Website privacy notice

Who is responsible for your information?

I am Jacob Bilbe, trading as JB Tax Solutions. I am the controller responsible for the personal information described in this notice.

For privacy questions or requests, email jacob@jbtaxsolutions.co.uk.

This notice covers website visitors and people who contact me about my services. If you engage me for further work, I will provide additional privacy information relevant to your engagement.

Information you provide

When you make an enquiry, I collect your name, email address, any telephone number you choose to provide, and the information in your message and subsequent correspondence. This may include information about your business or other people involved in the matter.

Please provide only what is needed to explain your initial enquiry. Do not submit passwords, National Insurance numbers, bank details, identity documents, health information, or detailed information about criminal allegations or offences through the website form. If further information is needed, I will discuss an appropriate way to provide it.

If sensitive information is provided unexpectedly, I will use only what is necessary to assess the enquiry, arrange a more appropriate method where needed, and delete information that is not required in accordance with my retention approach.

The form requires a name, email address and message so that I can understand and respond to your enquiry. Providing a telephone number is optional. You can contact me by email instead.

Why I use your information

I use enquiry information to understand your request, assess whether I can help, respond to you, discuss potential work and keep an appropriate record of our communications.

Where you ask me to take steps towards entering a contract with you personally, I rely on the lawful basis of taking steps at your request before entering that contract.

For general enquiries and enquiries on behalf of a business or another person, I normally rely on my legitimate interests in responding to requests and operating my advisory practice. I also rely on legitimate interests for proportionate website security, preventing abuse, and retaining information where needed to establish, exercise or defend legal claims.

If I need to process information to comply with a specific legal obligation, I will rely on that obligation and explain it where relevant.

Professional support tools

I use external research, drafting and analytical services, including AI tools, to support my work. This may involve sharing relevant correspondence and documents containing personal information with those providers. I review outputs personally and remain responsible for my advice.

Service providers and referrals

Fly.io hosts this website. The application is configured to run in Fly.io's London region. Fly.io processes technical information needed to deliver and secure the website, including application and security logs. Searchable application logs are normally retained for approximately seven days. The website code does not intentionally write enquiry contents to those logs.

The enquiry form uses Resend to deliver your name, email address, optional telephone number and message to my Microsoft 365 Outlook inbox. Resend also processes email-delivery metadata. Resend's primary processing takes place in the United States, and its data processing terms include safeguards for transfers from the United Kingdom. Resend states that customer data is deleted within 90 days after an account ends, subject to applicable legal requirements.

Microsoft 365 supports my business correspondence and document storage through Exchange Online and OneDrive. The data-at-rest location shown for these services in my Microsoft tenant is the United Kingdom.

Cloudflare Turnstile checks form submissions to help prevent automated abuse. It processes technical information associated with the visitor, browser and device for that purpose. Cloudflare states that Turnstile does not access, store or transmit the communication or other information entered into the form. The optional pre-clearance feature is not enabled.

If an introduction to another professional would be helpful, I will discuss it with you before passing on your details. Alternatively, I may provide their contact details so that you can contact them directly.

At the initial enquiry stage, information normally comes directly from the person contacting me. If, with your agreement, an accountant, solicitor or other professional later provides information about your matter, I will use it only for the agreed purpose and will explain any further privacy arrangements where appropriate.

Information may also be disclosed where required by law, or where necessary and lawful to obtain professional advice or deal with a complaint or claim.

Where information is processed

Some service providers process information outside the United Kingdom, including in the United States. This can include email delivery, technical support and the professional support tools described above. Hosting the website in London does not mean that all related processing takes place in the United Kingdom.

Microsoft and Resend publish data protection terms covering international transfers, including standard contractual safeguards. The arrangements applicable to other providers depend on the service and account used.

You can contact me using the email address above for further information about where your information is processed and the safeguards applicable to it.

Marketing

Making an enquiry does not add you to a newsletter or marketing mailing list. Responding to your enquiry and following up about it are separate from marketing. Any future marketing arrangements will be explained separately.

How long I keep enquiry information

If an enquiry does not lead to an engagement, I normally keep it and the associated correspondence in my active mailbox for no more than six months after the last meaningful contact. I then review and delete it unless there is a documented reason to keep it longer. After deletion, Microsoft may keep the message in a recoverable area for a short period under its standard service settings or for longer where a legal or retention hold applies.

Information may be kept longer where there is a documented reason, such as an ongoing complaint, dispute or legal requirement. Any longer retention will be limited to what is necessary and reviewed.

Records relating to an engagement are subject to separate retention arrangements explained as part of that engagement.

Your rights

Depending on the circumstances, you may have rights to access your personal information, correct inaccuracies, request deletion, restrict its use, or receive certain information in a portable format. Where processing relies on consent, you may withdraw that consent without affecting the lawfulness of earlier processing.

Your right to object: where I rely on legitimate interests, you can object to processing on grounds relating to your particular situation.

To exercise a right, contact me using the email address above. These rights are subject to applicable conditions and exceptions.

Questions and complaints

Please contact me if you have a concern about how your information is handled. You also have the right to complain to the Information Commissioner's Office, the UK data protection regulator, whether or not you contact me first.

Visit the ICO complaints page for information about making a complaint.