Terms and Conditions
Who we are
Tel: 0300 303 8180
1.1 "we", "us" and "our" will be used for Easywebaccounting in all cases throughout.
1.2 "you", "your", "your company" and "directors" will be used for the client in all cases throughout.
1.3 A copy of the current terms and conditions is always available on our website. We reserve the right to alter these terms and conditions at any time.
2 Our Services
2.1 We will undertake all reasonable aspects of your companyís accountancy and taxation needs. Lists of our services are available on the website.
2.2 Any additional services may incur additional charges which will be agreed in writing, including an email where receipt is confirmed, prior to commencement.
2.3 We are not authorised to and do not give investment advice and we shall have no liability whatsoever to you in connection with investment advisory matters.
2.4 We do not undertake responsibility for and in respect of any matters arising from services and /or advice or information provided by a previous supplier.
3 Your obligations: Provision of Information
3.1 You are legally responsible for making correct returns, by the due date and for making tax payments on time. If you fail to meet any deadlines you may incur automatic penalties, surcharges and / or interest charges.
3.2 To enable us to carry out work on your behalf you agree to:
3.2.1 Undertake to ensure that you provide full information and documentation and that all such material provides full disclosure of all sources of income, charges, allowances and capital transactions and that the information you provide to us or that is provided to us on your behalf is complete, true and accurate, and relevant to you, your company and/or your respective affairs.
3.2.2 Send us all relevant transaction information on a monthly or yearly basis by email, post or other electronic means, whichever is your preferred method.
3.2.3 Upon receipt, forward all copies of Inland Revenue statements of account, PAYE coding notices, notices of assessment and all other correspondence received from HM Customs and Revenue and Companies House to enable us to deal with them as necessary and within the statutory time limits.
3.5 Ensure that you keep us informed of any change of address, telephone or email. Failure to do so may result in communications going astray for which we cannot be held responsible.
3.6 Regularly check for communications from us so that you are fully aware of any changes in the services that are to be implemented.
3.7 Agree to indemnify us in respect of any losses or damages suffered by us as a result of any misrepresentations or any dishonesty and/or fraudulent behaviour on your part or that of others providing information to us on your behalf.
4.1 In all cases the agreed fee must be paid monthly or on receipt of invoice.
4.2 You will be notified of changes to your fees or the fee structure at least 30 days in advance of any changes taking place
4.3 After you have become a client, payment of fees is due on a monthly basis in advance. The payment method used is Direct Debit and as such all payments are covered by the Direct Debit Guarantee.
4.4 Transfer fees are applicable if you wish to transfer your year to date information to us part way through your business year and require us to bring your accounts up to date. The transfer of the first 3 months is free of charge, the remaining months will incur a fee. Payment will be on receipt of invoice and our standard payment terms will apply.
4.5 You will be invoiced separately for any additional fees incurred that fall outside your agreed service levels. These fees will be agreed with you in advance and invoices are to be paid within 30 days of the invoice date by cheque, BACs or Direct Debit.
4.6 All fees are fixed and there will be no reductions or refunds for services not utilised.
4.7 In the event you become more than 30 days in arrears, in respect of your fees, we reserve the right to suspend our service to you which includes access to your online accounting service.
4.8 We will only reactivate our service on payment of all the outstanding fees. A reconnection fee of £50 plus VAT may be charged.
4.9 We reserve the right to charge you interest on all outstanding fees at the rate of 5% above the base rate of HSBC. Failed Direct Debit payments will incur a penalty fee of £5 per transaction refused.
4.10 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 firmís funds.
5.1 Either party can terminate the supply of this service at any time providing written notice is given. The termination becomes effective at the beginning of the next billing cycle following cancellation of your direct debit.
5.2 We may terminate your right to access the Online Accounting Service immediately on written notice to you if You:
(a) commit a material breach of these terms and conditions, which is capable of remedy, and You fail to remedy the breach within a reasonable time of a written notice to do so; or
(b) Commit a material breach of this Agreement which cannot be remedied; or
(c) Are repeatedly in breach of this Agreement; or
(d) are the subject of a bankruptcy order, or become insolvent, or make any arrangement or composition with or assignment for the benefit of your creditors, or if you go into voluntary (otherwise than for reconstruction or amalgamation) or compulsory liquidation, or a receiver or administrator is appointed over your assets.
5.2 Should you choose to terminate the supply of this service there will be no charge applied for closing down your business or transferring to another accountant.
5.3 We reserve to right to hold all records and information until full payment of any arrears is made.
5.4 In the event of termination we will undertake subject to the above terms to provide all records (including up to date accounts) up to the specified date of termination. We shall only prepare and provide statutory accounts in respect of a particular financial year if you were a client as at the end of such financial year.
5.5 If you wish to receive a backup or an extract of all your data that was stored with us we can provide this. This service is chargeable and the fee will be determined by the efforts involved.
