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Letter of Engagement

The main purpose of this engagement letter is to set out the scope of the work we are undertaking for you, our terms and conditions, our fee agreement and our privacy notice. This engagement letter will remain in force unless and until it is replaced by an updated engagement letter. It will cover the services included within the scope, the Schedules of Services, any services provided under repeat or additional Schedules, and any additional work performed under the ‘Agreed Further Services’ clause below.

Contacting us

Gareth Evans will be the Principal in Charge of this engagement. Your main contact, responsible for dealing with your day to day affairs and from whom you’ll get the swiftest response, will introduce themselves within the coming weeks.

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However, you will always be able to contact us directly if you prefer.

Contacting You and Accepting Instructions

You have agreed that the person filling out the application form (the applicant) will be our main contact in respect of your engagement. By confirming your agreement to the terms of this engagement letter, you confirm that the applicant is the Nominated Individual who is authorised to give instructions and information to us and to receive our advice and work produced on your behalf. Any change to the Nominated Individual should be notified to us in writing and needs to be signed by all partners or officers. The change will not be effective until acknowledged by us in writing. Any change to this individual’s authority must be notified to us in writing and will not be effective until acknowledged by us in writing.

Period of Engagement

The period for which we have agreed to start providing the agreed services (outlined below) will be from the month in which we receive your first payment.

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Whilst we will always endeavour to complete any and all work within this agreement, there may be a delay in completion upon commencement if the deadline for that particular service is close i.e. you make your first payment on 01/07/2025, and your payroll is due to be paid on 02/07/2025, and your VAT Return is due by 07/07/2025. These dates would not give us enough time to carry out our Client Due Diligence, set you up on our portal, and request all of the necessary tax references prior to submission. As stated in other parts of the website, we will not carry out catch up work, or "rescue" work, and all bookkeeping, VAT Returns, and Payroll must be up to date as of the end of the month prior to our engagement. In the case of VAT Returns, if submission and payment is due to HMRC by 07/07/2025, this would mean a VAT period ending 31/05/2025, and so we would expect this to be completed prior to our engagement.

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We will continue to provide these services until there is an agreed change or the engagement is terminated. This engagement may be terminated by either party giving not less than 30 days’ written notice to the other party. If we suspect that you have provided us, or a third party, with false or misleading information, we may terminate our engagement immediately. Termination will be without prejudice to any rights that may have accrued to either party prior to termination. If you do not provide us with instructions for a period of 30 days after a request by us, or your delay in providing instructions makes it impossible for us to carry out the services we have agreed to perform, we shall be entitled to terminate the engagement. On termination of this engagement, our fees for work performed up to the date of termination will be payable by you, in accordance with our terms of business; at which point we will issue a disengagement letter setting out the details to ensure a smooth transition. In the event that you have paid for work that has not been carried out, you will be entitled to a refund for that work. Any refunds due will first be credited against any outstanding balances with the remainder of any sums due being refunded via bank transfer from the originating account or debit/credit card and will be accompanied by a credit note where necessary.

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We shall owe you no duty of care once our engagement has been terminated.

Services

Below you will find a schedule for each of the agreed services that we will provide. A key dates schedule will be agreed upon by both parties upon commencement of our services. The first period for which our services will be available can be no earlier from the month in which we receive your first payment. The agreed products/services outlined below form part of this engagement letter. If there are other services that you wish us to provide then please contact us. HospoBase Accounting is unable to provide additional services under this brand. Additional services may be agreed upon with the parent brand- Evans & Co Hospitality Accountants Ltd. A separate Engagement Letter will be provided for signing.

 

Future schedules of services will be agreed between us, and will then form part of this engagement letter.

Agreed Further Services

No services other than those outlined in this Engagement Letter will be provided. For any further/ additional services that are outside the scope of this agreement, please contact our main Firm at info@evansandco.uk or on 0151 832 3887 for a quote.

SCOPE

Introduction

1. This sets out the scope of our engagement with the entity.

Scope of Services to be Provided

We have been engaged for the following services:

1. To prepare the statutory accounts for your company in accordance with the requirements of the Companies Act 2006.

2. Payroll Services and Pension Submissions.

3. VAT Returns.

4. Confirmation Statements (CS01).

5. Director Self-Assessments.

6. Bookkeeping.

7. Sole Trader Accounts (where the entity we are acting for is an individual and not a Limited Company).

Statutory Accounts & Corporation Tax Return

Our Responsibilities

1. Our work will not be an audit of the accounts in accordance with International Standards on Auditing (UK). Therefore, we may not seek any independent evidence to support the entries in the accounting records, or to prove the existence, ownership or valuation of assets or completeness of income, liabilities or disclosure in the accounts. Nor will we assess the reasonableness of any estimates or judgements made in the preparation of the accounts. Consequently, our work will not provide any assurance that the accounting records are free from material misstatement, irregularities or error.

