Please find our Terms and Conditions detailed below.
To download a copy of these terms as a PDF, click here.
1.1 These terms and conditions set out the general terms under which we undertake our business. The specific conditions relating to particular assignments will be covered in a separate letter of engagement.
- Ethical Guidelines
2.1 We are bound by the ethical guidelines of the Association of Chartered Certified Accountants, and accept instructions to act for you on the basis that we will act in accordance with those ethical guidelines. A copy of these guidelines can be viewed at our offices on request or can be seen at www.accaglobal.com. We will not be liable for any loss, damage or cost arising from our compliance with statutory or regulatory obligations.
3.1 Our fees may depend not only upon the time spent on your affairs but also on the level of skill and responsibility and the importance and value of the advice that we provide, as well as the level of risk.
3.2 If we provide you with an estimate of our fees for any specific work, then the estimate will not be contractually binding unless we explicitly state that that will be the case.
3.3 Where requested we may indicate a fixed fee for the provision of specific services or an indicative range of fees for a particular assignment. It is not our practice to identify fixed fees for more than a year ahead as such fee quotes need to be reviewed in the light of events. If it becomes apparent to us, due to unforeseen circumstances, that a fee quote is inadequate, we reserve the right to notify you of a revised figure or range and to seek your agreement thereto.
3.4 In some cases, you may be entitled to assistance with your professional fees, particularly in relation to any investigation into your tax affairs by HMRC. Assistance may be provided through insurance policies you hold or via membership of a professional or trade body. Other than where such assurance was arranged through us you will need to advise us of any such insurance cover that you have. You will remain liable for our fees regardless of whether all or part are liable to be paid by your insurers.
3.5 Our normal hourly rates range from £30 to £180 per hour and are revised annually.
3.6 We will bill periodically and our invoices will be due for payment within 30 days of the invoice date. Our fees are exclusive of VAT which will be added where it is chargeable. Any disbursements we incur on your behalf and expenses incurred in the course of carrying out our work for you will be added to our invoices where appropriate.
3.7 Unless otherwise agreed to the contrary our fees do not include the costs of any third party, counsel or other professional fees.
3.8 It is our normal practice to ask clients to pay by monthly standing order and to periodically adjust the monthly payment by reference to actual billings.
3.9 We reserve the right to charge interest on late paid invoices at the rate of 5% above bank base rates under the Late Payment of Commercial Debts (Interest) Act 1998. We also reserve the right to suspend our services or to cease to act for you on giving written notice if payment of any fees is unduly delayed. We intend to exercise these rights only where it is fair and reasonable to do so.
3.10 If you do not accept that an invoiced fee is fair and reasonable you must notify us within 21 days of receipt, failing which you will be deemed to have accepted that payment is due.
3.11 If a client company, trust or other entity is unable or unwilling to settle our fees we reserve the right to seek payment from the individual (or parent company) giving us instructions on behalf of the client and you agree that we shall be entitled to enforce any sums due against the Group Company or individual nominated to act for you.
3.12 In the case of a dispute over the level of fees charged we reserve the right to require that the matter is dealt with through arbitration. We recommend that arbitration is undertaken by the fee arbitration service provided by ACCA for members. The fee arbitrator will be appointed by the ACCA president; the fee will be as negotiated with the ACCA arbitrator.
- Client Monies
4.1 We may, from time to time, hold money on your behalf. Such money will be held in trust in a client bank account, which is segregated from the firm’s funds. The account will be operated, and all funds dealt with, in accordance with the Clients’ Monies Rules of the Association of Chartered Certified Accountants. These rules can be found on the ACCA website at www.accaglobal.com.
4.2 Fees paid by you in advance for professional work to be performed and clearly identifiable as such shall not be regarded as clients’ monies.
- Internal Disputes
5.1 If we become aware of a dispute between the parties who own or are in some way involved in the ownership and management of the business, it should be noted that our client is the business and we would not provide information or services to one party without the express knowledge and permission of all parties. Unless otherwise agreed by all parties we will continue to supply information to the main contact address for the attention of the nominated contact. If conflicting advice, information or instructions are received from different individuals in the business we will refer the matter back to the nominated contact and take no further action until the nominated contact has agreed the action to be taken.
