Privacy Policy

Last updated: 19 October 2026

This policy explains how AK Tax & Accountancy Ltd collects and uses personal information through this website and when we meet people who are thinking about working with us. It covers enquiries, newsletter subscriptions, questions submitted to us, initial meetings and the cookies the site uses.

If you are a client, our engagement letter includes a separate privacy notice explaining how we handle the information we need to provide our services.

Who we are

AK Tax & Accountancy Ltd is the data controller for the personal information described in this policy. We are a company registered in England and Wales, company number 07608970, and we are registered with the Information Commission (ICO) under registration number ZA091954.

Address: Suite 1 Christchurch House, Sir Thomas Longley Road, Rochester, Kent ME2 4FX
Email: contact@aktax.co.uk

Phone: 01634 540 040

What we collect

Enquiry form: your name, email address, phone number, company name and anything you include in your message.
Newsletter sign-up: your email address.
Suggest a question form: your first name (optional), email address and the question you send us.
Initial meetings: notes of what we discuss and, if we record the meeting, the recording, transcript and summary (see "Recording meetings" below).
Cookies and site usage: information about how you use the website, such as pages visited and the type of device and browser you use. See "Cookies" below.

Please do not include sensitive personal or financial information in the enquiry form. If we need it, we will ask for it through a secure route.

How we use it, and why

To respond to your enquiry and, if we decide to work together, to prepare a proposal. We do this because it is in our legitimate interests to respond to people who contact us, and because you have asked us to take steps before entering into a contract.
To keep an accurate record of our meetings and discussions, so that we can follow up properly and deal with any later questions about what was said. We do this because it is in our legitimate interests.
To send our monthly Insights email, if you have subscribed. We do this with your consent, which you can withdraw at any time using the unsubscribe link in each email or by contacting us.
To reply to questions you suggest, and to consider them as topics for future articles. If we write about your question, we will not name you or your business.
To keep the website working and understand how it is used. We rely on our legitimate interests for essential cookies, and on your consent for analytics cookies.

We do not sell your information, and we do not use it for automated decision-making or profiling.

Recording meetings

When we meet by video or phone, we may record and transcribe the meeting using Vinyl, an AI meeting assistant designed for accountants. Vinyl produces a transcript and a summary of the discussion, which means we have an accurate record and can give you our full attention rather than taking notes.

We will tell you before or at the start of the meeting if we intend to record it, and you can ask us not to. A member of our team reviews any summary before we rely on it, and Vinyl is not used to make decisions about you.

Vinyl stores meeting data mainly in Australia. To produce transcripts and summaries, it uses specialist providers based in the United States. Vinyl does not use recordings, transcripts or summaries to train its AI, and the data is encrypted in transit and when stored. Only the people at AK Tax who need to see a recording can access it.

Who we share it with

We only share your information where it is needed for the purposes above:

WIX, which hosts this website and processes the information you submit through the forms.
Microsoft 365, our email provider, which receives the messages you send through the website.
Mailchimp (Intuit), which we use to send our Insights email, if you subscribe.
Vinyl, which records, transcribes and summarises meetings, if we record a meeting with you, and the providers it uses for transcription and summaries.
Our regulated financial planning partner, Continuum, but only if you ask us to make an introduction, and only with your permission.
Professional advisers, regulators or law enforcement, where we are required to by law.
Some of these providers may process information outside the UK, including in the United States and, for recorded meetings, Australia. Where that happens, we rely on the safeguards required by UK data protection law, such as the UK Extension to the EU-US Data Privacy Framework or approved contract terms.

How long we keep it

Enquiries that do not lead to an engagement: up to 12 months, then deleted. If we met or discussed your circumstances, we may keep a record of that conversation, including any meeting transcript or summary, for up to 6 years to deal with any later questions or claims.
Meeting recordings: deleted after 6 years. The transcript and summary are kept as described above.
Enquiries that lead to an engagement: kept as part of your client records, under the privacy notice in your engagement letter.
Newsletter subscriptions: until you unsubscribe. We then keep only what we need to make sure you are not emailed again.
Suggested questions: up to 12 months, then deleted.

Keeping your information secure

Information you submit through this website is encrypted while it travels to us. We limit access to it to the people who need it, and the providers listed above are required to protect it under contract.

Your rights

You have the right to:

ask for a copy of the personal information we hold about you
ask us to correct information that is wrong or incomplete
ask us to delete your information
object to, or ask us to restrict, how we use your information
withdraw your consent at any time, where we rely on consent
ask for your information in a format you can take elsewhere, in some circumstances

To use any of these rights, email contact@aktax.co.uk. We will respond within one month.

This website uses cookies, which are small files stored on your device. Some are essential for the site to work. Others help us understand how visitors use the site, and these are only set if you agree to them through the cookie banner. You can change your choice at any time through [the cookie settings link in the footer / your browser settings].

Complaints

If you are unhappy with how we have handled your personal information, please contact us first so we can try to put it right. You can email contact@aktax.co.uk, call 01634 540 040 or write to us at the address above. We will acknowledge your complaint within 30 days and let you know the outcome without undue delay. You also have the right to complain to the Information Commission (ICO) at ico.org.uk or on 0303 123 1113.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last changed.