PRIVACY POLICY
Last updated: 22 October 2026

1. Who We Are

Ottax Consulting Ltd ("we", "us" or "our") is a UK-based accounting services business committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store, share and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable UK data protection legislation.

This policy applies when you visit our website, contact us, submit an enquiry, use our services or receive business-to-business marketing communications from us.

Company name: Ottax Consulting Ltd
Company number: 16271996
Address: 124–128 City Road, London, EC1V 2NX, United Kingdom
Email: info@ottaxconsulting.co.uk
Website: www.ottaxconsulting.co.uk

Ottax Consulting Ltd is the data controller responsible for the personal information described in this policy.

2. What Information We Collect

Depending on how you interact with us, we may collect the following information:

• Full name

• Email address and telephone number

• Business or correspondence address

• Company name and registration number

• Director or business representative's name

• Company incorporation date

• Business activities and industry sector

• Publicly registered company or director service address

• Publicly available business contact information

• Information about your accounting, tax, VAT, CIS, payroll or bookkeeping requirements

• Messages, enquiries and other information you provide

Where necessary to provide accounting and tax services, we may also collect relevant financial records, identification documents, tax information, payroll details and other information required to fulfil our professional obligations.

We may collect website usage information, including IP addresses, browser information, device details, pages visited and cookie preferences.

Certain client records may include sensitive personal information. Where applicable, we process such information only where an appropriate lawful basis and any additional legal conditions are satisfied.

We aim to collect only information that is necessary and relevant to our services and legitimate business activities.

3. How We Collect Your Information

We may collect personal information when you:

• Complete a form on our website.

• Submit a Facebook or Instagram lead form.

• Contact us by email, telephone, WhatsApp or social media.

• Request a consultation or quotation.

• Become a client.

• Provide information for accounting, payroll or tax purposes.

• Visit or interact with our website.

We may also obtain limited business-related personal information from publicly available sources, including:

• Companies House

• Public business websites

• Business directories

• Publicly accessible business social media pages

• Other legitimate public business sources

Such information may include company registration details, directors' names, publicly listed correspondence addresses and business activities.

Where personal information is obtained from sources other than the individual, we will provide the required privacy information within the applicable legal timeframe, unless a lawful exception applies.

4. How We Use Your Information

We may use your personal information to:

• Respond to enquiries and provide information about our services.

• Arrange consultations and prepare quotations.

• Provide accounting, bookkeeping, payroll, VAT, CIS and tax services.

• Manage client relationships and professional correspondence.

• Meet legal, tax and regulatory obligations.

• Maintain accurate business and accounting records.

• Improve our website, customer service and business operations.

• Manage advertising campaigns and prospective client enquiries.

• Identify businesses that may benefit from our services.

• Send relevant business-to-business marketing correspondence.

• Maintain records of marketing preferences and objections.

• Protect our business against fraud, unauthorised access and security risks.

We do not sell your personal information.

5. Business-to-Business Marketing and Companies House Information

Ottax Consulting Ltd may use publicly available business information to identify potential clients who may benefit from our accounting and tax services.

For example, we may identify newly incorporated limited companies or businesses operating in construction, transport, retail and other sectors.

Information may be obtained from Companies House and other publicly available business sources.

This information may include:

• Company name and registration number

• Director's name

• Company incorporation date

• Publicly registered company or director service address

• Business activities and SIC codes

• Publicly available business contact information

Where relevant, we may use publicly recorded nationality information to select an appropriate language for business correspondence, subject to applicable data protection requirements. We do not assume a person's nationality based solely on their name.

We may use this information to send occasional personalised business letters introducing our accounting and tax services.

Where appropriate, we rely on our legitimate interests under Article 6(1)(f) UK GDPR to promote relevant services to businesses.

Before relying on legitimate interests, we assess whether the processing is necessary and proportionate and whether our interests are overridden by individuals' rights and freedoms.

We aim to:

• Use relevant and proportionate information.

• Prefer publicly available business correspondence addresses.

• Avoid obtaining non-public residential addresses for marketing.

• Limit unnecessary or excessive correspondence.

• Explain where personal information was obtained.

• Provide an easy way to object to further marketing.

You have the right to object at any time to the use of your personal information for direct marketing.

If you object, we will stop processing your personal information for direct marketing purposes.

You can contact us at info@ottaxconsulting.co.uk.

We may retain minimal information necessary to ensure that your objection continues to be respected.

6. Facebook, Instagram and Social Media Lead Forms

We may advertise our accounting and tax services through Facebook, Instagram and other online platforms.

If you submit your information through a social media lead form, we may use it to:

• Respond to your enquiry.

• Explain the services you requested.

• Arrange a consultation.

• Provide a quotation.

• Follow up on your expressed interest.

We do not automatically treat an enquiry as permission to send unrelated marketing communications.

Social media platforms may independently process information according to their own privacy policies.

Where consent is required for electronic marketing, we will obtain appropriate consent or rely on another legally permitted exception.

7. Lawful Bases for Processing Personal Information

We process personal information only where an appropriate lawful basis applies under UK GDPR.

Depending on the circumstances, we may rely on:

Consent – Article 6(1)(a)

Where you have given valid consent for a specific purpose, including certain marketing communications and non-essential cookies.

You may withdraw consent at any time.

