Who We Are
V-Tax Accountant and Business Consultants Ltd ("V-Tax", "we", "us", "our") is a professional accountancy and business consultancy firm incorporated in 2019 and registered in England and Wales. We provide tax compliance, VAT, payroll, accounts, and business advisory services to individuals and businesses.
We are the Data Controller for any personal data you provide to us. As a UK-registered business handling personal and financial data, we comply fully with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Data We Collect
When you interact with V-Tax — whether via our website, email enquiries, WhatsApp, telephone, or engagement as a client — we may collect the following categories of personal data:
| Category | Examples | Source |
|---|---|---|
| Identity Data | Full name, date of birth, National Insurance number, UTR | You directly |
| Contact Data | Email address, phone/WhatsApp number, postal address | You directly / contact form |
| Financial Data | Income, business accounts, tax records, invoices | You directly / HMRC |
| Business Data | Company name, registration number, trading information | You directly / Companies House |
| Marketing Data | Email preferences, communication opt-ins, interests | You directly / website |
| Technical Data | IP address, browser type, pages visited, cookies | Automatically via website |
We do not knowingly collect data from individuals under the age of 18. We do not collect special category data (e.g. health, ethnicity) unless strictly required for a specific service and with your explicit consent.
How We Use Your Information
We use your personal data for the following purposes:
| Purpose | Details |
|---|---|
| Service Delivery | Preparing tax returns, VAT filings, payroll, accounts, and business advisory reports on your behalf |
| HMRC & Regulatory Correspondence | Communicating with HMRC, Companies House, and other authorities as your agent |
| Marketing Communications | Sending newsletters, service updates, tax deadlines, and promotional offers where you have opted in |
| Client Relationship Management | Managing your account, responding to enquiries, scheduling consultations |
| Website Analytics | Understanding how visitors use our website to improve content and user experience |
| Legal Compliance | Meeting our obligations under anti-money laundering (AML), tax law, and professional accountancy regulations |
Legal Basis for Processing
Under UK GDPR, we are required to have a lawful basis for processing your personal data. We rely on the following legal bases:
| Basis | When We Rely On It |
|---|---|
| Contract Performance | Processing necessary to deliver the accountancy or consultancy services you have engaged us for |
| Legal Obligation | AML checks, HMRC reporting, professional regulatory compliance (ICAEW / AAT standards) |
| Consent | Marketing emails and newsletters — you may withdraw consent at any time |
| Legitimate Interests | Service improvement, fraud prevention, following up on enquiries from prospective clients |
Where we rely on consent, you have the right to withdraw it at any time without affecting the lawfulness of prior processing. Where we rely on legitimate interests, we have carried out a balancing test and are satisfied that our interests do not override your rights.
Cookies & Tracking
Our website uses cookies and similar technologies to improve your browsing experience, analyse site traffic, and support our marketing activities. Cookies are small text files stored on your device.
| Cookie Type | Purpose |
|---|---|
| Strictly Necessary | Essential for the website to function. Cannot be disabled. |
| Analytics | Help us understand how visitors use the site (e.g. Google Analytics). Anonymised where possible. |
| Marketing | Used to deliver relevant advertisements and track campaign performance. |
| Preference | Remember your settings and choices for a better experience. |
You can manage or disable non-essential cookies via your browser settings at any time. Disabling cookies may affect certain website functionality. By continuing to use our website, you consent to our use of strictly necessary cookies.
Third-Party Sharing
V-Tax does not sell, rent, or trade your personal data to any third party for their own commercial purposes.
We may share your data with the following trusted parties, strictly as necessary and under appropriate data protection agreements:
| Recipient | Purpose |
|---|---|
| HMRC | Statutory tax filings, VAT returns, PAYE submissions on your behalf |
| Companies House | Filing of annual accounts and confirmation statements |
| Cloud Accounting Software | Platforms such as Xero, QuickBooks, or Sage used to prepare your accounts |
| Email & CRM Platforms | Marketing communication tools (e.g. Mailchimp) for sending newsletters and updates |
| Legal & Professional Advisors | Solicitors or auditors engaged where required by your matter |
| IT & Hosting Providers | Secure cloud storage and website hosting services |
All third-party processors are contractually bound to handle your data securely and only for the stated purpose.
Data Retention
We retain personal data only for as long as necessary to fulfil the purpose for which it was collected, or as required by law or professional standards.
| Data Type | Retention Period | Reason |
|---|---|---|
| Client Tax Records | 6 years from the end of the relevant tax year | HMRC statutory requirement |
| AML / KYC Documentation | 5 years from end of client relationship | Money Laundering Regulations 2017 |
| Accounting & Business Records | 6 years (limited companies) / 5 years (sole traders) | Companies Act / HMRC |
| Marketing Data | Until you unsubscribe or withdraw consent | Consent-based |
| Website Analytics | 26 months (standard Google Analytics retention) | Performance analysis |
| Enquiry / Contact Records | 2 years if no engagement follows | Legitimate interest |
Once the applicable retention period expires, data is securely deleted or anonymised in accordance with our internal data disposal procedures.
Your Rights
Under UK GDPR, you have the following rights regarding your personal data. You may exercise any of these rights free of charge. We will respond within one calendar month of receiving your request.
Right to Access
Request a copy of the personal data we hold about you (Subject Access Request).
Right to Rectification
Ask us to correct any inaccurate or incomplete personal data we hold.
Right to Erasure
Request deletion of your data where there is no longer a lawful basis for us to retain it.
Right to Restrict Processing
Ask us to limit how we use your data in certain circumstances.
Right to Data Portability
Receive your data in a structured, machine-readable format to transfer to another provider.
Right to Object
Object to processing based on legitimate interests, including direct marketing.
Right to Withdraw Consent
Withdraw consent for marketing at any time without affecting prior lawful processing.
Right to Complain
Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.
To exercise any of these rights, please contact us using the details in Section 13. We may need to verify your identity before processing your request.
Opt-Out & Unsubscribe
You can opt out of V-Tax marketing communications at any time by:
— Clicking the Unsubscribe link in any marketing email we send you
— Contacting us directly at the details provided in Section 13
— Replying STOP to any SMS or WhatsApp marketing message
Opting out of marketing communications will not affect our ability to contact you for essential service-related matters (such as tax deadline reminders or updates on your active engagement with us).
Security
We take the security of your personal and financial data extremely seriously. V-Tax implements appropriate technical and organisational measures to protect your data against unauthorised access, accidental loss, destruction, or disclosure. These measures include:
— Encrypted storage and transmission of sensitive client data
— Secure, password-protected cloud-based accountancy platforms
— Role-based access controls limiting staff access to data on a need-to-know basis
— Regular security reviews and staff data protection training
— Secure disposal of physical and digital records
In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and inform affected individuals without undue delay, as required by UK GDPR Article 33 and 34.
International Transfers
Where we use third-party software providers or cloud platforms that may store or process data outside the United Kingdom or European Economic Area (EEA), we ensure that adequate safeguards are in place, such as UK Adequacy Regulations, Standard Contractual Clauses (SCCs), or transfers to countries with an equivalent level of data protection.
We will not transfer your data to any country without first ensuring that appropriate legal protections are in place in accordance with Chapter V of UK GDPR.
Policy Changes
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or applicable law. When we make material changes, we will update the "Last Updated" date at the top of this page and, where appropriate, notify you by email.
We encourage you to review this policy periodically. Continued use of our website or services following any update constitutes acceptance of the revised policy.
Contact Us
If you have any questions about this Privacy Policy, wish to exercise your data rights, or have a concern about how we handle your personal data, please contact us: