Privacy Policy

Introduction

At Wealthmax Accountants Ltd (“Wealthmax”, “we”, “our”, or “us”), we take your privacy seriously. We are committed to protecting the personal data of our clients, website visitors, and any individual whose data we process.

This Privacy Policy outlines how we collect, use, disclose, and protect your personal information in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection laws.Our goal is to be transparent about how we handle your data, your rights, and how you can exercise them.

Who We Are

Wealthmax Accountants Ltd is a professional accounting firm registered in England and Wales, providing services in areas such as tax, payroll, bookkeeping, and business advisory. We operate with full legal and ethical compliance and are committed to maintaining the confidentiality and integrity of client data.

Our registered office is located at: The Mille, River Suite, 3rd Floor, 1000 Great West Road, Brentford, United Kingdom, TW8 9DW. Company Registration Number: 12001992.

Our designated Data Protection Officer (DPO) is Mandeep Singh, who oversees data compliance and can be contacted at: mandeep@wealthmax.co.uk.

General support: support@wealthmaxaccountants.co.uk | +44 7375 872 4592.

What Personal Data We Collect

Identity Data: Includes your full name, title, date of birth, and gender. We use this data for identity verification and to ensure we comply with legal and professional standards.

Contact Data: Includes your address, phone number, and email. This information is used to communicate service updates, share reports, and respond to your queries.

Financial Data: Includes your bank details, salary information, National Insurance number, tax codes, and financial transactions. This data enables us to manage payroll, prepare returns, and provide financial advice.

Client Engagement Data: Covers your business registration details, accounting records, payroll data, invoices, and submitted tax filings. We rely on this data to fulfil your service requirements.

Technical Data: Includes IP addresses, browser type/version, time zone settings, operating system, and usage patterns when you interact with our website. This helps us enhance user experience and security.

Marketing & Communication Data: Refers to your preferences in receiving updates, newsletters, or promotional content. We maintain these preferences to respect your choices and comply with marketing laws.

How We Collect Your Data

We collect personal data through various methods:

Direct Interactions: You provide data when you complete forms, contact us by phone or email, sign engagement letters, or request services.
Use of Our Website: We collect data automatically through cookies, contact form submissions, and analytics tools when you visit our website.
Third Parties: We may receive personal data from HMRC, Companies House, professional referrers, and credit agencies in the course of delivering services.
Referrals and Introducers: If you were referred to us by a third party, we may receive your contact or engagement data with your prior consent or under a legitimate interest.

How We Use Your Personal Data

We use your personal data for the following purposes:

To Provide Our Services: We process your data to deliver agreed accounting, payroll, tax, and advisory services in accordance with your engagement with us.
To Comply with Legal Obligations: We process certain data to meet our regulatory duties (e.g., tax submissions, anti-money laundering checks).
To Manage Our Relationship: We maintain data to respond to queries, manage client files, send updates, and ensure smooth communication throughout our engagement.
To Improve Our Services: We may analyse trends and feedback to enhance service delivery, digital tools, and user experience on our platforms.
To Send Marketing (With Consent): If you opt in, we may send updates, newsletters, or service offerings that we believe will benefit you.

All processing is done lawfully under one or more of these legal bases:

Performance of a contract with you
Compliance with legal obligations
Our legitimate business interests
Your explicit consent, where required

Sharing Your Personal Data

We only share your data when necessary and always in a secure and legally compliant manner:

With HMRC and Regulators: Data is shared when legally required, such as submitting tax returns or responding to regulatory enquiries.
With Subcontractors and Providers: This includes accountants, payroll processors, and administrative staff working under confidentiality agreements.
With Software Providers: We use secure software like Capium, Xero, and QuickBooks to deliver cloud-based services.
With Financial Institutions: Only with your instruction or consent, we may share details with banks, lenders, or mortgage providers.
With Legal and Compliance Advisers: Where necessary for advice or dispute resolution, your data may be shared confidentially with professionals bound by duty of care.

We ensure all third parties follow strict data protection standards and sign data processing agreements where appropriate.

Data Retention

We retain personal data only as long as necessary for the purposes we collected it, or to meet legal and regulatory obligations:

Client Records: Typically kept for at least six (6) years after the end of our business relationship to comply with HMRC and professional body requirements.
Marketing Data: Retained only for as long as you remain subscribed or until you opt out of receiving communications.
Archived Data: Where deletion is not immediately required, data may be archived securely and then destroyed after the retention period ends.

Your Data Protection Rights

You have the following rights under the UK GDPR, which we fully support:

Right to Access: You can request a copy of the personal data we hold about you.
Right to Rectification: You can ask us to correct any inaccurate or incomplete data we hold.
Right to Erasure: In some cases, you may request that we delete your personal data, such as when it is no longer necessary for processing.
Right to Restrict Processing: You can request that we suspend the use of your data in certain circumstances.
Right to Data Portability: You have the right to receive your data in a structured, machine-readable format for transfer to another service provider.
Right to Object: You can object to processing based on legitimate interests or for direct marketing purposes.
Right to Withdraw Consent: Where processing is based on your consent, you have the right to withdraw it at any time.

To exercise any of these rights, contact us using the details provided in Section 2.

Security of Your Data

We apply a range of measures to keep your data secure, both technically and organisationally:

Encrypted Communications: Emails and data transmissions are protected using industry-standard encryption protocols.
Secure Storage: We store data in password-protected databases, secure servers, and cloud environments with strong access controls.
Access Restrictions: Only authorised staff members have access to personal data, based on job roles and the principle of least privilege.
Regular Audits: We review our systems and procedures periodically to ensure data security remains robust.

We continuously monitor risks and implement improvements where needed to prevent data breaches or unauthorised access.

Cookies and Website Use

Our website uses cookies to enhance user experience and track usage patterns:

Functionality Cookies: These help remember user preferences and ensure smooth website operation.
Analytics Cookies: Used to analyse website traffic and improve our online services based on visitor behaviour.
Cookie Control: You can choose to accept or reject cookies when visiting our website. Most browsers also allow you to manage cookie settings manually.

A detailed Cookie Policy is available on our website explaining how cookies are used and your options to control them.

Changes to This Policy

We may update this Privacy Policy from time to time:

Changes may reflect new laws, changes in our services, or internal improvements in data protection practices.
When we update this policy, we will update the “Last Updated” date and may notify you if the changes are significant.
The latest version of the policy will always be accessible via our website.

Last updated: 21/05/2025

Complaints

If you have any concerns or complaints about how we process your data:

We encourage you to contact us first so we can address the issue promptly and fairly.
If you remain unsatisfied, you have the right to lodge a formal complaint with the Information Commissioner’s Office (ICO).

ICO Contact Details:
Website: https://ico.org.uk
Phone: 0303 123 1113