Contract – Article 6(1)(b)

Where processing is necessary to enter into or perform a contract with you, including providing agreed accounting services.

Legal obligation – Article 6(1)(c)

Where processing is necessary to comply with applicable legal, tax, regulatory or record-keeping requirements.

Legitimate interests – Article 6(1)(f)

Where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms.

Our legitimate interests may include maintaining professional relationships, improving services, protecting our systems, responding to enquiries and conducting proportionate business-to-business marketing.

Electronic marketing is also subject to the Privacy and Electronic Communications Regulations (PECR), where applicable.

8. Who We Share Your Information With

We may share personal information where reasonably necessary with:

• Authorised staff and service providers

• Accounting and tax software providers

• Payroll and business administration platforms

• Website hosting and IT service providers

• Email, communication and cloud storage providers

• Professional advisers

• HMRC, Companies House and other authorities where required by law

We take appropriate steps to ensure that service providers handling personal information on our behalf have suitable confidentiality and data protection safeguards.

We do not sell or rent personal information to third parties for their own marketing purposes.

9. International Data Transfers

Some of our technology, cloud, communication or software service providers may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we take appropriate steps to ensure compliance with UK data protection law.

Depending on the destination and circumstances, appropriate safeguards may include UK adequacy regulations, approved contractual arrangements or another legally permitted transfer mechanism.

10. How Long We Keep Your Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including applicable legal, contractual and regulatory obligations.

Our general retention approach is:

Business enquiries: Generally retained for up to 12 months after the last meaningful interaction where no client relationship is established.

Business prospecting information: Generally reviewed and deleted within 12 months of collection where no enquiry or client relationship results.

Client records: Retained for the applicable periods required by accounting, tax, anti-money laundering, professional and legal obligations.

Marketing objections: Minimal information may be retained for as long as reasonably necessary to prevent unwanted marketing communications.

Website and analytics information: Retained according to the relevant technology, cookie settings and applicable legal requirements.

Where personal information is no longer required, we take reasonable steps to securely delete or anonymise it.

11. Marketing Communications

We may contact you about our accounting and tax services where permitted by applicable law.

Marketing communications may include:

• Business-to-business postal letters

• Responses to enquiries or consultation requests

• Follow-up communications relating to requested services

• Electronic marketing where legally permitted

• Online advertising

Postal marketing is not subject to PECR's electronic marketing consent requirements, but the processing of personal information remains subject to UK GDPR.

You can object to direct marketing at any time by emailing info@ottaxconsulting.co.uk.

If you object, we will stop using your personal information for direct marketing purposes.

Opting out of marketing does not prevent us from sending essential communications relating to an existing contract or legal obligation.

12. Cookies and Website Tracking

Our website may use cookies and similar technologies to:

• Enable essential website functionality.

• Maintain website security.

• Understand website traffic and performance.

• Improve the visitor experience.

• Support online advertising, where applicable.

Strictly necessary cookies may be used without consent where permitted by law.

Where consent is legally required for analytics, advertising or other non-essential technologies, we will request it before those technologies are used.

You may manage your cookie preferences using the controls available on our website, where applicable, or through your browser settings.

13. How We Protect Your Information

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, disclosure, alteration or misuse.

These measures may include:

• Password-protected systems

• Appropriate account authentication

• Restricted access to client information

• Secure information storage

• Appropriate communication safeguards

• Periodic review of information held

• Secure deletion procedures

Although we take reasonable security precautions, no electronic system or internet transmission can be guaranteed to be completely secure.

14. Your Data Protection Rights

Under UK data protection law, you may have the following rights, depending on the circumstances:

Right to be informed: To understand how your personal information is collected and used.

Right of access: To request a copy of the personal information we hold about you.

Right to rectification: To request correction of inaccurate or incomplete information.

Right to erasure: To request deletion of your personal information in certain circumstances.

Right to restrict processing: To request restrictions on certain uses of your personal information.

Right to data portability: To request the transfer of certain personal information where applicable.

Right to object: To object to certain processing based on legitimate interests.

Right to object to direct marketing: You have an absolute right to object to the processing of your personal information for direct marketing purposes.

Rights relating to automated decision-making: You may have additional rights where solely automated decisions have legal or similarly significant effects.

Right to withdraw consent: Where processing relies on consent, you may withdraw it at any time without affecting processing lawfully carried out before withdrawal.

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

We will respond in accordance with applicable data protection requirements, normally within one month, subject to any legally permitted extension.

15. Children's Privacy

Our accounting and business services are not directed towards children.

We do not knowingly use children's personal information for direct marketing.

Where information relating to children is processed as part of legitimate client services, we apply appropriate data protection safeguards.

16. Complaints

If you have concerns about how we collect or process your personal information, please contact us at:

info@ottaxconsulting.co.uk

You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO).

Information Commissioner's Office

Website: https://ico.org.uk
Telephone: 0303 123 1113

We will cooperate with relevant regulatory authorities where required.

17. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our services, business activities, technology or legal requirements.

The latest version will be published on our website with an updated revision date.

Where required by law, we will provide additional notice of material changes.

18. Contact Us

For questions about this Privacy Policy, your personal information or your data protection rights, please contact:

Ottax Consulting Ltd
124–128 City Road
London
EC1V 2NX
United Kingdom

Email: info@ottaxconsulting.co.uk
Website: www.ottaxconsulting.co.uk