Who we are
This website is run by Total Lincoln Limited, trading as Total Accounting (company number 05699884), The Garden House, 6 Salisbury Close, Saxilby, Lincoln, LN1 2FS. We are the data controller for the personal information described here.
We are registered with the Information Commissioner's Office, registration number ZA201674. If you have a question about this notice or your data, contact Peter Odam, Director, on 07718 108577 or at post@totallincoln.co.uk.
This website and cookies
This website does not use cookies and does not store anything on your device. It has no analytics or advertising trackers, and loads nothing from other websites. The links to Facebook, X and Google Maps take you to those services, which have their own privacy policies.
Our website host keeps standard server logs, which record your IP address, the pages you visit, the date and time, and your browser type. These are used only to keep the site secure and working, and are kept for 90 days.
When you contact us
When you use the enquiry form, your name, email address, phone number and message are emailed to us through Twilio SendGrid, the email delivery service we use. SendGrid handles the message only to deliver it, and may process it in the United States under safeguards recognised in UK law. The website itself does not keep a copy. When you email or phone us, we receive your name, contact details and whatever you tell us about your enquiry.
We use this to reply to you and, if you want, to discuss working together. Our lawful basis is our legitimate interest in answering enquiries. If your enquiry does not lead to us working for you, we delete it after 9 months.
When you become a client
To provide accountancy and tax services we need personal information such as your name, address, date of birth, National Insurance number or Unique Taxpayer Reference, income, bank and financial records, and details of your business. For payroll this includes information about your employees.
We use it to:
- provide the services you have engaged us for (lawful basis: performance of our contract with you)
- meet our legal duties, including anti-money laundering identity checks and dealing with HMRC and Companies House (lawful basis: legal obligation)
- run our practice, such as billing and keeping proper records (lawful basis: legitimate interests)
More detail is given in our engagement letter and client terms.
Who we share it with
We only share personal information where we need to in order to do our work or meet the law. This includes:
- HMRC, Companies House and The Pensions Regulator, when filing on your behalf
- the software we use to keep records and file returns, including Sage and Dext
- our email, IT and hosting providers, including Twilio SendGrid for website enquiries
- our professional body, insurers or regulators, if required
- anyone else you ask us to share it with
We never sell your information. Some of our service providers may store data outside the UK. Where they do, they protect it with safeguards recognised under UK law.
How long we keep it
We keep client records for as long as the law requires for tax and anti-money laundering purposes, normally six years after our work for you ends, and then delete them securely.
Your rights
You have the right to:
- ask for a copy of the personal information we hold about you
- ask us to correct anything that is wrong or incomplete
- ask us to delete it, where we no longer have a reason to keep it
- ask us to restrict or stop using it, or object to how we use it
- ask for information you gave us in a format you can pass to someone else
To use any of these rights, contact us using the details above. We will reply within one month. There is no charge in most cases.
Complaints
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
Last updated: 5 November 2026