Privacy notice

This notice explains what personal data we process, why we process it, who we share it with and the rights you have. It covers our website and filing software. It does not cover any service you use separately from us.

1. Who we are

TaxMyCompany is operated by LiquidWebSpace LTD, which is the data controller for the personal data described in this notice. We are a UK-based software provider offering self-service software for preparing company accounts and Corporation Tax returns. Online submission is currently unavailable.

2. Information we collect

We only collect what we need to run your account, prepare your drafts and keep an accurate record of what you reviewed.

Information you give us

• Account details: your name, email address and password (stored only as a secure hash).
• Filing details: your company's accounting figures, accounting period dates, Corporation Tax calculations and any notes you add.
• Authorisation details: your company's Unique Taxpayer Reference (UTR). We may ask for a Companies House authentication code when online submission becomes available, but we will not store that code.
• Declarations: the confirmations you make after reviewing your information and documents.
• Support messages: anything you send to our support team.
• Automatic-assistance inputs: questions, descriptions and documents you choose to submit for extraction or explanation.

Information we collect automatically

• Technical data: IP address, browser type, device information and pages viewed, used to keep the service secure and working.
• Security and audit logs: sign-in attempts and changes to your draft records, retained so activity can be traced.

Information from official registers

• Company data: company name, number, status, registered office, officers and filing history, retrieved from Companies House.

3. Why we use your information

The table below summarises what we do with personal data and the lawful basis we rely on under the UK GDPR. Where we rely on legitimate interests, we have balanced our interests against your rights and expectations.

We do not sell your personal data, and we do not use it for advertising or profiling.

4. Who we share it with

We share personal data only where it is necessary:

• HM Revenue & Customs - once statutory submission is launched, to submit the documents you authorise.
• Companies House - currently to retrieve official company data and, once statutory submission is launched, to file accounts you authorise.
• Payment providers - once card payments are enabled, they will be handled by our payment processor. We will not store full card numbers.
• Service providers - hosting, database, email delivery and error monitoring providers who process data on our instructions under written agreements.
• Automated processing provider - when you request automatic help, the prompt, relevant return context and any document you choose are sent to our contracted processing provider to produce the requested result. We request non-storage for responses and delete temporary uploaded files after the request.
• Professional advisers and authorities - where we are legally required to disclose information, or to establish or defend legal claims.

5. Transfers outside the UK

We aim to keep personal data within the UK. Where a supplier processes data outside the UK, we put appropriate safeguards in place (such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses) and require an equivalent level of protection.

6. How long we keep it

We keep personal data only for as long as we need it:

• Account data - while your account is open, and for 12 months after you close it.
• Filing records and declarations - for up to 6 years after the end of the relevant accounting period so your work and confirmations remain auditable.
• Security and audit logs - normally 12 months.
• Payment and order records - 6 years, to meet tax and accounting requirements.
• Support messages - 24 months.

When data is no longer needed we delete or anonymise it.

7. Keeping your data secure

We use encryption in transit, hashed passwords, access controls, audit logging and least-privilege access for our team. UTRs are restricted to the systems and people that need them. When online submission becomes available, a Companies House authentication code will be used only for the requested submission and will not be stored. If a breach affects your rights, we will tell you and the ICO as required.

8. Cookies

We use a small number of essential cookies and similar storage to keep you signed in, protect forms against cross-site request forgery and remember your session. We do not use advertising or third-party tracking cookies. Blocking essential cookies will prevent you from signing in or preparing drafts.

9. Your rights

Under the UK GDPR you have the right to:

• be informed about how we use your data;
• access a copy of your personal data;
• ask us to correct inaccurate data;
• ask us to delete data we no longer need;
• ask us to restrict or object to certain processing;
• receive data you provided to us in a portable format;
• withdraw consent where we rely on it.

These rights are not absolute - for example, some records may need to be kept to meet legal or accounting obligations. To exercise any right, email support@taxmycompany.co.uk. We respond within one month and may ask you to verify your identity first.

10. How to complain

If you are unhappy with how we have handled your data, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.

11. Changes to this notice

We may update this notice to reflect changes in the service or the law. We will publish the new version here with a revised "last updated" date, and will email you about any material change that affects you.

12. Contact us

Questions about this notice or your personal data? Email support@taxmycompany.co.uk.

See also our Terms of service and About us.