Privacy Policy

1. Who We Are

Taxbix is a trading name of Gain Financial Solutions Ltd ("we", "us", "our"). We are a UK-based accounting and tax advisory firm. We are registered with the Institute of Certified Bookkeepers (ICB Member ID: 22465) and act as a registered HMRC Agent.

This Privacy Policy explains how we collect, use, store and protect your personal data when you visit our website or use our services, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data We Collect

We may collect the following types of personal data:

Identity data: name, job title, profession
Contact data: email address, phone number, postal address
Financial data: information necessary to provide accounting and tax services
Technical data: IP address, browser type, pages visited (collected via cookies)
Communications data: messages sent through our contact forms or WhatsApp

Documents you send to Taxbix Books

When you upload a document, forward an email to your Taxbix address, or send a photo or PDF to the Taxbix WhatsApp number, we store the file and, for emails, the sender address, subject and text of the email, so that it can be read and filed in your books. The content is read by an AI service to extract the supplier, dates and amounts; it is not used to train AI models. Emails that contain no financial document (for example newsletters or logos) are archived with the reason and kept with the rest of your records. For WhatsApp we store your mobile number, which you link yourself from your account settings, and the messages you send to the Taxbix number. You can unlink the number at any time.

3. How We Use Your Data

We use your personal data for the following purposes:

To provide and manage accounting, tax and payroll services
To respond to enquiries and lead form submissions
To communicate with HMRC on your behalf (where authorised)
To send you relevant updates about your account or services
To comply with legal and regulatory obligations
To improve our website and services

4. Legal Basis for Processing

We process your personal data on the following legal bases:

Contract: to fulfil our obligations under our service agreement with you
Legal obligation: to comply with HMRC requirements and anti-money laundering regulations
Legitimate interests: to respond to enquiries and improve our services
Consent: where you have explicitly consented (e.g. marketing communications, analytics and advertising cookies)

5. Data Storage and Security

Your data is stored securely using industry-standard encryption. We use carefully chosen service providers for hosting and database, email delivery, payments, appointment booking, bank feeds (only if you connect your bank) and AI processing (to read documents you upload and to power the Ask Taxbix assistant). Each works under a data processing agreement, and some may process data outside the UK under the UK's approved safeguards. HMRC and Companies House receive data only when you ask us to file or look something up. Business customers can ask for the list of providers by emailing contact@taxbix.com.

On our public website, Google (Analytics) and Meta (the Meta Pixel) receive data only if you agree to analytics or advertising cookies (see section 8).

We do not sell, rent or trade your personal data with third parties for marketing purposes.

Our Trust and security page lists the security measures we have in place and the services that process data for us.

Reporting a security concern: If you believe your account or data has been compromised, or you notice a security vulnerability in our software, please tell us immediately using the contact email in section 11. We treat every report urgently. Where a personal-data breach has occurred, we report it to the Information Commissioner's Office (ICO) within 72 hours of becoming aware of it unless it is unlikely to put anyone's rights at risk, and we tell the people affected without undue delay when the risk to them is high.

Sign-in and access: two-step verification (an authenticator app or email codes) is available to every user and is always asked for before filing to HMRC, connecting a bank feed or recording an anti-money laundering decision. A business owner, or an accounting practice, can require it for everyone on their team. Each business has an activity log of who changed what, which the owner can download.

6. Data Retention

We retain your data for as long as necessary to fulfil the purposes outlined in this policy, and no longer than the law allows. In Taxbix Books each business can see these periods under Settings, Privacy and data:

Books and tax records (invoices, bills, bank lines, journals): at least 6 years from the end of the financial year they relate to (HMRC).
Payroll and CIS records: at least 3 years from the end of the tax year they relate to (HMRC).
Anti-money laundering records kept by an accounting practice: 5 years after the client relationship ends, or longer if the practice sets it (Money Laundering Regulations 2017).
The log of documents read by AI (model and cost only, no document content): 24 months, then deleted automatically.
Two-step sign-in confirmations: 30 days, then deleted automatically.

