Privacy Policy
This privacy policy explains how Financials Direct Limited, trading as Tax Accountant and/or Accountants4NHSDoctors, collects, uses, stores and protects personal information when you use this website, contact us, make an enquiry, book an appointment or become a client.
We use personal information to respond to enquiries, onboard clients and provide tax and accountancy services.
We do not sell your personal information. We use it where necessary to deal with enquiries, comply with legal and professional obligations, provide services, maintain records, communicate with HMRC and protect our business.
We use contact details to respond to you.
If you submit a form, email us or book a call, we use the details provided to respond and assess whether we can assist.
We use records to provide professional services.
Tax returns, accounts, pension tax, HMRC disclosures and advice require documents, explanations and supporting records.
We must keep certain records for compliance.
We may need to retain identity records, engagement records, tax records and communications for legal, tax, AML and professional reasons.
Your information is used for defined business, legal and professional purposes.
We collect information only where it is needed for a clear purpose, such as responding to an enquiry, providing a service, complying with anti-money laundering rules, maintaining professional records or handling HMRC matters.
Contact
Name, email, telephone, message details and appointment information.
Onboarding
ID, proof of address, verification checks, engagement approval and AML records.
Service records
Tax returns, accounts, income records, HMRC letters, pension statements and advice documents.
Retention
Records are kept only for as long as needed for legal, professional and business purposes.
1. Who we are
This website is operated by Financials Direct Limited, trading as Tax Accountant and/or Accountants4NHSDoctors, unless stated otherwise. Accountants4NHSDoctors is a specialist website for doctors and medical professionals requiring accountancy, tax return, tax advisory and HMRC support services.
Financials Direct Limited T/A Tax Accountant / Accountants4NHSDoctors
07496275
3 Brindley Place, Birmingham, West Midlands, England, B1 2JB
Institute of Financial Accountants
211804
2. What personal information we collect
We may collect and use personal information you provide to us directly, information generated during our work, and information obtained from third parties where necessary for professional services.
- Contact details, including name, email address, telephone number, postal address and appointment details.
- Professional details, including NHS role, GP or consultant status, locum work, private practice activity or company role.
- Identity and verification records, including ID, proof of address and onboarding information.
- Tax and financial records, including income, expenses, payslips, P60s, pensions, tax returns, accounts, bank records and HMRC letters.
- Special category or sensitive information only where relevant to the service or provided by you, for example documents that may reveal health, employment or personal circumstances.
- Website and technical information, such as IP address, browser information, device information, cookies and analytics data where used.
3. How we collect information
We may collect information when you use this website, complete a contact form, send an email, book an appointment, upload documents, sign an engagement letter, speak to us, become a client or communicate with us during an engagement.
We may also receive information from HMRC, Companies House, pension providers, payroll records, banks, verification providers, professional advisers, solicitors, employers, agents or other third parties where this is relevant to the service.
4. Why we use personal information
We use personal information for legitimate, contractual, legal and professional purposes connected with our business and services.
- To respond to enquiries and appointment requests.
- To decide whether we can assist and to provide fee quotes.
- To complete onboarding, identity verification and anti-money laundering checks.
- To prepare tax returns, accounts, disclosures, calculations, written advice and HMRC responses.
- To communicate with HMRC, Companies House, pension schemes or other parties where authorised or required.
- To manage invoices, payments, client records, engagement letters and administration.
- To comply with legal, tax, regulatory, anti-money laundering and professional obligations.
- To protect our business, prevent fraud, maintain security and deal with complaints or disputes.
- To improve our website, services, communications and client experience.
5. Lawful bases for processing
We rely on one or more lawful bases depending on the purpose for which the information is used.
- Contract: where processing is needed to provide services or take steps before entering into an engagement.
- Legal obligation: where processing is required for tax, accounting, AML, regulatory or professional compliance.
- Legitimate interests: where processing is needed to manage our business, respond to enquiries, protect our rights, improve services or maintain records.
- Consent: where we rely on your specific permission, such as certain marketing or optional communications.
- Substantial public interest or legal claims: where special category data is relevant to compliance, professional advice or legal claims.
6. Special category and sensitive information
Tax and accountancy work for doctors may sometimes involve documents or explanations that reveal sensitive information. For example, employment records, pension records, medical profession records, correspondence, divorce-related tax documents, court-related records or other personal circumstances may be supplied to us.