- Investment Services
6.1 Investment business is regulated under the Financial Services and Markets Act 2000.
6.2 If during the provision of professional services to you, you need advice on investments, we may have to refer you to someone who is authorised by the Financial Services Authority. However, as we are licensed by the Association of Chartered Certified Accountants (ACCA), we may be able to provide certain investment services that are complementary to, or arise out of, the professional services we are providing to you.
6.3 Should you require advice on investment business which we are unable to give, as we are not authorised by the Financial Services Authority (FSA), we can send you a list of Independent Financial Advisors whom are authorised by the FSA, for your perusal and consideration.
- Commissions or Other Benefits
7.1 In some circumstances, commissions or other benefits may become payable to us in respect of transactions which we arrange for you. Where this happens we will notify you in writing of the amount and terms of payment. The same will apply where the payment is made to or the transactions are arranged by a person or business connected with ours. Where the monies received are below a specified minimum amount we will not notify you of the individual amounts received. This de-minimus amount is currently £10.
7.2 The fees that would be otherwise payable by you as described will not take into account the benefit to us of such amounts. You consent to such commission or other benefits being retained by us or, as the case may be, by our associates, without our or their being liable to account to you for any such amounts.
- Retention of Records
8.1 You have a legal responsibility to retain documents and records relevant to your tax affairs. During the course of our work we may collect information from you and others relevant to your affairs. We will return any relevant documents to you if requested. Documents and records relevant to your affairs are required by law to be retained as follows:
Individuals, Trustees and Partnerships
– with trading or rental income: 5 years and 10 months after the end of the tax year;
– otherwise: 22 months after the end of the tax year;
Companies, LLPs and other corporate entities
-6 years from the end of the accounting period;
When providing any information to us you, will at all times ensure that you maintain a backup copy. Also in the event that you use software applications offered on the Portal for processing your data, you should be aware that we are not responsible for creating backup copies of the this and will not be liable for any damage arising from or in connection with the loss of the information.
8.2 Whilst certain documents may legally belong to you we may destroy correspondence and other papers that we store, electronically or otherwise, which are more than 7 years old. You must tell us if you require the return or retention of any specific documents for a longer period.
9.1 We shall not be treated as having notice, for the purposes of our audit/accounts/tax responsibilities, of information provided to members of our firm other than those engaged on the specific assignment (for example, information provided in connection with accounting, taxation and other services).
10.1 The services we undertake to perform for you will be carried out on a timescale to be determined between us on an ongoing basis.
10.2 The timing of our work will in any event be dependent on the prompt supply of all information and documentation as and when required by us.
- Third Parties
11.1 Any advice we give you will be supplied on the basis that it is for your benefit only and shall not be disclosed to any third party in whole or part without our prior written consent. It may not be used or relied upon for any other purpose or by any other person other than you without our prior written consent. If our advice is disclosed to any third party (with or without our consent), then we accept no responsibility or liability to that third party for any consequences that may arise to them, should they rely on the advice.
11.2 If it is proposed that any documents or statement which refer to our name, are to be circulated to third parties, please consult us before they are issued.
11.3 Where we pass on your details to a third party who later does work for you or provides services we are not responsible for the quality of that work or of the services provided. We will always strive to ensure that we only recommend those individuals or companies that are known to us or recommended by other people that we trust.
- Contracts (Rights of Third Parties) Act 1999
12.1 The advice and information we provide to you as part of our service is for your sole use and not for any third party to whom you may communicate it unless we have expressly agreed in the Engagement letter that a specified third party may rely on our work. We accept no responsibility to third parties, including any group company to whom the engagement letter is not addressed, for any advice, information or material produced as part of our work for you which you make available to them. A party to this agreement is the only person who has the right under the Contracts (Rights of Third Parties) Act 1999 to enforce any of its terms.
13.1 Communication between us is confidential and we shall take all reasonable steps to keep confidential your information except where we are required to disclose it by law, by regulatory bodies, by our insurers or as part of an external peer review. Unless we are authorised by you to disclose information on your behalf this undertaking will apply during and after this engagement.
13.2 We may, on occasions, subcontract work on your affairs to other tax or accounting professionals. The subcontractors will be bound by our client confidentiality terms.