2. As part of our normal procedures we may request you to provide written confirmation of any oral information and explanations given to us during the course of the work.

3. We have a professional duty to compile accounts that conform with generally accepted accounting principles. The accounts of a limited company are required to comply with the disclosure requirements of the Companies Act 2006 and applicable accounting standards (usually being FRS 102 1A, FRS 102 or FRS 105). Where we determine that the accounts do not conform to accepted accounting principles or standards, we will inform you and suggest amendments be put through the accounts before being published. We have a professional responsibility not to allow our name to be associated with accounts that may be misleading. In extreme cases, where this matter cannot be resolved, we will withdraw from the engagement and notify you in writing of the reasons.

Your Responsibilities

1. The advice that we give can only be as good as the information on which it is based. In so far as that information is provided by you, or by third parties with your permission, your responsibility arises as soon as possible if any circumstances or facts alter, as any alteration may have a significant impact on the advice given. If the circumstances change therefore or your needs alter, advise us of the alteration as soon as possible in writing.

Statutory Responsibilities

1. As directors of the company, you are required by statute to prepare accounts (financial statements) for each financial year, which give a true and fair view of the state of affairs of the company and of its profit or loss for that period. In preparing those accounts you must:

     1. Select suitable accounting policies and then apply them consistently.

     2. Make judgements and estimates that are reasonable and prudent.

     3. Prepare the accounts on the going concern basis unless it is not appropriate to presume that the company will continue in business.

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2. You have engaged us to prepare the accounts on your behalf.

3. As directors you must not approve the financial statements unless you are satisfied that they give a true and fair view of the assets, liabilities, financial position and profit or loss of the company.

4. It is your responsibility to keep proper accounting records that disclose with reasonable accuracy at any particular time the financial position of the company. It is also your responsibility to safeguard the assets of the company and to take reasonable steps for the prevention of and detection of fraud and other irregularities with an appropriate system of internal controls.

5. You are responsible for determining whether, in respect of the year concerned, the company meets the conditions for exemption from an audit set out in section 477 of the Companies Act 2006, and for determining whether, in respect of the year, the exemption is not available for any of the reasons set out in section 478 of the Companies Act 2006.

Payroll Services

Subject Matter of Processing

For the preparation of the payroll of your company (the entity) where the applicant is the data controller and we are the data processor.

Duration of the Processing

Payroll to be prepared in accordance with the key dates that are to be discussed and agreed upon after first payment is made. These dates will remain within the agreement until such time as both parties agree to cease the arrangement.

Processing times

Where possible, all information relating to the payroll that we are processing must be submitted to us no later than 72 hours prior to the date on which you intend to make payments to your employees. This gives us ample time to add any new starters, create process the payroll, and to send to you for authorisation. Where your typical pay day falls less than 72 hours after the cut off for the period being paid, agreement must be sought in advance, in writing i.e. you pay your staff weekly. The cut off day is Sunday and you usually pay your staff on a Monday- we would not be able to accommodate this as there would not be enough time for you to collate the hours, send them to us, have us check and process them, and return them to you for authorisation prior to us publishing staff payslips.

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The 72 hour window does not apply on weeks where Monday is a Bank Holiday or national holiday. On these weeks, all information must be submitted no later than 48 hours prior to the date on which you intend to make payments to your employees.

Nature and Purpose of the Processing

The data will be processed to calculate the gross pay, deductions, employers’ liabilities and net pay for all individuals on the payroll for the purpose of enabling the entity to meet its statutory and contractual obligations. This includes deductions for pension contributions which we will submit to your preferred Pension provider.

Types of Personal Data to be Processed

Information received from the entity in respect of relevant employees or subcontractors relevant for the processing of payroll. Namely:

  • Name, postal address, and email address

  • NI number

  • HMRC information (for example a tax code)

  • Bank account details

  • Pension details

  • Proof of identity

  • Leave records

  • Contract of employment & HR details

Categories of Data Subjects

We process personal data about the following categories of data subjects on behalf of the entity:

  • Employees of the entity including its Directors and Shareholders where applicable.

Our Obligations (as the Data Processor) to the Entity (as the Data Controller)

We will process personal data only on documented instructions from you, including with regard to transfers of personal data to a third country or an international organisation, unless required to do so by domestic law; in such a case, we shall inform you of that legal requirement before processing, unless the law in question prohibits such information on important grounds of public interest.

