Privacy Policy

TOPTAX LTD trading as TOPTAX Accountants

Last Updated: 24 October 2026

1. Introduction

TOPTAX LTD, trading as TOPTAX Accountants ("TOPTAX Accountants", "we", "us" or "our"), is committed to protecting your privacy and safeguarding the personal, financial and business information entrusted to us.

We recognise the importance of confidentiality when providing professional accounting, taxation, payroll and business compliance services.

This Privacy Policy explains how we collect, use, process, store, share and protect personal information when you visit our website, contact us or engage our professional services.

We process personal information in accordance with applicable United Kingdom legislation, including:

The UK General Data Protection Regulation (UK GDPR).
The Data Protection Act 2018, as amended.
The Privacy and Electronic Communications Regulations 2003 (PECR), as amended.
Applicable anti-money laundering and financial crime legislation.
Relevant taxation, accounting and statutory record-keeping requirements.

This policy applies to website visitors, prospective clients, existing and former clients, business contacts, and individuals whose information we process while delivering our services.

2. Who We Are

Registered Company Name: TOPTAX LTD
Trading Name: TOPTAX Accountants
Company Registration Number: 16015102

Registered Office:
20 Wenlock Road
London, N1 7GU
United Kingdom

Client Appointments (By Prior Arrangement Only):
Suite 2.8, Manningham Business Centre
87 Manningham Lane
Bradford, BD1 3BN
United Kingdom

Email: info@toptax.co.uk
Telephone: 07804 646745
Website: https://toptax.co.uk

TOPTAX LTD is the data controller where it determines the purposes and means of processing personal information.

For certain outsourced services, including some payroll and bookkeeping activities, we may act as a data processor on behalf of our business clients. Our responsibilities depend on the nature of the relevant processing activity.

All privacy and data protection enquiries should be directed to info@toptax.co.uk.

3. Information We Collect

Depending on the services requested, we may collect and process the following categories of personal information.

Personal and identification information

Names, addresses, dates of birth, telephone numbers, email addresses, National Insurance numbers, Unique Taxpayer References (UTRs), identification documents, proof of address and other information required for identity verification.

Financial and taxation information

Income details, bank statements, business transactions, accounting records, invoices, receipts, expenses, tax returns, financial statements, pension contributions, investment information and HMRC correspondence.

Employment and payroll information

Employee details, salaries, working hours, tax codes, PAYE records, National Insurance contributions, pension information, statutory payments and other employment-related information.

Business and company information

Company registration details, director and shareholder information, beneficial ownership details, business activities, VAT records, Corporation Tax records, Construction Industry Scheme information and statutory filing records.

Website and communication information

Information submitted through website forms, emails, telephone enquiries and other communications, together with technical information such as IP addresses, browser information and website usage data where collected.

Sensitive information

Where necessary for payroll, taxation or other professional services, we may process special category information, including relevant health information, or criminal offence information where permitted by law.

Such information will only be processed where an appropriate lawful basis and any additional legal conditions are satisfied.

4. How We Collect Information

We may obtain personal information:

Directly from clients and prospective clients.
From employers or businesses engaging our services.
From authorised representatives and professional advisers.
From HM Revenue & Customs, Companies House and other relevant authorities.
From financial institutions, payroll providers and other relevant organisations.
From publicly available registers and lawful information sources.
Through our website, email, telephone and other communications.

Where information is obtained indirectly, we will provide appropriate privacy information in accordance with applicable law, subject to relevant exemptions.

5. How We Use Your Information

We process personal information for legitimate professional and business purposes, including:

Accounting and bookkeeping: Preparing annual accounts, statutory accounts, management accounts, bookkeeping records and financial reports.

Taxation: Preparing and submitting Self Assessment, Corporation Tax, VAT, Capital Gains Tax and other relevant tax returns, together with providing taxation advice and support.

Making Tax Digital: Maintaining digital accounting records and assisting with MTD-compliant reporting and submissions.

Payroll and employment: Processing wages, PAYE, National Insurance, pension contributions, statutory payments and payroll submissions.

