1. Who we are
MyTaxLead is the trading name of M A Accounts Ltd, company number 12356630, registered in England and Wales. Registered office: First Floor Unit D, 83 London Road, Romford, England, RM7 9QD.
We are the data controller for the personal data described here, and we are registered with the Information Commissioner's Office (ICO) under number ZC136946. For anything about your data, contact us at info@mytaxlead.com or on 020 4614 6666.
2. What we collect
- Contact and identity details — name, address, email, phone, date of birth, National Insurance number and Unique Taxpayer Reference.
- Identity checks — copies of ID documents and the results of the checks we must carry out under the Money Laundering Regulations 2017.
- Financial and tax information — income, bank statements, invoices, receipts, accounts, tax returns and correspondence with HMRC.
- Company information — details of directors, shareholders and people with significant control, including for company formations.
- Payroll information — if we run your payroll, your employees' names, contact details, NI numbers, pay, tax codes and starter information.
- Enquiries and messages — what you tell us through our website forms, email, phone, WhatsApp or the client portal.
- Portal and security information — sign-in times, IP addresses and actions taken in the client portal, which we use to keep accounts secure.
Most of this comes from you. Some comes from HMRC, Companies House, your bank statements or other people you ask us to deal with.
3. How we use it and why
- To provide our services — preparing accounts, tax returns, VAT, payroll, bookkeeping and company formations. Lawful basis: our contract with you, or steps you ask us to take before one.
- To meet our legal duties — identity checks, anti-money laundering records, and filings and reports required by HMRC, Companies House and other authorities. Lawful basis: legal obligation.
- To run and protect our business — answering enquiries, keeping records, securing our systems, preventing fraud and improving our service. Lawful basis: our legitimate interests, balanced against yours.
Where you give us information about other people, such as employees or fellow directors, please make sure they know you have shared it with us.
4. Who we share it with
We never sell your data. We only share it where needed:
- HMRC, Companies House and other public bodies — to file returns and forms on your behalf, and where the law requires, including reports to the National Crime Agency.
- Service providers who work for us — the companies that host our website and email, the software we use to prepare your work, and, if you pay by card, our payment provider. They may only use your data to provide their service to us.
- Others you ask us to deal with — for example your bank, mortgage lender or another adviser, when you instruct us to.
Some of the software we use includes AI features; our team checks all work.
5. Transfers outside the UK
Some of our service providers process data outside the UK. Where they do, we rely on the safeguards UK data protection law requires, such as the UK International Data Transfer Agreement or an adequacy decision.
6. How long we keep it
- Identity checks and anti-money laundering records — at least 5 years after our relationship ends, as the Money Laundering Regulations require.
- Accounts, tax and payroll records — normally 6 years after the end of the year they relate to, so we can deal with any HMRC enquiries.
- Enquiries that do not lead to work — no longer than we need them, and normally deleted within 2 years.
7. Keeping it safe
Our website and client portal use encrypted connections. Documents you upload are stored in private areas that are not reachable from the web, access is limited to staff who need it, and staff sign-in is protected with strong passwords and two-factor login.
8. Your rights
You can ask us to:
- give you a copy of the personal data we hold about you;
- correct anything that is wrong or incomplete;
- delete your data, where we are not required by law to keep it;
- restrict or object to how we use it; and
- send your data to you or another provider in a common format.
Email info@mytaxlead.com. We will reply within one month. There is no charge in most cases.
9. Cookies
We only use cookies that are strictly necessary for the website and client portal to work. Our Cookie policy explains them.
10. Complaints
If you are unhappy with how we have handled your data, please tell us first so we can put it right — see our Complaints procedure. You can also complain to the Information Commissioner's Office at ico.org.uk.
11. Changes to this policy
We will update this page if the way we use personal data changes. The date at the top shows when it was last updated.