13.3 We reserve the right, for the purpose of promotional activity, training or for other business purpose, to mention that you are a client. As stated above we will not disclose any confidential information.
13.4 We may engage third parties to host our systems and data and manage our portal. To the extent that these third parties have access to personal data when providing the relevant services, we will take appropriate contractual and organisational measures to ensure that this personal data is processed only insofar as necessary for the provision of the relevant services and, furthermore, that these third parties are subject to similar contractual guarantees regarding the protection of personal data as applicable under these General Conditions.
- Quality of Service
14.1 We aim to provide a high quality of service at all times. If you would like to discuss with us how our service could be improved or if you are dissatisfied with the service that you are receiving please let us know by contacting Lynn Pridmore.
14.2 We undertake to look into any complaint carefully and promptly and to do all we can to explain the position to you. If we do not answer your complaint to your satisfaction you may take up the matter with the Association of Chartered Certified Accountants.
15.1 Unless you instruct us otherwise we may, where appropriate, communicate with you and with third parties via email or by other electronic means. The recipient is responsible for virus checking emails and any attachments.
15.2 With electronic communication there is a risk of non-receipt, delayed receipt, inadvertent misdirection or interception by third parties. We use virus-scanning software to reduce the risk of viruses and similar damaging items being transmitted through emails or electronic storage devices including our Royston Parkin portal. However electronic communication is not totally secure and we cannot be held responsible for damage or loss caused by viruses nor for communications which are corrupted or altered after despatch. Nor can we accept any liability for problems or accidental errors relating to this means of communication especially in relation to commercially sensitive material. These are risks you must bear in return for greater efficiency and lower costs. If you do not wish to accept these risks please let us know and we will communicate by paper mail, other than where electronic submission is mandatory.
15.3 Any communication by us with you sent through the post is deemed to arrive at your postal address two working days after the day that the document was sent.
- Use of our Portal
16.1 If we grant you access to our portal you obtain a limited, non-exclusive and non-transferable right to use this.
16.2 Only persons working at or for you or at or/for us and who have been authorised to use our portal have the right to access and use it.
16.3 You are automatically authorised; following the authorisation, you are issued with the login details (user name, password and PIN).
16.4 You may request user rights in the portal to persons working at or for the Client.
16.5 The Client may not give any users other than authorised users access to the portal. You will take appropriate measures to prevent unauthorised users from gaining access to the portal and to ensure that user names and passwords are not divulged to third parties. You will ensure that authorised users correctly log out of the portal after each session and do not leave their computer unattended while they are logged in. We are not liable for any illegitimate use or loss of user names or passwords by you or your employees, and may assume that any user signing on with a user name and corresponding password is in fact the authorised user in question. If you discover or have reason to suspect that user names or passwords have fallen into the hands of unauthorised persons, you must immediately inform us by email and by telephone, without prejudice to your duty to immediately take effective measures.
16.6 We have the right to use the information and to edit or remove all or part of the information, even if this information has been posted on the portal by you or persons working at or for you.
16.7 You will refrain from storing and/or disseminating or causing others to disseminate any harmful material on or via the portal, including but not limited to any material that:
- is slanderous, libellous, offensive, racist or discriminatory, or incites hatred;
- is erotic or pornographic;
- infringes third-party rights, including but not limited to copyrights, trademarks and portrait rights;
- violates the privacy of third parties, including but not limited to disseminating personal data of third parties without their permission or doing so unnecessarily, or repeatedly inconveniencing third parties with communications they do not want;
- contains hyperlinks, torrents or similar information regarding which you know or ought to know that it refers to material that infringes third-party rights;
- contains unsolicited commercial, charitable or idealistic communications; or
- contains malicious content such as viruses or spyware.
16.8 If we identify in our opinion any of the above we reserve the right to remove this information immediately without prior notice.
16.9 You indemnify us against any and all third-party claims arising from or in connection with unauthorised storage and/or dissemination or the causing of dissemination of harmful material on or via the portal.
16.10 You are responsible for the timely and correct approval of information supplied by us on the portal. Timely is understood to mean that the information is received within the term required by the governmental or other party or parties requesting the information, taking into account the required dispatch and processing time. You will approve the information by indicating in the portal that the information has been approved, which you will have received via an email.