We will obtain a commitment of confidentiality from anyone we authorise to process the personal data, unless they are already under a statutory obligation of confidentiality.

We will take all security measures required to comply with the GDPR.

We may from time to time pass a copy of the backup file to our software supplier where there are issues with the system.

Insofar as is possible, we will assist you in fulfilling your obligations to respond to requests for exercising a data subject’s rights under the GDPR.

We will assist the entity in ensuring compliance with its obligations pursuant to Articles 32 to 36 of the GDPR. At the end of the contract we will return to you all the personal data we have been processing for you and delete any existing copies, except insofar as we are required by law to retain any of the personal data.

We will make available to you all information necessary to demonstrate compliance with the obligations laid down in the GDPR. We will allow you (and/or an auditor appointed by you) to carry out audits and inspections in respect of compliance with the provisions of the GDPR, and will contribute to such audits and inspections.

We will inform you immediately if we consider we have been given an instruction which infringes the GDPR or any other rule of domestic law relating to data protection.

Your obligations as data controller

You will provide information about the processing set out above to all employees.

Our Responsibilities Under GDPR

Nothing within this contract relieves us of our own direct responsibilities under the GDPR.

Additional Instructions

Technical and Organisational Security Measures

Payroll is calculated using a recognised payroll package. The payroll will be transferred securely for approval. Individual pay slips will be transferred securely to the individuals or the entity as agreed, or will be made available within the payroll package.

Your Responsibilities

You are legally responsible for:

  • ensuring that the data in your payroll submissions is correct and complete

  • ensuring, where appropriate, that the national minimum wage has been paid

  • making any submissions by the due date

  • paying tax and NIC on time.

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Failure to do this may lead to penalties and/or interest.


Employers cannot delegate this legal responsibility to others. You agree to check that submissions that we have prepared for you are correct and complete before you approve them.

You are responsible for maintaining your employees’ information, including any changes to the employees’ bank account details.

 

To enable us to carry out the work you agree:

  • that all information required to be delivered online is submitted on the basis of full disclosure

  • to provide full information necessary for dealing with your payroll affairs and workplace pension scheme contributions we will rely on the information and documents being true, correct and complete and will not audit the information or those documents;

  • to agree the names of the persons authorised by you to notify details of changes in employees and in rates of pay.

  • to advise in writing of changes of payroll pay dates and workplace pension scheme contribution
    dates

  • to notify at least 72 hours or such other period as agreed prior to the payroll pay date of all transactions or events that may need to be reflected in the payroll for the period, including details of:

    • the time sheets or other record of working hours for all individuals on the payroll;

    • all new employees (including full names, address, date of birth, gender, national insurance number) and details of their remuneration packages

    • all leavers and any termination payments

    • all changes to remuneration packages

    • all pension scheme changes

    • all changes to benefits and expenses reportable under an existing payrolling benefits and expense online service registration

    • information necessary to enable us to calculate statutory payments, ie, statutory sick pay, statutory maternity pay, statutory adoption pay, statutory paternity pay, statutory shared parental pay, statutory parental bereavement pay;

    • irregular and/or ad hoc payments and the dates to be paid;​

  • to confirm that you have reviewed your entitlement to the employment allowance and confirm that you wish us to make the legal declaration claim on your behalf

  • to approve/provide the data required to complete:​

    • in-year FPS by at least 5 working days prior to payroll pay dates so that they can be submitted on or before payday, or as agreed with us

    • in-year EPS by at least 5 days prior to 19th of the month following the tax month

    • final FPS (or EPS when applicable) for the year at least 5 days prior to 19 April following the end of the tax year

    • EYU within 5 days.​

  • to authorise us to approach such third parties as may be appropriate for information that we consider necessary to deal with your affairs.​

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You will keep us informed of material changes in circumstances that could affect the payroll. If you are unsure whether the change is material or not, please let us know so that we can assess its significance.


Where you wish us to deal with HMRC communications you will forward to us all communications received from HMRC. These must be provided in time to enable us to deal with them as may be necessary within the statutory time limits. It is essential that you let us have copies of any correspondence received because HMRC is not obliged to send us copies of all communications issued to you.

