Privacy and Cookie Policy

PRIVACY & COOKIE POLICY

Last updated: December 2025

This Privacy & Cookie Policy explains how Making Tax Simple Ltd, trading as Tax Online ("we", "us", "our"), collects, uses, stores, and protects your personal information when you use our website, platform, and services.

We are committed to protecting your privacy and handling your personal data transparently and securely, in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and related legislation.

1. WHO WE ARE

Legal entity: Making Tax Simple Ltd
Trading name: Tax Online
Company number: 16877605
Registered office: 6 Portland Business Centre, Manor House Lane, Datchet, England, SL3 9EG
Regulator: Institute of Chartered Accountants in England and Wales (ICAEW)
Email: support@taxonline.co.uk

For the purposes of data protection law, we are the Data Controller.

2. WHAT THIS POLICY COVERS

This policy applies to:

Visitors to our website
Users of the Tax Online platform
Clients who purchase or use our services
Anyone who contacts us or interacts with us

It applies to personal data processed online and offline, including data provided directly by you and data collected automatically through your use of our services.

3. DATA PROTECTION PRINCIPLES

We process personal data in accordance with the following principles:

Personal data is processed lawfully, fairly, and transparently.
Data is collected for specific, explicit, and legitimate purposes.
Data collected is adequate, relevant, and limited to what is necessary.
Personal data is accurate and kept up to date.
Data is not kept for longer than necessary.
Data is kept secure using appropriate technical and organisational measures.
We can demonstrate compliance with data protection law.

4. PERSONAL DATA WE COLLECT

We only collect data that is necessary to provide our services and meet our regulatory obligations. This includes:

a) Information you provide

Name, date of birth, and contact details.
Address and residency details.
Email address and phone number.
Login and account credentials.
Financial and tax-related information required to prepare and file tax returns.
Documents you upload (such as P60s, P45s, dividend statements, rental income records).
Communications you send to us.

b) Information collected automatically

IP address and device information.
Browser type and version.
Pages visited and actions taken on our platform.
Login activity and audit logs (for security and fraud prevention).

c) Payment information

Payments are processed by third-party payment providers. We do not store full card details, but we may store payment confirmation references.

d) Identity Verification Data (AML/KYC)

To comply with the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 and ICAEW rules, we are legally required to verify your identity. We collect:

Copies of government-issued identification (e.g., Passport, Driving License).
Proof of address documents (e.g., utility bills, bank statements).
Results from identity verification checks (including Politically Exposed Person (PEP) and Sanctions screening).

5. HOW WE USE YOUR INFORMATION

We use your personal data to:

Create and manage your Tax Online account.
Facilitate the registration of our authorized filing agent (Syon Associates Limited) with HMRC to communicate and file on your behalf.
Provide and deliver our tax preparation services.
Communicate with you about your account or queries.
Process payments and refunds.
Comply with legal and regulatory obligations.
Submit information to HMRC where you authorise us to do so.
Improve our website, platform, and customer experience.
Maintain platform security and prevent fraud.
Send service-related communications.
Send marketing communications where permitted.

6. LAWFUL BASES FOR PROCESSING

We process personal data under the following lawful bases:

Contract: Where processing is necessary to perform our contract with you (i.e., to prepare and submit your tax return).
Legal Obligation: Where processing is necessary to comply with the law. This specifically includes:
- Conducting client due diligence and identity checks under Anti-Money Laundering (AML) regulations.
- Keeping records as required by HMRC and the ICAEW.
Legitimate Interests: Where necessary for our legitimate business interests, such as:
- Preventing fraud and enhancing platform security.
- Improving our services and website performance.
- Defending legal claims.
Consent: Where you have given clear permission (e.g., for optional marketing communications). You may withdraw consent at any time.

7. SPECIAL CATEGORY DATA

To provide tax services, we may process special category personal data (for example, health-related tax relief information or criminal offence disclosures where legally required).

