/KYC (where used);

• from HMRC/other authorities where you authorise us or where required.

4) How we use your data (purposes)

We use personal data to:

• respond to enquiries and provide information/quotes;

• onboard clients, set up engagements and deliver services;

• prepare and file returns/submissions where authorised (e.g., Self Assessment, VAT);

• maintain records and working papers;

• take payments, issue invoices and manage credit control where needed;

• comply with legal and regulatory obligations (including AML/KYC);

• keep our systems secure, prevent fraud and misuse;

• improve our website, services and customer experience;

• send service communications (e.g., requests for information, updates);

• send marketing communications where permitted (you can opt out anytime).

5) Lawful bases (UK GDPR)

We rely on one or more of these lawful bases:

• Contract: to provide services you request and manage the engagement.

• Legal obligation: to comply with laws/regulations (e.g., AML, tax and accounting record-keeping).

• Legitimate interests: to run and protect our business (e.g., security, service improvement, fraud prevention, responding to enquiries). We balance these interests against your rights.

• Consent: for certain marketing communications where required by law. You may withdraw consent at any time.

6) Marketing preferences

Where we send marketing:

• you can opt out at any time by contacting us using the details in section 13;

• opting out won’t affect service-related messages (e.g., engagement updates, compliance requests).

7) Sharing your data

We may share personal data with:

A. Service providers (processors) that support our operations, such as:

• website hosting and website tools;

• scheduling/booking tools;

• email and productivity tools;

• cloud storage/document management;

• CRM/practice management/client portal systems;

• accounting/bookkeeping software;

• payment providers (if you pay us online);

• AML/KYC verification and screening providers (where used);

• IT support and security providers.

B. Professional and legal disclosures

• HMRC and other tax authorities where required or authorised;

• regulators/supervisory bodies (where applicable);

• professional advisers (e.g., insurers, lawyers);

• banks/payment networks to process payments.

We share only what is necessary and require appropriate security and confidentiality.

8) International transfers

Some providers may process data outside the UK. Where this happens, we use appropriate safeguards (e.g., adequacy decisions and/or approved contractual protections) to protect your data.

9) Data retention

We keep personal data only as long as necessary for the purposes described, including legal and professional requirements.

Typical retention (adjust to your policy):

• Client files and working papers: commonly up to 6 years after the end of the engagement/period (and longer where necessary for disputes, claims or audits).

• AML/KYC records: typically 5 years after the end of the business relationship (subject to legal requirements).

• Enquiries (non-clients): typically up to 12 months.

10) Your rights

Depending on the circumstances, you may have the right to:

• access your personal data;

• correct inaccurate data;

• request deletion (where applicable);

• restrict processing;

• object to processing (especially where we rely on legitimate interests);

• request data portability (where applicable);

• withdraw consent (where processing is based on consent).

To exercise your rights, contact us using the details in section 13.

11) Complaints

If you’re unhappy with how we use your data, please contact us first and we’ll try to resolve it.

You also have the right to complain to the Information Commissioner’s Office (ICO) (UK data protection regulator).

12) Security

We use appropriate technical and organisational measures to protect personal data (access control, secure storage, least-privilege access, confidentiality obligations, and monitoring). No system is completely secure, but we take reasonable steps to reduce risks.

13) Who we are (legal details) & how to contact us

TaxHub is a trading name. For data protection purposes, the Data Controller is:

Cadogan Advisory Ltd
Company number: 13493038
Registered office: 82 James Carter Road, Mildenhall, United Kingdom, IP28 7DE
Email: [privacy@tax-hub.co.uk]
Phone: +447300153170

14) Changes to this Privacy Notice

We may update this notice from time to time. The latest version will always be published on this page with the “Last updated” date.