Who we are
The Tax Consultant ("we", "us", "our") trades from 1st Floor, 784 Uxbridge Road, Hayes, Middlesex UB4 0RS. We are AAT Licensed Members (practice licence 1007133) and HMRC-recognised tax agents. We process your personal data so we can deliver accountancy, tax and advisory services to you under a Letter of Engagement.
What data we collect
- Identity & contact: name, date of birth, address, email, phone, photo identification (passport or driving licence) for AML verification.
- Tax information: National Insurance number, Unique Taxpayer Reference, VAT number, Companies House details, bank account details (sort code, account number) where needed for tax refunds or direct debits.
- Financial records: bank statements, invoices, receipts, payroll data, mileage logs and any other records relevant to your accountancy or tax submission.
- Communications: emails, portal messages, call notes, WhatsApp messages.
- Technical: IP address, browser user-agent, authentication cookies, audit-log entries for actions you take in the portal.
How we use it
We process your data for these purposes:
- Contract performance — to prepare and file your tax returns, accounts, VAT and payroll submissions, manage your portal account, and communicate with you about your engagement.
- Legal obligations — to verify your identity (Anti-Money Laundering regulations, supervised by the AAT), retain records for HMRC purposes, and meet our professional obligations to the AAT.
- Legitimate interests — to improve our service, send you administrative emails (booking confirmations, MTD deadline reminders), and detect or prevent fraud.
Who we share it with
- HMRC and Companies House — for submissions you authorise us to make on your behalf.
- Software processors — Xero, QuickBooks, Dext, Resend (email), Stripe (where invoice payments are processed). Each has its own GDPR-compliant processor agreement with us.
- The AAT — only in the case of an AML review or ethics audit. Not routine.
- Your appointed advisers — solicitors, IFAs, banks — only where you instruct us to share.
We never sell your data and we never share it for marketing purposes.
Where we store it
Your data is stored on UK servers. Some integration partners (e.g. Xero, Stripe) may store data on EU/EEA or other adequate-decision jurisdictions; we only use processors with appropriate transfer safeguards.
How long we keep it
Tax records are retained for at least seven years from the end of the tax year they relate to, in line with HMRC and AAT requirements. AML records (identity documents, source-of-funds evidence) are retained for at least five years after the end of our business relationship with you. Other personal data is deleted within a reasonable period after our engagement ends, unless we are legally required to keep it.
Your rights
Under the UK GDPR you have the right to access, correct, erase, restrict or port your personal data, and to object to processing based on legitimate interests. Some rights are limited by our legal obligation to retain tax records. To exercise a right, email info@thetaxconsultant.co.uk with proof of identity; we'll respond within one calendar month.
Cookies
Our website uses strictly necessary cookies for authentication and session management. We do not use advertising or analytics cookies that share data with third parties. The portal uses one authentication cookie that is automatically deleted on sign-out.
Complaints
If you're unhappy with how we handle your data, please contact us first — we want to put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Changes
We may update this notice from time to time. The current version is always at this URL and the "Last updated" date at the top of the page tracks when it was last revised. If we make a material change we'll email registered clients.