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 your Engagement Letter and Fee Terms.
2. APPLICABLE LAW
2.1. 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 UK law. Each party agrees that the courts of the UK 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.
4.1. In accordance with the requirements of the Bribery Act
2010 we have policies and procedures in place to prevent the business and its
partners and staff from offering or receiving bribes.
5. CLIENT MONIES
5.1. 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 http://www.accaglobal.com/en.html. Fees paid by you in advance for professional work to be performed and clearly identifiable as such shall not be regarded as clients' monies.
6. COMMISSIONS OR OTHER BENEFITS
6.1. 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 transactions are arranged by a person or business
connected with ours.
7. COMMUNICATION
7.1. 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.
7.2. 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. 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.
7.3. 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.
8. CONFIDENTIALITY
8.1. 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.
8.2. 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.
8.3. 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.
9. CONFLICTS OF INTEREST
9.1. 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.
9.2. 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.
10. CONTRACTS (RIGHTS OF THIRD PARTIES) ACT 1999
10.1. 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.
11. DATA PROTECTION ACT 1998 and 2018
11.1. We confirm that we will comply with the provisions of the Data Protection Act 1998 together with successor legislation incorporating GDPR and the Data Protection Act 2018, 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.
12. DISENGAGEMENT
12.1. Should we resign or be requested to resign a disengagement letter will be
issued to ensure that our respective responsibilities are clear.
12.2. Should we have no contact with you for a period of 3 months or more we may
issue a disengagement letter and hence cease to act.
13. ETHICAL GUIDELINES
13.1. 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.
14. FEES
14.1. We operate fixed fees, quoted in advance. Please refer to your Fees Schedule for a breakdown of these.
14.2. 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.
14.3. We will bill upon completion of the work and our invoices are due for payment on the due date as shown on the invoice. 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.
14.4. Unless otherwise agreed to the contrary our fees do not include the costs of any third party, counsel or other professional fees.
14.5. It is our normal practice to ask clients to pay by upon completion of the ad hoc piece of work being completed before any submission to HMRC / Companies House is made.
14.6. We reserve the right to charge interest on late paid invoices at the rate of 1% 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.
14.7. 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.
14.8. 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.
15. IMPLEMENTATION
15.1. We will only assist with implementation of our advice if specifically instructed in writing.
16. INTELLECTUAL PROPERTY RIGHTS
16.1. 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.
17. INTERPRETATION
17.1. 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. 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.
18. INVESTMENT SERVICES
18.1. Investment business is regulated under the Financial Services and Markets Act
2000. If, during the provision of professional services to you, you need advice on
investments, including insurances, we may have to refer you to someone who is authorized by the Financial Services Authority or licensed by a Designated
Professional Body as we are not.
19. LIEN
19.1. 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.
20. LIMITATION OF LIABILITY
20.1. 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 willful default.
20.2. Exclusion of liability for loss caused by others i. 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.
20.3. Exclusion of liability in relation to circumstances beyond our control i. 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.
20.4. Exclusion of liability relating to the discovery of fraud etc i. 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 willful 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.
20.5. Indemnity for unauthorised disclosure i. 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.
20.6. Limitation of aggregate liability i. 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 principals or employees; on a personal basis.
21. MONEY LAUNDERING REGULATIONS 2007
21.1. In accordance with the Proceeds of Crime Act 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 Serious Organised Crime Agency (SOCA). You also acknowledge that we are required to report directly to SOCA 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. 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. 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.
22. NOTIFICATION
22.1. We shall not be treated as having notice, for the purposes of our 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).
23. PERIOD OF ENGAGEMENT AND TERMINATION
23.1. 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. 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. In the event of termination of this contract, we will endeavor 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.
25.1. 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 OWAIS KHAN. 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.
26. RELIANCE ON ADVICE
26.1. We will endeavor 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.
27. RETENTION OF RECORDS
27.1. 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 original documents to you if
requested. Documents and records relevant to your affairs are required by law to be
retained as follows:
27.2. Individuals, Trustees and Partnerships: i. with trading or rental income: 5 years
and 10 months after the end of the tax year; ii. Otherwise: 22 months after the end of
the tax year.
27.3. Companies, LLPs and other Corporate Entities: i. 6 years from the end of the
accounting period; ii. 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.
28. THIRD PARTY
28.1. 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. 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.
29. TIMETABLE
29.1. The services we undertake to perform for you will be carried out on a timescale to be determined between us on an ongoing basis. 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.
30. GDPR Policy
At Numericx, we are committed to ensuring the protection and privacy of personal
data in accordance with the General Data Protection Regulation (GDPR).
30. 1. Collection and Use of Personal Data
We collect and process personal data only for specified, explicit, and legitimate
purposes. Personal data is collected directly from individuals with their consent and
is used only for the purposes for which it was collected.
30. 2. Lawful Basis for Processing
We ensure that personal data is processed lawfully, fairly, and transparently. Personal
data is processed only if there is a lawful basis for processing as defined by the
GDPR.
30. 3. Data Minimization
We limit the collection and processing of personal data to what is necessary for the intended purposes. Personal data is retained only for as long as necessary to fulfil the purposes for which it was collected.
30. 4. Data Accuracy
We take reasonable steps to ensure the accuracy and integrity of personal data.
Individuals have the right to request access to, correction of, or deletion of their personal data if it is inaccurate or incomplete.
30. 5. Data Security
We implement appropriate technical and organisational measures to ensure the
security of personal data. This includes protection against unauthorized or unlawful
processing, accidental loss, destruction, or damage.
30. 6. Data Subject Rights
We respect the rights of data subjects as outlined in the GDPR. This includes the right to access personal data, the right to rectification, the right to erasure, the right to restrict processing, the right to data portability, and the right to object to processing.
30. 7. Data Transfer
We ensure that personal data is transferred securely and in compliance with GDPR
requirements. Data transfers outside the European Economic Area (EEA) are
conducted only if adequate safeguards are in place.
30. 8. Data Breach Notification
In the event of a data breach involving personal data, we notify the relevant
supervisory authority and affected data subjects as required by the GDPR.
30. 9. Data Protection Officer
We appoint a Data Protection Officer (DPO) to oversee compliance with GDPR requirements and serve as a point of contact for data subjects and supervisory
authorities.
30. 10. Compliance Monitoring and Review
We regularly review and update our GDPR compliance program to ensure ongoing
adherence to data protection principles and requirements
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