Our Responsibilities

We will:

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  • prepare your UK payroll for each payroll period to meet UK employment tax requirements specifically:

    • calculating the pay as you earn (PAYE) deductions including at the Scottish rate of income tax if applicable

    • calculating the employees’ national insurance contributions (NIC) deductions

    • calculating the employer’s NIC liabilities

    • calculating statutory payments – for example, statutory sick pay and/or statutory maternity pay

    • calculating reclaims of statutory payment – for example, maternity payments

    • calculating employee and employer pension contributions for employees and workers who are members of workplace pension schemes (including those who are auto-enrolled) on the basis of the information your provide

    • claiming employment allowance

    • calculating, if appropriate, apprenticeship levy

    • calculating other statutory and non-statutory deductions

    • submitting information online to HMRC under real-time information (RTI) for PAYE.

  • rely on the information and documents being true, correct and complete, and will not audit the information or those documents

  • process any changes only if notified by the individuals agreed

  • prepare and send to you the following documents before the time of payment through the payroll or due date for delivering information to HMRC:

    • payroll summary report showing the reconciliation from gross to net for each employee and all relevant payroll totals

    • the data included within each full payment submission (FPS) for taxable pay and payrolled benefits for each employee:

    • a payslip for each employee unless not required

    • a P45 for each leaver

    • a report showing your PAYE and NIC liability student loan and apprenticeship levy and due date for payment

    • a report showing pension contributions payable in respect of each employee to the respective workplace pension scheme(s) of which they are members and the due date(s) for payment

  • submit FPSs online to HMRC after the data to be included therein has been approved by you. FPSs must reach HMRC normally on or before the payday. You must ensure that the data provided is complete and accurate, and your attention is drawn to your legal responsibilities as set out above.

  • for each tax month prepare, where appropriate, an employer payment summary (EPS) from the information and explanations that you provided. (Examples of EPS data include statutory payments, employment allowance, Construction Industry Scheme deductions, apprenticeship levy allowance allocated to the PAYE scheme, apprenticeship allowance payable to date and confirmation that no payments were made to employees.)

  • submit EPSs to HMRC after the data to be included therein has been approved by you. (EPSs must reach HMRC by the 19th of the month following the tax month to which they relate). You must ensure that the data provided is complete and accurate, and your attention is drawn to your legal responsibilities as set out above.

  • at the end of the payroll year:​

    • prepare the final FPS (or EPS) and submit this to HMRC after the data to be included therein has been approved by you. (The final FPS (or EPS) for the year must reach HMRC by 19 April following the end of the tax year.) You must ensure that the data provided is complete and accurate and your attention is drawn to your legal responsibilities as set out above

    • prepare and send to you form P60 for each employee on the payroll at the year-end so that you can give them to employees by the statutory due date of 31 May following the end of the tax year​

  • submit national insurance number (NINO) verification requests as appropriate to verify or obtain a NINO for a new employee.

  • only deal with the nominated person within the organisation and will only accept changes from this person. Any enquiries from individual employees concerning their wages or other payroll details will be referred back to that responsible person.​

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We will deal with any online secure messages sent to us by HMRC in respect of your payroll, for example, code number notifications, student loan repayment notices, and generic notification notices. Anything that you receive in your PAYE online account should be forwarded to us for action.


Ad hoc queries by way of telephone and email enquiries are not routine compliance and may result in additional fees.

VAT Returns

Introduction

The following schedule sets out our respective responsibilities for work undertaken in respect of the VAT preparation for your entity.

Your Responsibilities

You are legally responsible for:

  • ensuring that your returns are correct and complete

  • filing or approving for filing any returns by the due date

  • making payment of tax on time.

Failure to do this may lead to automatic penalties, surcharges and/or interest.
Legal responsibility for approval of the return cannot be delegated to others. You agree to check that returns that we have prepared for you are complete before approving them.

 

To enable us to carry out our work you agree:

  • that all returns are to be made on the basis of full disclosure

  • that you are responsible for ensuring that the information provided is, to the best of your knowledge, accurate and complete. The returns are prepared/reviewed solely on the basis of the information provided by you and we accept no responsibility for any liabilities arising due to inaccuracies or omissions in the information you provide, which may lead to a misdeclaration on which penalties and interest may arise

  • to authorise us to approach such third parties as may be appropriate for information we consider necessary to deal with the returns

  • to provide us with all the records relevant to the preparation of your monthly/quarterly returns as soon as possible after the return period ends. We would ordinarily need a minimum of ten working days before submission to complete the work. If the records are provided later or are incomplete or unclear, thereby delaying the preparation/review and submission of the return, we accept no responsibility for any “default surcharge” penalty that may arise. Where feasible, we may agree to complete your return within a shorter period but may charge an additional fee for so doing.