5.6 Termination of your access to the Online Accounting Service shall be without prejudice to the rights of the parties accrued before termination.
6 Our Website
6.1 The content and design of this website is the property of easywebaccounting.co.uk.co.uk and may not be copied or reproduced, in whole or in part without the express prior written consent of easywebaccounting.co.uk
6.2 Printed copies of our website may be used for information and personal use only.
6.3 Our website is available for general public viewing, however, we do not accept any responsibility whatsoever for loss or damage arising out of use of this website.
7 Linked websites
7.1 We make no representations whatsoever about any other websites which you may access through the Online Service.
7.2 When you access any other website you understand that it is independent from Easywebaccounting and that we have no control over the content or availability of that website. In addition, a link to any other website does not mean that we endorse or accept any responsibility for the content, or the use of such a website.
7.3 We shall not be liable for any loss or damage caused or alleged to be caused by or in connection with use of or reliance on any content, goods or services available on or through any other website or resource.
8 Customer Service
8.1 We endeavour to provide a high quality service at all times. Should you become dissatisfied with the service at any time we would encourage you to contact us to discuss this.
8.2 Should you wish to make a complaint you may do so by contacting us by email, telephone or mail and we undertake to deal with your complaint promptly and where possible provide a satisfactory outcome.
8.3 Please address any complaints to: The Director, Easywebaccounting, The Rectory, 1 Toomers Wharf, Canal Walk, Newbury. Berkshire. RG14 1DY
9.1 It is your responsibility to keep your username and password confidential and not divulge it to any third parties.
9.2 We will not be responsible for any viruses passing through our website or through email although we will use the latest technology to prevent this happening where possible. It is the responsibility of the recipient to carry out a virus check on any attachments received.
9.3 Our clientís data is located on off site secure servers which conform to industry standards for authentication, encryption and data integrity. All client accounts have a unique user name and password protection.
9.4 We undertake that your accounts data, including information already in the public domain, such as your companyís name and contact details, will be held in confidence and will never be imparted to third parties for marketing or other purposes under any circumstances whatsoever.
11 Warranties and Exclusions of liability
11.1 Any advice we give to you is for your sole use and does not constitute advice to any third party with whom you may communicate it to.
11.2 We shall not be liable for any losses, penalties, surcharges, interest or additional tax or loss of use of software or data or for any indirect, consequential or special losses whatsoever and howsoever arising from the services provided by us to you or your inability to use or access the services.
11.3 We are not responsible for any delay or failure in carrying out our services under this agreement for reasons beyond our reasonable control including but not limited to the acts or omissions of a third party, your failure to perform your obligations, including the supply of information, your failure to act on our advice or respond promptly to communications from us or the tax authorities, government action or any other major event.
11.4 Nothing in this agreement shall serve to limit or exclude our liability in respect of fraud or in respect of death or personal injury caused by our negligence.
11.5 The entirety of this clause shall survive the termination of this agreement for whatever reason.
12.1 The contents of the Online Accounting Service and the Software are protected by international copyright laws and other intellectual property rights. We are the owner of these rights, with our affiliates or other third party licensors.
12.2 All product and company names and logos contained within the Online Service are the trademarks, service marks or trading names of their respective owners, including Easywebaccounting.
13 Applicable Law
13.1 The contract and its terms and conditions of service are governed by, and construed in accordance with English Law.
14 Your responsibilities as a Director
14.1 The full legal responsibilities of Company Directors are too detailed to allow us to list them all here. We would strongly recommend therefore that you obtain a copy of the Directors and Secretaries Guide as published by Companies House. This guide is available from the following URL address: - http://www.companieshouse.gov.uk under Guidance booklets, booklet GBA1 If you wish to discuss any aspect of this document in more detail then please contact us
15 Data Protection Act
15.1 To enable us to discharge the services agreed with you and for other related purposes, including updating and enhancing client records, management analysis, statutory returns, crime prevention and legal and regulatory compliance we may obtain, use, process and disclose personal data about you.
15.2 You have a right, under data protection legislation to obtain a copy of the personal data we hold about you. There is a charge of £10. To obtain a copy of the personal data you should send your request accompanied by a cheque to: The Data Controller, Easywebaccounting.co.uk, The Rectory, 1 Toomers Wharf, Canal Walk, Newbury. Berkshire. RG14 1DY.
16 Retention of Records
16.1 During the course of our work we will collect information from you and others acting on your behalf and will return any original documents to you following preparation of your accounts and/or returns. You should retain these records for a period of 6 years from the 31 January following the end of the tax year. This period may be extended if there is an enquiry into your tax affairs.
16.2 Certain documents may legally belong to you but we intend to destroy correspondence and other papers we store which are more than 7 years old, unless the documents are deemed by ourselves to be of continuing significance. You must tell us if you require retention of a particular document