How we handle your data.

The Thames Valley Landlord Tax Experts Co. (referred to throughout as “we”, “us”, or “the intro service”) operates this website. We are the data controller for personal data submitted through the site. We are a free intro service: we do not provide tax advice ourselves. Instead, we curate a small network of specialist landlord accountants across the Thames Valley and match you to the right firm based on what you tell us. We are based in Reading, Berkshire.

For any privacy enquiries, contact us by email at privacy@thamesvalleylandlordtax.co.uk.

We collect personal data in three places:

The readiness check form. When you submit it, we record your email address, mobile number, the number of properties you own, your annual gross rent band, and your current bookkeeping method. We also record the time of submission and your browser’s user agent string (a technical identifier of your browser and operating system).

The booking form. When you tell us about your situation, we record your name, email address, mobile number, the town you’re based in, and the description you’ve given of your situation. Same time stamp and user agent as above.

Analytics (only if you accept). If you choose “Accept” on the cookie banner, Google Analytics records pseudonymised data about your visit: pages viewed, time on page, device type, approximate location (city level, derived from IP), and the referring source. Your IP address is collected but not stored by Google after it’s used to derive approximate location. If you choose “Reject”, none of this is collected.

We do not collect special category data, financial details, identity documents, or anything beyond what you tell us via the forms.

Form data. We use the information you submit to match you with a specialist accountant from our small Thames Valley network. When we make the match, we forward your submission to that firm so they can come back to you directly. The network firms are bound by data-processing agreements that limit them to using your data for the introduction and any engagement that follows. We do not pass it to third-party marketers or lead brokers.

Analytics data. We use anonymised, aggregated analytics to understand which pages help, where visitors leave, and which town pages bring in the most enquiries. We do not use it to build profiles, retarget you with adverts, or share with other companies.

Under UK GDPR, our lawful bases are:

• Consent for analytics cookies (UK PECR Regulation 6). You give this by clicking “Accept” on the cookie banner. You can withdraw it at any time via the Cookies link below or in any footer.
• Legitimate interest for processing your form submissions, since you actively contacted us and we’re responding. You can object to this processing at any time by emailing us.
• Contract if you become a client, for the data we process to deliver accountancy services to you. A separate engagement letter sets this out in detail.
• Legal obligation for client records we are required to keep under accountancy professional standards (typically six years from the end of the engagement).

We share the minimum data necessary with the following service providers, all acting as our data processors under written agreements:

• The matched network firm. When we match your enquiry to a specialist firm in our Thames Valley network, we forward your submission so they can respond directly. From that point, the firm is the data controller for any engagement that follows, under their own privacy policy and engagement letter.
• Google (Sheets and Analytics). Form submissions are stored in a private Google Sheet accessible only by intro-service staff. If you accept analytics cookies, page-level data is processed by Google Analytics. Google may transfer this data to the United States under the EU-US Data Privacy Framework. Google’s privacy policy: policies.google.com/privacy.
• Our hosting provider. Standard server logs (IP, request path, timestamp) are kept briefly for security and operational reasons.

We do not sell your data, share it with advertisers, or use it for retargeting.

• Form submissions where you don’t engage us: retained for two years from submission, then deleted, unless you ask us to delete sooner.
• Client records: retained for six years from the end of the engagement, in line with accountancy professional record-keeping requirements.
• Analytics data: Google Analytics retains user-level data for 14 months by default. Aggregated reports are kept for the lifetime of the property.
• Cookie consent choice: stored in your browser’s localStorage indefinitely until you clear it or change your choice.

The site uses no cookies until you choose “Accept” on the consent banner. Until then, only your consent choice itself is stored, in localStorage (which is not a cookie and is not transmitted to any server).

If you choose “Accept”, Google Analytics sets the following cookies:

• _ga — used to distinguish unique visitors. Expires after 2 years.
• _ga_W7TCH4GRCK — used by Google Analytics to persist session state. Expires after 2 years.

You can change your choice at any time via Cookies.

Under UK GDPR you have the right to:

• Request a copy of the personal data we hold about you (subject access).
• Ask us to correct inaccurate data.
• Ask us to delete your data, subject to our legal retention obligations.
• Restrict or object to our processing.
• Receive your data in a portable format.
• Withdraw consent for analytics at any time.
• Complain to the Information Commissioner’s Office (ICO) if you believe we have mishandled your data: ico.org.uk/make-a-complaint.

To exercise any of these rights, email privacy@thamesvalleylandlordtax.co.uk. We respond within one working hour during office hours, and within 30 days at the latest as required by UK GDPR.

If we change how we handle data, we update this page and the “Last updated” date at the top. Material changes are also flagged via a notice on the cookie banner the next time you visit.