We only process this data where:

It is necessary to provide our services.
You have given explicit consent, or
Processing is permitted by law.

This data is handled with enhanced security controls.

8. USE OF UPLOADED DOCUMENTS & AUTOMATION

When you upload documents to our platform:

We may extract and analyse information to provide our services.
Limited automated processing may be used to improve accuracy and efficiency (e.g., OCR technology).

Note: All final tax returns are reviewed and approved by a qualified human accountant. No significant legal decisions are made solely by automated means.

Data is used only for service delivery and platform improvement. We do not sell your data or use it for unrelated purposes.

9. WHO WE SHARE YOUR DATA WITH

We may share personal data with trusted third parties where necessary to deliver the Service, including:

Group Companies & Operational Partners: Specifically Syon Associates Limited, our sister company and authorized filing agent, for the sole purpose of preparing and submitting your tax return to HMRC in accordance with our Terms of Service.
HM Revenue & Customs (HMRC): To fulfill your tax return filing obligations.
Identity Verification Services: For the purpose of confirming your identity as required by law.
Payment service providers: To process your fees.
Hosting, infrastructure, and security providers: To keep our platform online and secure.
Analytics and performance monitoring services: To improve our website.
Professional advisers: Including legal, accounting, and compliance teams.
Regulators and authorities: Where required by law (e.g., National Crime Agency).

All third parties are required to protect your data and only process it on our instructions.

10. INTERNATIONAL TRANSFERS

Your data is primarily processed within the UK and EEA. Where data is transferred outside these areas, appropriate safeguards (such as Standard Contractual Clauses or UK International Data Transfer Agreements) are in place to ensure your data remains protected.

11. MARKETING COMMUNICATIONS

We may contact you about our services:

Where you have consented.
Where permitted under legitimate interest rules.

You can opt out of marketing communications at any time using unsubscribe links or by contacting us.

12. YOUR RIGHTS

You have the right to:

Access your personal data.
Correct inaccurate or incomplete data.
Request erasure of your data.
Restrict or object to processing.
Withdraw consent.
Data portability (where applicable).
Lodge a complaint with the ICO.

Requests can be made by emailing support@taxonline.co.uk. We may need to verify your identity before processing your request.

13. DATA RETENTION

We retain personal data only for as long as necessary, including:

While you have an active account.
To meet legal, tax, and regulatory requirements (typically up to 6 years).
To resolve disputes or enforce agreements.

Retention periods vary by data type. Identity verification records are retained for 5 years after the end of the business relationship in accordance with AML regulations.

14. SECURITY

We use appropriate security measures including:

Encrypted data transmission.
Access controls and authentication.
Secure hosting environments.
Regular security reviews.

You are responsible for keeping your login credentials confidential.

15. COOKIES

What Are Cookies? Cookies are small text files stored on your device that help websites function, remember your preferences, and track usage.

How We Manage Cookies: We use a Consent Management Platform provided by Concord to give you full control over which cookies are set on your device.

Types of Cookies We Use:

Strictly Necessary: Essential for the platform to work (e.g., logging in, secure payments). These cannot be switched off.
Performance & Analytics: Help us understand how you use our site so we can improve it.
Functionality: Allow the site to remember choices you make (such as your username or language).
Marketing: Used to track visitors across websites to display relevant ads.

Your Choices: When you first visit our website, you will see a banner (powered by Concord) allowing you to accept or reject non-essential cookies. You can change your preferences at any time by clicking the cookie settings icon on our website.

16. THIRD-PARTY WEBSITES

Our website may contain links to third-party websites. We are not responsible for their privacy practices.

17. CHANGES TO THIS POLICY

We may update this policy from time to time. The latest version will always be available on our website.

18. COMPLAINTS

If you are unhappy with how we handle your data, please contact us first:

Email: support@taxonline.co.uk

You also have the right to complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Website: ico.org.uk

19. GOVERNING LAW

This policy is governed by the laws of England and Wales.