We only use sensitive information where it is necessary for the service, legal obligation, professional duty, legal claim, compliance purpose or where you have provided it because it is relevant to the matter.
7. Website forms and voluntary information
We do not capture and store personal information about individuals who merely access this website, except where you voluntarily provide personal details by email, electronic form, booking request, document upload or enquiry about our services.
Please do not send confidential tax records, medical records, patient information, pension statements or sensitive documents through a general website form unless we have asked you to use a secure method.
8. Cookies, analytics and website data
This website may use cookies, analytics tools, security tools and similar technologies to help the website function, understand visitor behaviour, improve content and monitor performance.
Where required, cookie settings or consent tools should be used to manage non-essential cookies. For more information, see our Cookie Policy.
9. Who we share information with
We may share personal information where necessary to provide services, comply with legal duties, protect our business or act on your instructions.
- HMRC, Companies House and other public authorities where required or authorised.
- Identity verification, onboarding and AML service providers.
- Cloud storage, IT, email, website, security, document signing, payment and practice management providers.
- Professional advisers, insurers, legal advisers, regulators or professional bodies where required.
- Pension schemes, employers, banks, solicitors or other parties where you authorise us or where necessary for the service.
We do not sell your personal information.
10. International transfers
Some technology, cloud, communication or software providers may process data outside the United Kingdom. Where this happens, we expect appropriate safeguards to be in place, such as adequacy arrangements, contractual safeguards or other lawful transfer mechanisms.
11. How long we keep information
We keep personal information only for as long as needed for the purpose for which it was collected, including legal, tax, AML, professional, insurance, complaint and business record purposes.
Tax and professional records may need to be retained for several years after an engagement ends. Enquiry records that do not become client matters may be retained for a shorter period unless needed for legal, compliance or business reasons.
12. How we protect information
We take reasonable steps to protect personal information against loss, misuse, unauthorised access, alteration or disclosure. Measures may include access controls, password protection, secure portals, encrypted systems, staff confidentiality, professional procedures and secure document handling.
No website, email system or internet transmission can be guaranteed as completely secure. Sensitive records should be sent using the secure method we agree with you.
13. Marketing communications
We may send service-related communications where necessary for enquiries or client work. We only send marketing communications where we have a lawful basis to do so. You can ask us to stop marketing communications at any time.
14. Children’s data
Our services are not directed at children. We do not knowingly collect children’s personal information through this website. If information about dependants or family members is relevant to tax work, it should only be provided where necessary and appropriate.
15. Your responsibilities when sending information
You should make sure that information you provide to us is accurate, complete and relevant. You should not send patient-identifiable information, confidential third-party data or unnecessary sensitive records unless we have specifically requested them and agreed the method of transfer.
16. Changes to this privacy policy
We may update this privacy policy from time to time. The version published on this website applies from the date it appears online. You should check this page periodically, especially before submitting information through the website.
You have rights over your personal information.
Your rights depend on the circumstances and the lawful basis used. Some rights may be limited where we must keep records for legal, tax, AML, professional or legal claim purposes.
You can ask for a copy of personal information we hold about you.
You can ask us to correct inaccurate or incomplete personal information.
You can ask us to delete information in certain circumstances, although we may need to retain records for legal or professional reasons.
You can ask us to restrict processing in certain circumstances.
You can object to certain processing based on legitimate interests or direct marketing.
You may have the right to receive certain information in a portable format where the legal conditions apply.
Where we rely on consent, you can withdraw it at any time. This does not affect processing already carried out before withdrawal.
You can complain to us first. You also have the right to complain to the Information Commissioner’s Office if you are unhappy with how your data is handled.
Contacting us
You can contact us using the details on our website contact page. Please include enough information for us to identify you and understand your request. We may ask for verification before disclosing or changing personal information.
Complaining to the ICO
If you are unhappy with how we handle your personal information, you can complain to the Information Commissioner’s Office. The ICO is the UK supervisory authority for data protection.
ICO website: ico.org.uk
Policy status
This policy is intended as a website privacy notice for Accountants4NHSDoctors. It does not replace any separate data protection terms, engagement letter, portal notice or client-specific information provided during onboarding.
Need to send documents securely?
Please contact us first. We will confirm the correct method for sending tax records, pension statements, identity documents, HMRC letters or confidential accountancy documents.