Terms & Conditions

Agreement:

You are appointing KPN Accounts Direct Ltd, (Company no. 12736239) as your accountants, to represent you in all matters related to your selected services and your dealings with HMRC. This agreement is made between both parties. 

Quality of Service:

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 director of the company. We undertake to look into any complaint carefully and promptly and to do all we can to explain the position to you. 

First Year Free Accountancy Services:

The first year of our accountancy services will be free; this includes payroll, Accounts Preparation and Preparation of Tax Returns to HMRC. 

Upon completion of the first year of accountancy services, you will be provided with a fixed fee quotation for the second year services on request.

We believe we can give professional accountancy services for your satisfaction. However if you decide to terminate our services during or after the first year, we will charge a reasonable fee - to cover our expenses. 

Client Identification and Verification

 As with other professional services firms, we are required to identify and verify our clients for the purposes of the UK anti-money laundering legislation. Save in exceptional circumstances we cannot start work until this requirement has been met. We may request from you, and retain, such information and documentation as we require for these purposes and/or make searches of appropriate databases including ID verification software.

Confidentiality

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.

We may, on occasions, subcontract work on your affairs to other tax, information technology or accounting professionals. The subcontractors will be bound by our client confidentiality terms.

Data Protection

We confirm that we will comply with the provisions of the General Data Protection Regulation (GDPR) when processing personal data about you, your directors and employees.

Processing means:

• Obtaining, recording or holding personal data; or

• Carrying out any operation or set of operations on personal data, including collecting and storage, organising, adapting, altering, using, disclosure (by any means) or removing (by any means) from the records manual and digital.

The information we obtain process, use and disclose will be necessary for:

• The performance of the contract

• To comply with our legal and regulatory compliance and crime prevention

• Contacting you with details of other services where you have consented to us doing so

• Other legitimate interests relating to protection against potential claims and disciplinary action against us.

This includes, but is not limited to, purposes such as updating and enhancing our client records, analysis for management purposes and statutory returns.

Limitation of Liability

All our services rely on clients actively engaging in the processes, i.e. responding to emails and providing information when requested. If such information isn’t provided or you don’t respond to prompts from KPN Accountancy Services Ltd, we will not be able to provide a full service. This may lead to advice not being provided when it is needed. We accept no liability if advice isn’t given where needed or deadlines are not met, if information is inaccurate, missing or is not provided, whether requested or not.

We will provide services as outlined in this agreement with reasonable care and skill. However, to the fullest extent permitted by law, we will not be responsible for any losses, penalties, surcharges, interest or additional tax liabilities howsoever caused. It remains your responsibility to ensure that all returns and information are submitted on time and accurately to all agencies.

You will not hold us, our director(s) and staff, responsible, to the fullest extent permitted by law, for any loss suffered by you arising from any misrepresentation (intentional or unintentional) supplied to us orally or in writing in connection with this agreement. You have agreed that you will not bring any claim in connection with services we provide to you against any of our directors, partners or employees personally.

Our work is not, unless there is a legal or regulatory requirement, to be made available to third parties without our written permission and we will accept no responsibility to third parties for any aspect of our professional services or work that is made available to them

In the event of any one claim arising in respect of the professional services, you have agreed that last 2 years of accountancy charges represents the maximum total liability to you in respect of the firm, its directors and staff. This maximum total liability includes any claims for loss or damage, however caused, whether in respect of breaches of contract, tort (including negligence) or otherwise in respect of the professional services and shall also include all other related costs including legal fees, interest etc;

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.

We will not be held responsible for any late filing penalties or interest, HMRC enquiries or inspections arising.

Electronic and Other Communication

 As instructed, we will communicate with you and with any third parties you instruct us to as set out in our covering letter and privacy notice via email or by other electronic means. The recipient is responsible for virus-checking emails and any attachments.

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 that 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 accept 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 hard copy, other than where electronic submission is mandatory.

When accessing information held electronically by HMRC, we may have access to more information than we need and will only access records reasonably required to carry out the contract.

You are required to keep us up to date with accurate contact details at all times. This is important to ensure that communications and papers are not sent to the incorrect address.

Call Recording

We may record and/or monitor telephone calls, emails and any other communications between you and us for the purposes of training, security, quality control and other lawful business purposes.

Retention of Records

You have a legal responsibility to retain documents and records relevant to your accountancy and tax affairs. During the course of our work we may collect information from you and others relevant to your affairs. You should retain original and electronic records for at least 6 years from the 31 January following the end of the tax year or accounts filing. You should retain them for longer if HM Revenue and Customs enquire into your tax return or accounts.

Due to our limited storage space, any records we hold for you which we no longer require, will be destroyed if not collected within 3 months of our communication to you that you should now collect your records.

Disengagement

Should we resign or be requested to resign we will normally issue a disengagement letter to ensure that our respective responsibilities are clear.

 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.

We reserve the right following termination for any reason to destroy any of your documents that we have not been able to return to you after a period of six months unless other laws or regulations require otherwise.

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