Privacy Policy

Phoenix Tax Services Ltd ("Phoenix Tax", "we", "us" or "our") provides accountancy and tax services. This policy explains how we handle personal information about website visitors, people who contact us and our clients under UK data protection law, including the UK GDPR and the Data Protection Act 2018.

Phoenix Tax Services Ltd is responsible for personal information where we decide how and why it is used. Where we process information on a client’s behalf, such as employee information for payroll, our role and responsibilities depend on the services and the applicable engagement terms.

The information we collect depends on your enquiry and the services you use. It may include:

• Your name, contact details, business details and the information you provide in enquiries or correspondence.
• Identification and verification information required for client onboarding and anti-money laundering checks.
• Financial, accounting and tax information, such as income, expenses, accounts, tax references, National Insurance numbers, banking details and payroll records, where relevant to our work.
• Information about directors, employees, subcontractors or other individuals supplied by clients where needed to deliver our services.
• Technical information generated when you use our website, such as IP address, browser and device information, and security or anti-spam signals.

Please only send information relevant to your enquiry. Avoid including bank details, identity documents or sensitive records in the initial website contact form; contact us to arrange an appropriate way to provide them.

We receive information directly from you, through our website and correspondence, and through the records you supply. Where relevant and lawful, we may also receive information from your authorised representatives, previous accountants, HMRC, Companies House and other public or professional sources.

We use personal information to respond to enquiries, arrange consultations, provide and manage accountancy and tax services, prepare records and returns, communicate with you, manage billing and meet our legal and professional responsibilities.

Our lawful basis depends on the activity. We may process information to take steps at your request before a contract or to perform a contract with you; to comply with legal obligations, including tax and anti-money laundering requirements; or for legitimate interests such as managing client relationships, maintaining records, securing our website and establishing or defending legal claims. We consider your rights when relying on legitimate interests.

Where consent is the appropriate basis, we will ask for it separately and you may withdraw it at any time. Withdrawal does not affect processing already carried out lawfully. If work requires special-category information, we must also have an applicable additional condition under data protection law.

Some information is necessary to comply with the law or deliver the services you request. If you do not provide it, we may be unable to act for you; we will explain this where relevant.

We may share your personal details and relevant financial, accounting or tax information with AMS for accountancy purposes, where necessary to provide, support or administer your accountancy services. The information shared should be limited to what is relevant to that work, with an appropriate lawful basis and applicable confidentiality and data protection arrangements.

Depending on the work, AMS may process information on our behalf or have its own responsibilities under data protection law. You can contact us for details of the AMS organisation involved, its role and the information shared in connection with your services.

Where necessary and lawful, we may also share information with HMRC, regulators and other public authorities; your authorised representatives; professional advisers; and providers that support our website, communications, IT and accountancy services. Sharing may also be required to comply with law, meet professional obligations or establish, exercise or defend legal claims.

Some technology and communications providers may process information outside the UK. Where a transfer of personal information is restricted under UK data protection law, it must be covered by an applicable adequacy decision, appropriate contractual safeguards or another lawful transfer mechanism. Contact us for information about arrangements relevant to your data.

We aim to protect personal information through appropriate technical and organisational measures, limiting access and sharing to what is needed for the relevant purpose. No website, email service or method of transmission can be guaranteed completely secure. Please contact us if you suspect that information you have provided has been compromised.

We retain personal information for as long as needed for the purpose for which it was collected, including providing services and meeting applicable legal, tax, accounting and professional record-keeping obligations. Relevant retention periods depend on the record, the engagement and any outstanding dispute or legal requirement.

Enquiry records are kept for as long as reasonably needed to handle and follow up the enquiry. Client records may need to be retained after an engagement ends. When information is no longer needed, it should be securely deleted or anonymised. Contact us for the retention period applicable to particular records.

Our website and its service providers may use cookies or similar technologies for essential operation, security and, where enabled, usage measurement. Non-essential cookies require consent where applicable under UK law; this policy does not itself provide that consent.

Our contact form uses Google reCAPTCHA to help prevent spam and automated abuse. Google may process technical and interaction information, such as your IP address, device details and browser activity, as part of this service. Google’s Privacy Policy and Terms of Service explain its processing.

You can manage cookies through your browser settings and any cookie controls provided on the website. Blocking some technologies may affect website features. Links to external websites, including fundraising pages, are subject to those websites’ own privacy policies.

• Google Privacy Policy
• Google Terms of Service

Subject to the conditions and exemptions in data protection law, you may have the right to:

• Request access to your personal information and a copy of it.
• Ask us to correct inaccurate or incomplete information.
• Ask for information to be erased or its use restricted.
• Object to processing based on legitimate interests, and object to direct marketing.
• Receive certain information in a portable format.
• Withdraw consent where processing relies on it.

To make a request, use the contact details below. We may need to verify your identity. We normally respond within one month, subject to lawful extensions, and will explain if a legal obligation or exemption limits what we can do.

For privacy questions, requests or concerns, contact Phoenix Tax Services Ltd at info@phoenix-tax.co.uk or call 01204 773323. Please mark privacy correspondence ‘Privacy enquiry’.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator. You do not need to contact us first, although we welcome the opportunity to address your concern.

• Email Phoenix Tax about privacy
• Call 01204 773323
• Contact the ICO or make a complaint

We may update this policy to reflect changes to our services, practices or legal requirements. The last-updated date on this page identifies the current version. Where required, we will bring significant changes to your attention.