Construction Industry Scheme: Supporting CIS registration, subcontractor verification, deductions, returns and related compliance.

Company services: Assisting with company formation, confirmation statements, statutory filings, Companies House records and company administration.

Regulatory compliance: Conducting identity verification, anti-money laundering checks, risk assessments and other legally required procedures.

Client administration: Managing professional engagements, correspondence, invoices, payments, enquiries and client relationships.

Website operations: Maintaining website functionality, security and performance, and responding to enquiries.

We will not use personal information for purposes incompatible with those for which it was collected unless permitted or required by law.

6. Lawful Basis for Processing

We rely on one or more of the following lawful bases under Article 6 of the UK GDPR:

Performance of a contract: Where processing is necessary to provide agreed services or take steps requested before entering into a contract.

Compliance with legal obligations: Where processing is necessary to meet applicable taxation, anti-money laundering, regulatory or other legal requirements.

Legitimate interests: Where processing is necessary for our legitimate business interests, including managing client relationships, maintaining appropriate records, securing our systems, recovering debts and protecting legal rights, provided those interests are not overridden by individuals' rights.

Consent: Where consent is required for a particular purpose, including certain marketing communications and website tracking technologies.

Where we process special category or criminal offence information, we will identify and satisfy any additional conditions required by applicable law.

7. Sharing Information with Third Parties

We do not sell personal information.

Where lawful and necessary, we may share relevant information with:

HM Revenue & Customs and other government authorities.
Companies House.
The Pensions Regulator and pension providers.
Accounting, taxation, payroll and bookkeeping software providers.
Secure hosting, cloud storage, email and IT service providers.
Identity verification and compliance service providers.
Banks, payment processors and financial institutions.
Professional advisers, insurers and legal representatives.
Law enforcement agencies and regulatory authorities where required or permitted by law.

We share only information reasonably necessary for the relevant purpose.

Where third-party organisations process personal information on our behalf, we take appropriate steps to ensure suitable contractual, confidentiality and data protection arrangements are in place.

8. Confidentiality and Data Security

We recognise that accounting, taxation, payroll and financial information is confidential and requires appropriate protection.

We maintain technical and organisational security measures proportionate to the risks involved in processing personal information.

These may include controlled access, authentication procedures, secure storage, backups, confidentiality arrangements, software updates and other appropriate safeguards.

Access to personal information is restricted to individuals and service providers with a legitimate professional need.

No electronic transmission or storage system can be guaranteed to be completely free from risk.

Where a personal data breach occurs, we will assess and manage the incident and notify the Information Commissioner's Office (ICO) and affected individuals where required by law.

9. Anti-Money Laundering and Identity Verification

As an accountancy practice, we may be legally required to verify client identities, identify beneficial owners, assess financial crime risks, retain due diligence records and conduct ongoing monitoring.

We may request identification documents, proof of address, ownership information, source-of-funds information and other supporting documentation.

Where required or permitted by law, we may disclose relevant information to competent authorities.

Certain statutory restrictions may prevent us from disclosing information about suspicious activity reports or related investigations.

10. Data Retention

We retain personal information only for as long as necessary for the purposes for which it was collected, subject to applicable legal, regulatory and professional obligations.

Retention periods depend on the nature of the information and relevant legislation.

Anti-money laundering records: Customer due diligence records are generally retained for five years after the business relationship ends or the relevant occasional transaction is completed, subject to statutory requirements and exceptions.

Taxation and accounting records: Records are retained in accordance with applicable HMRC requirements, accounting legislation and relevant tax periods.

Payroll and employment records: Information is retained in accordance with applicable payroll, employment, taxation and pension requirements.

Client engagement records: Records may be retained during the engagement and for an appropriate period afterwards to meet legal, regulatory and professional obligations or establish, exercise or defend legal claims.

Website enquiries: Information is retained for a proportionate period based on the purpose of the enquiry and whether a professional relationship is established.

Once information is no longer required, we take appropriate steps to securely delete, destroy or anonymise it.

