Privacy Policy
At TaxMates Solutions LTD, we understand how important
your financial information is. Whether you are self-employed,
a contractor, a trades business, or a small company,
we are committed to protecting your personal and financial data.
This Privacy Policy explains how we collect, store, and use your information
when providing bookkeeping, payroll, CIS, tax, and accounting services
throughout the UK.
We process data in accordance with the UK General Data Protection Regulation
(UK GDPR) and the Data Protection Act 2018.
1. Information We Collect
To provide accurate accounting and bookkeeping services,
we may collect the following information:
-
Personal Information:
Name, business name, address, email address,
telephone number, and National Insurance number.
-
Financial Information:
Bank details, invoices, tax records,
CIS records, payroll information,
and accounting documents.
-
Employee Payroll Information:
Employee names, salaries, pension information,
PAYE details, and workplace pension data.
-
Website & Technical Information:
IP address, browser type, and basic website usage data
for security and website improvement purposes.
2. How We Use Your Information
We only use your information to provide professional accounting
and bookkeeping services.
-
Managing bookkeeping and financial records
-
Running payroll and pension submissions
-
Preparing and submitting information to HMRC
-
Supporting CIS contractors and subcontractors
-
Sending invoices and service updates
-
Responding to support enquiries
3. Legal Basis for Processing
Under UK GDPR, we process data using lawful bases including:
-
Contractual Obligations –
To provide bookkeeping, payroll,
CIS, and accounting services.
-
Legal Obligations –
To comply with HMRC and UK tax regulations.
-
Legitimate Interests –
To maintain secure systems and operate our business effectively.
4. Sharing Your Information
We never sell your information.
We only share data where necessary to deliver our services
or comply with UK law.
-
HMRC for tax,
payroll, and compliance submissions
-
QuickBooks & Secure Software Providers
for cloud accounting and payroll systems
-
Professional Advisers
where legally required
5. Data Security
Protecting your information is a priority for us.
-
Secure cloud accounting systems
-
Password-protected software and devices
-
Restricted access to sensitive information
-
Secure document handling procedures
We retain accounting and payroll records for the periods required
under UK law, usually a minimum of 6 years.
6. Your Rights
Under UK GDPR, you have the right to:
- Request access to your personal data
- Correct inaccurate information
- Request deletion where legally applicable
- Request transfer of your information
- Raise concerns regarding data usage
7. Contact Us
If you have questions about this Privacy Policy
or how your information is handled,
please contact us.