On The Spot Tax Limited Privacy Policy

Privacy Policy

We take the protection of your privacy very seriously. We will only Use your personal information to deliver the services you have requested from Us, and to meet our legal responsibilities. We are committed to protecting and respecting your privacy, safeguarding your personal information and for ensuring that it is accurate and up to date. This notice together with our Cookie Policy and any other documents referred to, sets out the basis on which any personal data We collect from you, or that you provide to Us, when Using this Website, will be processed by Us.

Please read the following carefully to understand our views and practices regarding your personal data and how We will treat it.

How do We collect information from you?

We may collect your personal information from a variety of sources, including:

      • Information that We collect from you directly when you contact one of the Team either as an enquiry, a client or book keeper or any other reason;
      • Information that We collect about you from other commercially available sources (such as money laundering reference or credit reference agencies);
      • Information that We collect about you from legitimate sources such as companies house and HMRC.

What type of information do We collect from you?

The personal information We collect from you will vary depending on which services you engage Us to deliver. The personal information We collect might include your name, address, telephone number, email address, Unique Tax Reference (UTR) number, National Insurance number, bank account details, employer’s details, marriage/civil partner status or income and gains, any of which may be past or present personal information.

In respect of any personal data shared with us, we assume you have the necessary authority for us to use it and transfer it and that data subjects have been given the necessary information regarding its use.

How is your information used?

In general terms, and depending on which services you engage Us to deliver, as part of providing our agreed services We may Use your information to:

      • contact you by post, email, Skype, WhatsApp or telephone
      • verify your identity where this is required
      • understand your needs and how they may be met
      • maintain our records in accordance with applicable legal and regulatory obligations
      • process financial transactions for you or your employees, if you use our payroll service
      • prevent and detect crime, fraud or corruption

We are required by legislation, other regulatory requirements and our insurers to retain your data where We have ceased to act for you. The period of retention required varies with the applicable legislation but is typically six years. To ensure compliance with all such requirements it is the policy of the firm to retain all data for a period of seven years from the end of the period concerned. In some cases, data will be retained for significantly longer periods for instance, where there has been a financial transaction such as an investment or disposal that may later need to be referred back to.

Who has access to your information?

      • We will not sell or rent your information to third parties.
      • We will not share your information with third parties for marketing purposes.
      • All members of the Team have a duty of confidentiality under the ethical standards they are required to follow as a member of their professional body.

Google Analytics

We use Google Analytics on this site to best understand how the site is performing. We do not use their USER ID tracking option. Google is GDPR Compliant.

Third Party Service Providers

We may pass your information to third-party service providers and other associated organisations for the purposes of completing tasks and providing services to you on our behalf, for example to process payroll and We may use third party software to carry out tasks for you, for example to prepare tax returns. We may also pass information to your book keeper so he/she may provide their services to you.

When We use third party service providers, We disclose only the personal information that is necessary to deliver the service. You will have a contract in place direct with book keepers that requires them to keep your information secure and not to Use it for their own purposes. We may also rely on the third party’s security features and all access is password protected. Third parties may be in the EU or elsewhere in the world but in each case, the duty of confidentiality incumbent upon them will be the same.

Please be assured that We will not release your information to other third parties unless you have requested that We do so, or We are required to do so by law, for example, by a court order or for the purposes of prevention and detection of crime, fraud or corruption.

How you can access and update your information

Keeping your information up to date and accurate is important to Us. We commit to regularly review and correct where necessary, the information that We hold about you. If any of your information changes, please email, write to Us or call Us using the contact information available on the website.

You have the right to ask for a copy of the information which We hold about you.

Website links

Our site contains links to third party websites and social media (such as LinkedIn and Twitter). If you follow a link to any of these sites, please note that these sites have their own privacy policies and that We do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Security precautions in place to protect the loss, misuse or alteration of your information

Email can be unsecure, but you may choose at your own risk to communicate with Us in this way.

Whilst We strive to protect your personal information, We cannot guarantee the security of any information you transmit to Us, and you do so at your own risk.

Once We receive your information, We make our best effort to ensure its security on our systems.

Your data will usually be stored and processed in our offices in the UK. However, to allow Us to operate efficiently, We or our third party service providers sometimes need to store your information in servers located within or outside of the EEA. Wherever your data is held, We take its security seriously and We strive to comply with all applicable legislative and regulatory requirements. All access is password protected.

Your choices

Communicating service related information: We may occasionally contact you by post, email or telephone with details of any changes in legal and regulatory requirements or other developments that may be relevant to your affairs and, where applicable, how We may assist you further. If you do not wish to receive such information from Us, please let Us know by contacting Us using the contact information available on this website.

Your rights

Access to your information: You have the right to request a copy of the personal information about you that We hold.

Correcting your information: We want to make sure that your personal information is accurate, complete and up to date and you may ask Us to correct any personal information about you that you believe does not meet these standards.

Deletion of your information: You have the right to ask Us to delete personal information about you where:

      • you consider that We no longer require the information for the purposes for which it was obtained;
      • you have validly objected to our Use of your personal information (see ‘Objecting to how We may use your information’ below);
      • our Use of your personal information is contrary to law or our other legal obligations;
      • We are Using your information with your consent and you have withdrawn your consent (see ‘Withdrawing consent to use your information’ below).

Restricting how We may use your information: In some cases, you may ask Us to restrict how We Use your personal information. This right might apply, for example, where We are checking the accuracy of personal information about you that We hold or assessing the validity of any objection you have made to our Use of your information. The right might also apply where there is no longer a basis for Using your personal information but you do not want Us to delete the data. Where this right is validly exercised, We may only Use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.

Objecting to how We may use your information: Where We Use your personal information to perform tasks carried out in the public interest then, if you ask Us to, We will stop Using that personal information unless there are overriding legitimate grounds to continue.

Withdrawing consent to Use your information: Where We Use your personal information with your consent you may withdraw that consent at any time and We will stop Using your personal information for the purpose(s) for which consent was given.

Please contact Us using the contact information available on this website if you wish to exercise any of these rights.

For more information on GDPR and your rights please see: https://ico.org.uk/for-organisations/data-protection-reform/overview-of-the-gdpr/

Changes to our privacy notice

We keep this privacy notice under regular review and will place any updates on this website.


We seek to resolve directly all complaints about how We handle your personal information, but you also have the right to lodge a complaint with the Information Commissioner’s Office.

Information Commissioner’s Office
Wycliffe House
Water Lane

Telephone: 0303 123 1113 (local rate) or 01625 545 745

Website: https://ico.org.uk/concerns


On The Spot Tax Limited

Trading as On The Spot
Registered in England & Wales under company number 06566196
VAT number 937 5293 90