11. International Data Transfers

Some third-party software, hosting, cloud or communication providers may process or access information outside the United Kingdom.

Where international transfers of personal information occur, we will comply with applicable UK data protection requirements.

Where required, this may involve UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved contractual clauses or another legally recognised transfer mechanism, together with any necessary assessments and safeguards.

Further information about applicable transfer safeguards may be requested by contacting info@toptax.co.uk.

12. Website Cookies and Tracking Technologies

Our website may use cookies and similar technologies to provide website functionality, maintain security, remember preferences or analyse website performance.

Some technologies may be necessary for the operation of the website, while others may be optional.

We will provide appropriate information about the technologies used and obtain consent where required by applicable law.

Visitors may manage available cookie preferences through our website controls or browser settings.

Where additional analytics, advertising or third-party tracking technologies are introduced, we will assess the relevant consent and transparency requirements.

13. Marketing Communications

We may provide information about our accounting, taxation and related professional services where permitted by applicable data protection and electronic marketing laws.

Where consent is required, we will obtain it before sending marketing communications.

Individuals may object to direct marketing at any time by contacting info@toptax.co.uk.

We will respect such objections and stop the relevant direct marketing processing.

14. Your Data Protection Rights

Subject to applicable legal conditions and exemptions, you may have the right to:

Request access to personal information held about you.
Request correction of inaccurate or incomplete information.
Request deletion of information in certain circumstances.
Request restriction of processing.
Object to certain processing activities.
Request transfer of your information where applicable.
Withdraw consent where processing is based on consent.
Exercise rights relating to certain automated decisions.

These rights are not absolute. We may be required to retain particular records to comply with taxation, anti-money laundering or other legal obligations.

Requests can be submitted to info@toptax.co.uk.

We may request appropriate identity verification before responding to protect personal information from unauthorised disclosure.

We will respond within the timescales required by applicable data protection law.

15. Automated Decision-Making

We may use accounting, taxation, payroll and compliance software to assist with calculations, reporting and administrative processes.

Where we undertake solely automated decision-making that produces legal or similarly significant effects on individuals, we will comply with applicable transparency and safeguard requirements.

16. Information Provided by Business Clients

When providing payroll, bookkeeping, taxation or company compliance services, we may receive personal information relating to clients' employees, directors, shareholders, subcontractors or other individuals.

We process this information for the relevant professional services and applicable legal obligations.

Business clients are responsible for meeting their own data protection obligations, including providing relevant privacy information to affected individuals where required.

17. Children's Personal Information

Our services are primarily intended for adults and business organisations.

We may process information relating to children or dependants where necessary for legitimate taxation, payroll or other professional purposes.

Such information will be processed in accordance with applicable data protection requirements and with appropriate safeguards.

18. Third-Party Websites

Our website may contain links to HMRC, Companies House and other external websites.

We do not control the privacy practices of independent third-party websites.

Visitors should review the privacy information published by those organisations before submitting personal information.

19. Providing Personal Information

Certain personal information is necessary to establish a client relationship, perform agreed services or comply with legal obligations.

If required information is not provided, we may be unable to accept an engagement, complete relevant services or fulfil statutory requirements.

We will explain where information is mandatory and the potential consequences of not providing it.

20. Changes to This Privacy Policy

We may amend this Privacy Policy to reflect changes in legislation, professional requirements, our services or our data processing activities.

The latest version will be available on our website, together with its updated revision date.

Where required, we will inform affected individuals of material changes before implementing new processing activities.

21. Contact and Complaints

If you have concerns about how we process your personal information, please contact:

TOPTAX LTD trading as TOPTAX Accountants

Registered Office:
20 Wenlock Road
London, N1 7GU
United Kingdom

Client Appointments (By Prior Arrangement Only):
Suite 2.8, Manningham Business Centre
87 Manningham Lane
Bradford, BD1 3BN
United Kingdom

Email: info@toptax.co.uk
Telephone: 07804 646745
Website: https://toptax.co.uk

We will review privacy concerns and take appropriate steps to resolve them.