16.11 Data extracts from our computer and other systems will provide sufficient evidence of any and all use of the portal and any and all instructions, guidelines and other communications between us and you, as well as any and all transactions and activities carried out. The use of login data for the portal provides sufficient proof of the identity of the authorised user.
- Applicable Law
17.1 This engagement letter, the schedule of services and our standard terms and conditions of business are governed by, and should be construed in accordance with English law. Each party agrees that the courts of England will have exclusive jurisdiction in relation to any claim, dispute or difference concerning this engagement letter and any matter arising from it. Each party irrevocably waives any right to object to any action being brought in those Courts, to claim that the action has been brought in an inappropriate forum, or to claim that those Courts do not have jurisdiction.
- Data Protection Act 1998
18.1 We confirm that we will comply with the provisions of the Data Protection Act 1998 when processing personal data about you and your family. In order to carry out the services of this engagement and for related purposes such as updating and enhancing our client records, analysis for management purposes and statutory returns, legal and regulatory compliance and crime prevention we may obtain, process, use and disclose personal data about you.
- Money Laundering Regulations 2007
19.1 In accordance with the Proceeds of Crime Act 2002 and Money Laundering Regulations 2007 you agree to waive your right to confidentiality to the extent of any report made, document provided or information disclosed to the National Crime Agency (NCA).
19.2 You also acknowledge that we are required to report directly to NCA without prior reference to you or your representatives if during the course of undertaking any assignment the person undertaking the role of Money Laundering Reporting Officer becomes suspicious of money laundering.
19.3 As with other professional services firms, we are required to identify our clients for the purposes of the UK anti-money laundering legislation. We may request from you, and retain, such information and documentation as we require for these purposes and/or make searches of appropriate databases.
19.4 Copies of such records will be maintained by us for a period of at least five years after we cease to act for the business.
20.1 We will only assist with implementation of our advice if specifically instructed in writing.
- Intellectual Property Rights
21.1 We will retain all copyright in any document prepared by us during the course of carrying out the engagement save where the law specifically provides otherwise.
22.1 If any provision of the engagement letter or schedules is held to be void, then that provision will be deemed not to form part of this contract.
22.2 In the event of any conflict between these terms of business and the engagement letter or appendices, the relevant provision in the engagement letter or schedules will take precedence.
23.1 Insofar as permitted to do so by law or professional guidelines, we reserve the right to exercise a lien over all funds, documents and records in our possession relating to all engagements for you until all outstanding fees and disbursements are paid in full.
- Limitation of Liability
24.1 We will provide our services with reasonable care and skill. Our liability to you is limited to losses, damages, costs and expenses caused by our negligence or wilful default.
24.2 Exclusion of liability for loss caused by others
We will not be liable if such losses, penalties, surcharges, interest or additional tax liabilities are due to the acts or omissions of any other person or due to the provision to us of incomplete, misleading or false information or if they are due to a failure to act on our advice or a failure to provide us with relevant information.
24.3 Exclusion of liability in relation to circumstances beyond our control
We will not be liable to you for any delay or failure to perform our obligations under this engagement letter if the delay or failure is caused by circumstances outside our reasonable control.
24.4 Exclusion of liability relating to the discovery of fraud etc.
We will not be responsible or liable for any loss, damage or expense incurred or sustained if information material to the service we are providing is withheld or concealed from us or wrongly misrepresented to us or from fraudulent acts, misrepresentation or wilful default on the part of any party to the transaction and their directors, officers, employees, agents or advisers. This exclusion shall not apply where such misrepresentation, withholding or concealment is or should (in carrying out the procedures which we have agreed to perform with reasonable care and skill) have been evident to us without further enquiry.
24.5 Exclusion of liability relating to the use of electronic communications
We will not be responsible or liable for any loss of income, profits or business, wasted time, anticipated savings, lost goodwill, third party costs and charges, or any business interruption, in each case whether caused directly or indirectly from any circumstances arising out of or in connection with the Internet, any third party or your telecommunication service, third party or your computer system and/or associated or supporting systems not provided by us and used by you, to use or otherwise access your systems.
