Last Updated: 9th October 2025

At HB Tax Group, we are committed to protecting your privacy and ensuring that your personal data is handled in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other relevant data protection laws.

This privacy notice explains how we collect, use, store, and share your personal information, and informs you of your rights regarding your personal data.

1. Data Protection Principles

We adhere to the following key principles of data protection:

• Lawfulness, fairness, and transparency: We process your data lawfully, fairly, and transparently.

• Purpose limitation: We collect data only for specified, explicit, and legitimate purposes.

• Data minimisation: We only collect data that is necessary for the stated purposes.

• Accuracy: We keep your data accurate and up to date.

• Storage limitation: We retain data only for as long as necessary for the purposes it was collected.

• Integrity and confidentiality: We use appropriate technical and organisational measures to protect your data.

• Accountability: We are responsible for and can demonstrate compliance with these principles.

2. Data Controller

HB Tax Group is the Data Controller for the personal data we process.

Contact details:
HB Tax Group
4th Floor, Silverstream House, 45 Fitzroy Street, Fitzrovia, London, England, W1T 6EB
Telephone: 01462 543044
Email: info@hbtaxgroup.co.uk

We have appointed a Data Protection Officer (DPO) responsible for overseeing our data protection practices. You can contact the DPO using the above details.

3. Information We Collect

We may collect and process the following categories of personal data:

• Identity and contact data: Name, address, telephone number, and email address.

• Financial data: Bank account information, tax details, and other financial information necessary for our services.

• Transactional data: Records of services provided and payments made.

• Technical data: IP address, browser type, operating system, and geographical location (collected via our website).

• Special category data: In limited cases, we may process sensitive information (e.g. health data or criminal records), only where necessary and with your explicit consent or where required by law.

We collect this data directly from you, through your interactions with our services, or from third parties (e.g. HMRC, accountants, or financial institutions) when relevant.

4. How We Use Your Information

We use your personal data to:

• Provide and manage our accounting and tax services.

• Communicate with you regarding services, updates, and inquiries.

• Process payments, invoices, and refunds.

• Meet legal and regulatory obligations.

• Improve our services, systems, and website functionality.

• Send service-related updates or information you have opted to receive.

We do not use your personal data for automated decision-making or profiling.

5. Lawful Basis for Processing

We process your personal data under one or more of the following lawful bases:

• Contractual necessity: To perform a contract with you or take steps at your request before entering into a contract.

• Legal obligation: To comply with legal or regulatory requirements (e.g. tax laws, anti-money laundering regulations).

• Legitimate interests: To manage our business effectively and provide quality services, provided your rights and freedoms are not overridden.

• Consent: Where you have given explicit consent (e.g. for marketing communications). You may withdraw your consent at any time.

6. Sharing Your Information

We may share your personal data with:

• Professional advisors: Accountants, auditors, legal advisors, and consultants.

• Regulatory authorities: HMRC, law enforcement, or other government agencies when legally required.

• Service providers: IT, cloud storage, and payment processors who assist us in providing our services.

All third parties are required to maintain confidentiality and comply with UK data protection laws. We do not sell your personal data to third parties.

7. International Data Transfers

If your data is transferred outside the UK (for example, to cloud service providers), we will ensure appropriate safeguards are in place, such as the use of UK-approved Standard Contractual Clauses or other legally recognised transfer mechanisms.

8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting obligations. As required by HMRC, certain records must be kept for five years after the 31 January submission deadline for the relevant Self Assessment tax return. When data is no longer required, it will be securely deleted or anonymised.

9. Your Data Protection Rights

You have the following rights regarding your personal data:

• Right of access – to request a copy of your personal data.

• Right to rectification – to correct inaccurate or incomplete information.

• Right to erasure – to request deletion of your data where there is no legal reason for us to keep it.

• Right to restrict processing – to request a temporary halt on processing.

• Right to data portability – to receive your data in a structured, commonly used format.

• Right to object – to object to processing based on legitimate interests or for direct marketing purposes.

• Right to withdraw consent – where processing is based on consent.

To exercise your rights, please contact info@hbtaxgroup.co.uk.

If you are dissatisfied with how we handle your data, you can lodge a complaint with the Information Commissioner’s Office (ICO):
Website: www.ico.org.uk 
Telephone: 0303 123 1113

10. Data Security

We take appropriate security measures to protect your data against unauthorised access, disclosure, alteration, or destruction. This includes physical security, access controls, encryption, and staff training.

11. Cookies

Our website uses cookies to enhance your browsing experience and gather anonymised usage statistics. You can adjust your browser settings to refuse or delete cookies.
For more information, please see our Cookie Policy.

12. Third-Party Links

Our website may contain links to external websites. We are not responsible for their privacy practices and encourage you to review the privacy notices of any site you visit.

13. Updates to This Privacy Notice

We may update this privacy notice periodically to reflect changes in law or our business operations. The most recent version will always be available on our website.

14. Contact Us

If you have any questions about this notice or how we handle your data, please contact us:

Email: info@hbtaxgroup.co.uk
Phone: 01462 543044
Address:
4th Floor, Silverstream House
45 Fitzroy Street, Fitzrovia
London, England, W1T 6EB