Privacy notice for calls

shan.tax consulting is a trading name of Excessone Limited, registered in England and Wales, company number 08822351. Registered office: 124 City Road, London EC1V 2NX. Contact: contact@shan.tax.

Excessone Limited is the “controller” for the processing described here: the legal term for the organisation that decides why and how personal information is used, and the one answerable for it. The business is run by its director, Shan Sun.

What this notice covers

Introductory and discovery calls with us, and the preparation and follow-up around them, before any engagement is signed. Our website privacy notice covers the site itself, and if we start working together you will get a privacy notice for clients covering the engagement.

Recording, and your choice

Calls are usually recorded and transcribed so that notes are accurate and nobody has to scribble while talking. We ask before recording starts, and saying no does not end the call: we simply take notes by hand instead. You can also change your mind after the call; tell us and we will delete the recording and transcript.

What we collect

Your name, job title and business contact details; the organisation you represent; what is said on the call, which may include information about your organisation, its systems and the people in it; the recording and transcript where you have agreed to one; our notes; and the correspondence around arranging and following up the call.

We ask you not to share confidential taxpayer information, or anything about identifiable individuals beyond what the conversation needs, at this stage. That belongs in a signed engagement, where it is properly protected.

Why, and our lawful bases

We process this information to prepare for the call, to understand whether and how we could help, to follow up accurately, and to keep a record of the conversation while we are in contact.

• Consent is our basis for the recording and transcript. It is asked for before recording starts, refusable without consequence, and withdrawable afterwards.
• Legitimate interests is our basis for the rest: running a sales conversation with a business that approached us, and keeping accurate notes of it, benefits both sides and would surprise nobody on the call. We have weighed that interest against your privacy, we use no more than the conversation itself provides, and you have the right to object at any time using the contact details above.

If you did not book the call

Sometimes people join a call arranged by a colleague, and sometimes people are mentioned on a call they are not part of. This notice is for them too. If you are organising a call with us, please share the link to this page with anyone joining. If you were mentioned on a call, we hold only what was said, we use it for no other purpose, and every right below applies to you equally.

Who else processes it

We use a small number of service providers, each handling information only on our instructions under contract terms data protection law requires: Google Workspace (video calls, recording and transcription, calendar, email and file storage), a meeting note-taking service (currently Granola), and AI assistant tools we use to prepare and to draft follow-ups from notes and transcripts (currently Anthropic’s Claude). Where a provider offers a setting controlling whether data trains its models, we turn training off. A current list of the tools we use is available on request. We do not sell personal information and we share it with no one else unless the law requires it.

Where it goes

Some of these providers process information outside the UK, in the EU and the United States. Where information leaves the UK it is covered either by the UK Government’s adequacy decisions (including the UK-US “data bridge”) or by contract terms approved for international transfers (the ICO’s addendum to the EU standard contractual clauses), as set out in each provider’s data processing terms.

How long we keep it

Recordings, transcripts, notes and related correspondence are kept for 12 months from our last contact, then deleted. If we start working together, the engagement records are kept under the client privacy notice instead. If you withdraw consent to a recording, it and its transcript are deleted when you ask, ahead of that schedule.

Your rights

You have the right to ask for a copy of your information (access); to correct it (rectification); to delete it (erasure); to limit how we use it (restriction); to object to processing based on legitimate interests (objection); to receive information you gave us in a reusable form (portability); and to withdraw consent to recording at any time. Contact us using the details above and we will respond within one month.

How to complain

If you are unhappy with how we have handled your information, tell us by email or post using the details above; we will acknowledge your complaint within 30 days and tell you what we have done or will do. You can also complain to the Information Commissioner’s Office, whether or not you complain to us first: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, helpline 0303 123 1113, https://www.ico.org.uk/make-a-complaint.

Last updated: 1 September 2026.