Records the law requires a business to keep are never deleted automatically: when their period ends they are listed for the business to decide. The only exception is a closed account (below): its records are deleted when their period ends.

Closing your account

You can close your Taxbix account and ask us to delete your data in Taxbix Books, under Settings, Close account and delete data. We first show you what will be deleted, what must be kept and for how long, and you confirm in writing (your full name, a set sentence, a tick box and two-step verification). We keep a record of that confirmation, with the date and time and the IP address we saw, and email you a copy.

Nothing is deleted for 14 days, so you can change your mind and cancel.
After that, deletion is permanent and cannot be undone. Your sign-in, profile, connections to HMRC, banks and other services, AI chats and access tokens are deleted, and so is any business that has no records the law says must be kept.
Records the law says must be kept stay, locked, until their period ends, and are then deleted: tax records 6 years from the end of the financial year, payroll and CIS records 3 years after the end of the tax year, and an accounting practice's anti-money laundering records 5 years after the client relationship ends.
Any subscription is cancelled and there is no refund for the current or any past period (see our Terms of Service).
The record of your confirmation is kept as evidence of your instruction.

7. Your Rights

Under UK GDPR, you have the following rights:

Right of access: request a copy of the data we hold about you
Right to rectification: request correction of inaccurate data
Right to erasure: request deletion of your data (subject to legal obligations)
Right to restrict processing: request we limit how we use your data
Right to data portability: receive your data in a structured format
Right to object: object to processing based on legitimate interests

To exercise any of these rights, please contact us at contact@taxbix.com. We reply within one month of receiving your request. If it is complex, or you have made several requests, we may extend this by up to two more months; we will tell you within the first month and explain why.

If your details are in the books of a business or accounting practice that uses Taxbix (for example as their customer, supplier or employee), that business decides how your data is used and answers your request. Taxbix gives them the tools to find, export, correct and delete your records, and we will pass your request on to them if you send it to us.

8. Cookies

Cookies are small files a website stores on your device. Under the Privacy and Electronic Communications Regulations (PECR) we use only strictly necessary cookies without asking. Analytics and advertising cookies are used only if you agree, and nothing optional loads until you have made a choice. On your first visit a banner asks you; "Accept all" and "Reject all" are equally easy, and "Choose" lets you pick.

Strictly necessary (always on):

tbx_consent (cookie, taxbix.com, 6 months): remembers your cookie choice so we do not ask on every page.
tbx_lang (browser storage, taxbix.com): remembers the language you picked, only if you pick one.
Taxbix Books sign-in (browser storage, only in the app at taxbix.com/accounting): keeps you signed in. Set by our sign-in provider.
Payment security (set by our payment provider, only on payment pages): prevents fraud when you pay by card.
Form protection (only on forms that use it, such as the free guide form): checks that the form is sent by a person and not a bot.

Analytics (only with your consent):

Google Analytics (Google, cookies _ga and _ga_<id>, up to 2 years): counts visits and shows which pages are used, so we can improve the website. Google may process this data in the United States.

Advertising (only with your consent):

Meta Pixel (Meta Platforms, cookie _fbp, 3 months): measures whether our adverts on Facebook and Instagram lead to visits and enquiries. Meta may process this data in the United States.

We also use Google Consent Mode, which tells Google tags that consent has not been given until you agree.

You can change or withdraw your choice at any time with the "Cookie settings" link at the bottom of every page, or here: Cookie settings. When you withdraw consent we delete the analytics and advertising cookies on our domain. You can also block or delete cookies in your browser settings. We ask again after 6 months.

9. Third-Party Links

Our website may contain links to third-party websites (such as Stripe, Calendly). We are not responsible for the privacy practices of these sites and recommend you review their individual privacy policies.

10. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website with the date of last update shown above.

11. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us:

Email: contact@taxbix.com
Phone: 07892 656 897
Address: 102 Rookery Court, 80 Ruckholt Road, Mainyard Studios Office C05, London, E10 5FA

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.