Who we are

Our website address is: http://www.totalaccountingsolutionsltd.co.uk.

Privacy Notice

We believe it is very important to protect the confidentiality and privacy of information entrusted to us and to make only safe and ethical use of that data. We operate in accordance with the EU General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018. This privacy notice provides an overview of how we use your personal data. It covers the information we collect, how we use it, how we protect it and your rights.

1. About us

Total Accounting Solutions Limited is an accountancy and tax practice based at 68 Habgood Road, Loughton, Essex. IG10 1HE. We are a limited company registered in England and Wales under company number 05417389. We are also registered with the Information Commissioners Office as a data controller for the processing of personal date (Z1971800).

2. Contact information

If you have questions or comments about this Privacy Notice or how we handle personal data, please contact our Data Privacy Officer at the address above or email info@totalaccountingsolutionsltd.co.uk. We aim to respond within 30 days from the date we receive privacy-related communications.

You may contact the UK Information Commissioner’s Office at https://ico.org.uk/concerns/handling/ to report concerns you may have about our data handling practices.

3. The data we collect

Personal data is any information relating to an identifiable person who can be directly or indirectly identified by reference to that information.

We may obtain personal data about individuals through direct interactions, or from information provided through client engagements, from applicants, our suppliers and from public records such as Companies House.

In order to conduct our business we may collect the following personal data:

  • Name
  • Company name
  • Job title
  • Telephone numbers (work, home and mobile)
  • Postal address
  • Work and personal email addresses
  • Unique Taxpayer Reference
  • National Insurance number
  • Bank details
  • professional memberships

We typically do not collect sensitive or special categories of personal data about individuals (such as race, religion, political affiliations) other than our own employees.

We do not intentionally collect or process data from individuals under 16 years of age.

4. How we use your personal data

We aim to explain why we need your personal data and how we intend to use it when we collect it. Typically this includes delivering tax and accounting reports and providing other professional services.

We may process your personal data for one or more of the following lawful purposes to operate our business and provide our services:

  • Contract– We may process personal data in order to perform our contractual obligations with you, your employers or our clients. This may include processing your personal data where you are an employee, subcontractor, supplier or customer of our client.
  • Consent – We may rely on your freely given consent at the time you provided your personal data to us
  • Legitimate interests– We may process personal data for the purposes of our own legitimate interests provided that the processing is fair, reasonable and does not override your interest, rights and freedoms. We do not use your personal data for marketing purposes.
  • Legal obligations– We may process personal data in order to meet our legal and regulatory obligations to, for example, regulators, law enforcement or statutory bodies.

5. Data sharing

We will share your personal data with trusted third parties only where we are required by law, where it is necessary to administer the relationship between us or where we have another legitimate interest in doing so. The recipients are required to take commercially reasonable and appropriate security measures to protect your personal data. We only permit our third-party service providers to process your personal data for specified purposes and in accordance with our instructions. These third parties include:

  • Parties that assist us in providing our services, for example software providers,
  • Our professional advisers, such as insurers and bankers,
  • Law enforcement or other government and regulatory agencies, such as HMRC.

We do not transfer personal data outside the European Economic Area (EEA) unless we are requested to by you. Our third-party software providers may store data on servers outside the EEA but they are reputable organisations and required to safeguard data in line with data protection legislation.

6. Cookies

Our website may use cookies. Where cookies are used, a statement will be sent to your browser explaining the use of cookies and you have the option to disable them.

7. Data security

We have put in place appropriate technical and organisational security procedures to protect personal data from loss, misuse, unauthorised access, alteration or destruction. We limit access to your personal data to those who need to access it. They will only access and process personal data on our instructions and they are subject to a duty of confidentiality.

Our IT infrastructure is protected by appropriate firewalls and encryption devices. Unfortunately transmission of data via the Internet is not completely secure. Whilst we do our best to try to protect the security of your personal data, we cannot ensure or guarantee the security of your data transmitted by you to us via the internet. Any such transmission is at your own risk and you acknowledge and agree that we shall not be responsible for any unauthorised use, distribution, damage or destruction of your information, except to the extent we are required to accept such responsibility by the GDPR, The Privacy and Electronic Communications Regulations or the Data Protection Act. Once we have received your information we will use security procedures and features to prevent unauthorised access to it.

8. Data retention

We retain personal data to provide our services, stay in contact with you and to comply with applicable laws, regulations and professional obligations that we are subject to. Unless a different time frame applies as a result of business need or specific legal, regulatory or contractual requirements, where we retain personal data in accordance with these purposes, we retain such personal data for seven years.


9. Your data protection rights

Data protection laws give you a number of rights with respect to how organisations process your personal data.

  • Request access to your personal data. This enables you to receive details of the personal data we hold about you and to check that we are processing it lawfully.
  • Request correction of the personal data that we hold about you if you believe it is inaccurate or incomplete.
  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to hold it or process it.
  • Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal data to you or another data controller, in a portable format, if it is carried out by automated means and this is technically feasible.
  • Object to processing of your personal data where we are relying on a legitimate interest.
  • Automated decision-making including profiling. You have the right not to be subject to a decision based solely on automated processing (including profiling), which may significantly affect yourself.
  • Withdraw consent. You can withdraw your consent that you have previously given to one or more specified purposes to process your personal data. This will not affect the lawfulness of any processing carried out before you withdraw your consent. It may mean we are not able to provide certain products or services to you and we will advise you if this is the case.

If you would like to exercise your Data Subject Rights, you can email info@totalaccountingsolutionsltd.co.uk. We may need to request specific information from you to help us confirm your identity and ensure your right to access the information or to exercise any of your other rights. This helps us to ensure that personal data is not disclosed to any person who has no right to receive it. No fee is required to make a request unless your request is clearly unfounded or excessive. Depending on the circumstances, we may be unable to comply with your request based on other lawful grounds.