Last updated: 25/11/2025

Company: Saxton Vincent Ltd (Registered in England & Wales No. 16336111)

Registered office: 37 Shiphay Lane, Torquay, Devon, TQ2 7DU, United Kingdom

Email: [email protected]

Telephone: 01803 500 500

1. Introduction

This Privacy Policy explains how we (Saxton Vincent Ltd) collect, use, disclose and protect your personal data when you visit our website, make enquiries, become a client, or otherwise interact with us. We are committed to safeguarding your personal data and ensuring we comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data We Collect

We may collect and process the following personal data:

- Contact and identity information: such as name, title, job role, company name, email address, postal address, telephone number.

- Service / engagement information: details of the accounting or tax services you request from us, including any information you provide in the course of our engagement.

- Technical and usage data: information about your visit to our website (e.g. IP address, browser type, operating system, pages visited, time spent) via cookies or similar tracking technologies.

- Financial and tax data: where you become a client, we may process sensitive personal data (special category data) such as tax records, financial information, and in some cases health or other protected characteristics if relevant to the service.

- Communications data: correspondence and communications between you and us (email, telephone, written, online chat).

- Marketing data: if you opt in, we may hold your marketing preferences and history of communications.

3. How We Use Your Data (Purposes & Legal Bases)

We will use your personal data for the following purposes, with the corresponding legal basis:

- Providing accounting and tax services — necessary for the performance of a contract we have with you (or are about to enter into).

- Compliance and regulatory obligations — we may process data as required by law (for example anti-money-laundering, tax law, auditing).

- Client and prospect communications — for legitimate interests, namely maintaining our relationship, providing updates and information relevant to our services. You may opt out of non-essential communications.

- Marketing and newsletters — with your prior explicit consent. You can withdraw consent at any time.

- Website analytics and improvement — legitimate interests, for example to monitor how users engage with our website and to improve our services.

- Security, fraud prevention and legal claims — necessary for our legitimate interests in protecting our business and clients, or to comply with a legal obligation.

4. Sharing Your Data

We may share your personal data with:

- Service providers who act as our data processors (for example IT hosting providers, software vendors, communications platforms).

- Professional advisers, auditors or regulatory bodies, where required by law or competent authority.

- Third parties in the event of a sale, merger, reorganisation or insolvency, only insofar as reasonably necessary.

- Other third parties with your specific consent.

We will ensure that appropriate contractual safeguards and security measures are in place when sharing your data with third parties.

5. International Transfers

Your personal data may be stored and processed within the UK or (if we use a provider whose servers are outside the UK/EEA) potentially transferred outside the UK/EEA. In such cases we will ensure that appropriate safeguards apply (such as standard contractual clauses, adequacy decisions, or other measures) to protect your rights and data.

6. Data Retention

We will retain your personal data only for as long as necessary for the relevant purpose, including complying with legal, accounting, tax or regulatory obligations. For example:

- Client accounting records: 6 years (or longer if required by law or professional rules) after the end of the engagement.

- Prospective client enquiries: typically up to 2 years unless you become a client or request deletion.

- Website analytics: typically up to [specify, e.g. 24 months], unless longer retention is required for legitimate business purposes.

When we no longer need your data we will securely delete or anonymise it.

7. Your Rights

Under the UK GDPR you have the following rights in respect of your personal data:

- Right of access: you may request a copy of the personal data we hold about you.

- Right to rectification: you may ask us to correct inaccurate or incomplete data.

- Right to erasure ("right to be forgotten"): in certain circumstances you may ask us to delete your personal data.

- Right to restrict processing: you may ask us to suspend processing of your data in certain circumstances.

- Right to data portability: where applicable, you may request your data in a structured, commonly-used format and transmit it to another controller.

- Right to object: you may object to our processing of your personal data where we are relying on legitimate interests.

- Right in relation to automated decision-making/ profiling: you have rights in relation to automated processes, if any, that significantly affect you.

To exercise any of these rights, or for any query relating to your personal data, please contact us at the email or telephone above. We may require proof of identity before responding.

If you are unhappy with how we have processed your personal data, you also have the right to lodge a complaint with the UK Information Commissioner’s Office (“ICO”) at https://ico.org.uk/

or by telephone 0303 123 1113.

8. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to improve user experience, monitor website usage, and personalise content. Details of the cookies we use and how you can manage or disable them are set out in our separate Cookies Policy (link provided on our site).

9. Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include access controls, encryption (where appropriate), secure systems and regular review of our processes.

10. Links to Other Websites

Our website may contain links to third-party websites. This Privacy Policy does not apply to those websites; you should review the privacy policy of any such site. We are not responsible for the data protection practices of those external sites.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website with an updated “Last updated” date. Where appropriate, we may notify you directly of significant changes.

12. Contact Us

For any questions, requests or exercise of rights related to this policy or your personal data, please contact:

Saxton Vincent Ltd

37 Shiphay Lane, Torquay, Devon, TQ2 7DU

Email: [email protected]

Telephone: 01803 500 500