24.6 Indemnity for unauthorised disclosure
You agree to indemnify us and our agents in respect of any claim (including any claim for negligence) arising out of any unauthorised disclosure of our advice and opinions, whether in writing or otherwise. This indemnity will extend to the cost of defending any such claim, including payment at our usual rates for the time that we spend in defending it.
24.7 Limitation of aggregate liability
We have discussed and agreed a limitation in our aggregate liability to you and any third parties which we both regard as fair and reasonable in the circumstances of this assignment. The aggregate liability, to you and any third party and whether in contract, tort or otherwise of this firm, its partners, employees and agents for any losses in any way connected with any of the services provided to you under the terms of this letter of engagement (and including interest) shall not exceed three times the annual fee charged to you unless otherwise stated in the covering letter. If you do not wish to accept it you should contact us to discuss it before signing the engagement letter.
24.8 You have agreed that you will not bring any claim of a kind that is included within the subject of the limit against any of our directors or employees; on a personal basis.
- Provision of Service Regulations 2009
25.1 In accordance with our professional body rules we are required to hold professional indemnity insurance. Details about the insurer and coverage can be found at our offices.
- Authorisation & Registration
26.1 We are registered with the ACCA as chartered certified accountants and can be found on the register of members at www.accaglobal.com/general/finding
26.2 We are registered as auditors by the Association of Chartered Certified Accountants in the UK and details of our registration can be found at www.auditregister.org.uk under registration number 8001234 or at www.accaglobal.com/general/finding
- Reliance on Advice
27.1 We will endeavour to record all advice on important matters in writing. Advice given orally is not intended to be relied upon unless confirmed in writing. Therefore, if we provide oral advice (for example during the course of a meeting or a telephone conversation) and you wish to be able to rely on that advice, you must ask for the advice to be confirmed by us in writing.
- Conflicts of Interest
28.1 We will inform you if we become aware of any conflict of interest in our relationship with you or in our relationship with you and another client. Where conflicts are identified which cannot be managed in a way that protects your interests then we regret that we will be unable to provide further services.
28.2 If there is a conflict of interest that is capable of being addressed successfully by the adoption of suitable safeguards to protect your interests then we will adopt those safeguards. Where possible this will be done on the basis of your informed consent. We reserve the right to act for other clients whose interests are not the same as or are adverse to yours subject of course to the obligations of confidentiality referred to above.
- Period of Engagement & Termination
29.1 Unless otherwise agreed in the engagement covering letter our work will begin when we receive your implicit or explicit acceptance of that letter. Except as stated in that letter we will not be responsible for periods before that date.
29.2 Each of us may terminate this agreement by giving not less than 21 days notice in writing to the other party except where you fail to cooperate with us or we have reason to believe that you have provided us or HMRC with misleading information, in which case we may terminate this agreement immediately. Termination will be without prejudice to any rights that may have accrued to either of us prior to termination.
29.3 In the event of termination of this contract, we will endeavour to agree with you the arrangements for the completion of work in progress at that time, unless we are required for legal or regulatory reasons to cease work immediately. In that event, we shall not be required to carry out further work and shall not be responsible or liable for any consequences arising from termination.
30.1 Should we resign or be requested to resign disengagement letter may be issued to ensure that our respective responsibilities are clear.
30.2 Should we have no contact with you for a period of one year or more we may issue a disengagement letter and hence cease to act.
- Bribery Act 2010
31.1 In accordance with the requirements of the Bribery Act 2010 we have policies and procedures in place to prevent the business and its directors and staff from offering or receiving bribes.
- Changes in the Law
32.1 We will not accept responsibility if you act on advice previously given by us without first confirming with us that the advice is still valid in light of any change in the law or your circumstances.
32.2 We will accept no liability for losses arising from changes in the law or the interpretation thereof that occur after the date on which the advice is given.
- Overseas Tax Matters
33.1 We do not provide any advice in respect of overseas tax matters and will not accept liability for any comment we may make in this regard.
- HMRC Login
34.1 Occasionally, in order to allow us to access information on HMRC’s website, we will request information from you that will allow us to login as if we were you or your Company. This will be under the same terms and conditions as when we log in as agents.