Privacy Policy

1. Introduction

TaxStats ("we", "us", or "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal data when you use our website, platform, and services. It also explains your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Our services are delivered by two companies under common ownership and direction:

• TaxStats Ltd — an ACCA-regulated accounting practice that provides accounting, tax filing, payroll, and advisory services. TaxStats Ltd acts as the data controller for all personal data processed in connection with these services.
• TaxStats Cloud Ltd — a technology company that develops and operates the TaxStats platform (portal.taxstats.co.uk). TaxStats Cloud Ltd acts as data processor on behalf of TaxStats Ltd for the technology infrastructure.

We encourage you to read this policy carefully. By using our services, you acknowledge that you have read and understood this Privacy Policy.

2. Data Controller and Data Processor

Data Controller (Accounting & Tax Services):

TaxStats Ltd
Company Registration Number: 10445962
ACCA Registration: ACSP AP006589
Registered Office: Work.Life, 30 Brown Street, Manchester, M2 1DH
Email: privacy@taxstats.co.uk
Phone: +44 (0) 161 552 4774
Regulatory body: Association of Chartered Certified Accountants (ACCA)

Data Processor (Technology Platform):

TaxStats Cloud Ltd
Company Registration Number: 15503954
Registered Office: 56 Oldham Road, Ashton-Under-Lyne, England, OL6 7AP
Email: privacy@taxstats.co.uk

TaxStats Ltd determines the purposes and means of processing your personal data in connection with accounting and tax services. TaxStats Cloud Ltd processes personal data solely on the instructions of TaxStats Ltd for the purpose of operating the technology platform. Both companies are under common ownership and direction, and a formal data processing agreement is in place between them.

3. Personal Data We Collect

We collect and process the following categories of personal data:

• Identity Data: Full name, date of birth, National Insurance number, Unique Taxpayer Reference (UTR), company registration number, and government-issued identification documents for identity verification.
• Contact Data: Email address, telephone number, postal address, and business address.
• Financial Data: Bank account details, bank transaction data (via open banking), income and expense records, tax return data, payroll information, VAT records, and payment card details (processed by Stripe).
• Technical Data: IP address, browser type and version, time zone setting, operating system, device identifiers, and login data.
• Usage Data: Information about how you use our website and platform, including pages visited, features used, and actions taken.
• Communication Data: Records of correspondence between you and TaxStats, including emails, messages sent through our platform, and call recordings where consent has been given.
• Employment Data: For payroll clients, employee names, addresses, dates of birth, National Insurance numbers, tax codes, salary details, pension contributions, and student loan information.

4. How We Collect Your Data

We collect personal data through the following means:

• Direct interactions: When you create an account, complete forms, subscribe to our services, request a consultation, or communicate with us by email, phone, or through our platform.
• Automated technologies: When you interact with our website and platform, we automatically collect Technical Data and Usage Data through cookies, server logs, and similar technologies.
• Third-party sources: We may receive data from HMRC (via our agent authorisation), Companies House (public register data), Finexer (bank transaction data via open banking with your consent), and Stripe (payment processing data).

5. Lawful Basis for Processing

We process your personal data on the following legal bases:

• Contract: Processing necessary for the performance of our contract with you, including providing accounting, tax filing, payroll, and advisory services.
• Legal obligation: Processing necessary to comply with our legal obligations, including anti-money laundering regulations, HMRC requirements, and Companies House filing obligations.
• Legitimate interests: Processing necessary for our legitimate business interests, including improving our services, preventing fraud, and marketing our services to existing clients.
• Consent: Where we rely on your consent, such as for marketing communications to prospective clients, use of non-essential cookies, and open banking connections.

6. Cookies

Our website uses cookies and similar tracking technologies. Essential cookies are required for the website to function and cannot be switched off. They include session cookies, security cookies, and load balancing cookies. Analytics cookies help us understand how visitors interact with our website. Marketing cookies may be used to deliver relevant advertising. You can manage your cookie preferences through your browser settings or our cookie consent banner.

7. How We Use Your Data

We use your personal data for the following purposes:

• Providing our accounting, tax, payroll, and advisory services
• Filing tax returns and other statutory documents with HMRC and Companies House on your behalf
• Processing payroll and pension contributions for your employees
• Sending you service-related communications, including deadline reminders and compliance alerts
• Improving our platform and developing new features
• Preventing fraud, money laundering, and other financial crime
• Complying with our legal and regulatory obligations
• Sending marketing communications where you have opted in or where we have a legitimate interest

8. Data Sharing

We may share your personal data with the following categories of recipients:

• HMRC: We share tax return data, payroll data, VAT returns, and other statutory filings as required by law and as authorised by you through our agent appointment.
• Companies House: We share company filing data including annual accounts, confirmation statements, and officer changes.
• Payment processors: Stripe processes your payment card data. We do not store your full card details.
• Open banking providers: Finexer facilitates bank account connections via Open Banking. They access your bank data only with your explicit consent and in accordance with FCA regulations.
• Cloud infrastructure providers: Our platform is hosted on secure UK and EU infrastructure. These providers process data under strict contractual obligations.
• Professional advisers: Our own legal advisers and auditors may access data as required for professional oversight.

We do not sell your personal data to third parties. We do not share your data with third parties for their marketing purposes.

9. International Transfers

Your personal data is primarily stored and processed within the United Kingdom and European Economic Area. Where we need to transfer data outside the UK or EEA, we ensure appropriate safeguards are in place, including UK adequacy regulations, standard contractual clauses approved by the Information Commissioner, or binding corporate rules.

10. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected. Specific retention periods include:

• Tax records: 7 years from the end of the relevant tax year, in line with HMRC requirements.
• Payroll records: 6 years after the end of the tax year to which they relate.
• Anti-money laundering records: 5 years from the end of the business relationship.
• Marketing consent records: Until consent is withdrawn.
• Account data: For the duration of your account and for 2 years after closure.

11. Your Rights

Under the UK GDPR, you have the following rights:

• Right of access: You have the right to request a copy of the personal data we hold about you.
• Right to rectification: You have the right to request correction of inaccurate or incomplete personal data.
• Right to erasure: You have the right to request deletion of your personal data in certain circumstances, subject to our legal retention obligations.
• Right to restrict processing: You have the right to request that we restrict the processing of your data in certain circumstances.
• Right to data portability: You have the right to receive your personal data in a structured, commonly used, machine-readable format.
• Right to object: You have the right to object to processing based on legitimate interests or for direct marketing purposes.
• Right to withdraw consent: Where processing is based on consent, you have the right to withdraw that consent at any time.

To exercise any of these rights, please contact us at privacy@taxstats.co.uk. We will respond to your request within one month.

12. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including AES-256 encryption for data at rest, TLS 1.3 encryption for data in transit, access controls and role-based permissions, regular security assessments, employee training on data protection, and incident response procedures.

13. Complaints

If you are not satisfied with our handling of your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Website: ico.org.uk
Phone: 0303 123 1113

We would appreciate the opportunity to address your concerns before you contact the ICO. Please contact us at privacy@taxstats.co.uk in the first instance.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on our website and, where appropriate, by email. The date at the top of this policy indicates when it was last updated.

15. Contact Us

If you have any questions about this Privacy Policy or our data protection practices, please contact us at:

TaxStats Ltd
Work.Life, 30 Brown Street, Manchester, M2 1DH
Email: privacy@taxstats.co.uk
Phone: +44 (0) 161 552 4774