 

You will keep us informed of material changes in circumstances that could affect your obligations, for example:

  • change in the nature of your business

  • change of type of supply for VAT

  • change in your type of business entity such as from sole trader into partnership

  • acquisition or disposal of land or property etc

  • starting to make supplies which are exempt from VAT

  • you have reclaimed VAT within the last 10 years, having spent over £250,000 in purchasing, building or redeveloping a property, and the extent to which it is being used for taxable and/or exempt purposes has changed since you first reclaimed the VAT (ie Capital Goods Scheme adjustments will apply).

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You are responsible for bringing to our attention any errors, omissions or inaccuracies in your returns that you become aware of after the returns have been submitted in order that we may assist you to make a voluntary disclosure.


If you provide digital services to consumers in the EU you are responsible for either registering for VAT in that member state or registering for the Non-Union VAT MOSS scheme in an EU member state.
Where you wish us to deal with HMRC communications you will forward to us all communications received from HMRC. These must be provided in time to enable us to deal with them as may be necessary within the statutory time limits. It is essential that you let us have copies of any correspondence received because HMRC is not obliged to send us copies of all communications issued to you.

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Our Responsibilities

We will prepare or review your VAT returns, Intrastat returns (where required) and your Non-Union VAT MOSS scheme returns as applicable on the basis of the information and explanations supplied by you.


Based on the information that you provide we will tell you how much you should pay and when. If appropriate, we will initiate repayment claims where tax has been overpaid. We will advise on the interest and penalty implications if VAT is paid late.

 

Where appropriate, we will calculate the partial exemption annual adjustment.


Where appropriate, we will calculate the annual Capital Goods Scheme adjustment.
We will forward to you the completed return calculations for you to review before you provide written evidence of your approval, for onward transmission to HMRC.

 

If you require us to upload your VAT return calculations in accordance with the MTD requirements, you must provide us with all the necessary digital links to submit all the transaction records that are required by HMRC, together with confirmation that your digital records are complete and accurate.

 

Where you are invoice (accruals) accounting for income tax, we will perform an annual reconciliation of VAT outputs to turnover.

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​Ad hoc queries by way of telephone and email enquiries are not routine compliance and may result in
additional fees.

Confirmation Statements (CS01)

Introduction

The following schedule sets out our respective responsibilities for work undertaken in respect of the preparation of the confirmation statement for your entity.

Your Responsibilities

To enable us to carry out our work you agree:

  • to provide full information necessary for compliance with the Register of People with Significant Control Regulations 2016.

  • that we can approach such third parties as may be appropriate for information that we consider necessary to deal with your affairs.

Our Responsibilities

We will prepare the company’s register of people with significant interest from the information provided to us.
We will complete the confirmation statement from the information provided for your approval and filing at Companies House on your behalf.

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We will not undertake any significant works under this services i.e.:

  • The transfer or amendment of share quantity or class

  • Any form of share restructuring or reorganisation

  • The formation of any new entity

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Any additional services required above and beyond those listed above in "Our Responsibilities" should be requested inwriting from Evans & Co Hospitality Accountants Ltd at info@evansandco.uk as these works would require a consultation and/or advice.

Bookkeeping

Introduction

The following schedule sets out our respective responsibilities for work undertaken in respect of bookkeeping for your entity.

Your Responsibilities

You are responsible for providing to us the following information:

  • Invoices received by the entity

  • Invoices made available in online portals e.g. Amazon

  • Any receipts and/or petty cash transactions

  • You must link your bank account with Xero via Open Banking

    • We may periodically request CSV or PDF bank statements to validate the accuracy of the Open Banking integration- technical errors do occur. Having access to CSV and PDF statements allows us to manually input any missing transactions.​

  • You must set up the integration (where possible) between Xero and your EPOS system, or grant us access to set it up on your behalf.

    • Where a direct integration is not possible, we will let you know which reports we require on a monthly basis.​

You must also inform us where any invoices, receipts, or petty cash items have been paid in cash by annotating the document with the letters "PC".

 

Where a member of staff, management, or ownership have paid for any of the above personally and cash has been taken from the till, these documents should also be annotated with the letters "PC".

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Where a Director or Shareholder has paid for any of the above personally, but has not been reimbursed, these documents should be annotated with their name and the letters "DLA".

Our Responsibilities

We will:

  • Ensure that the correct amount of VAT has been claimed against the invoice or receipt (where applicable)

  • Provide a list of queries for transactions that are missing invoices/receipts, or where further information is required about the transaction

  • Prepare bank reconciliations of all accounts on a monthly basis as agreed

Director(s) Tax Returns

Introduction

The following schedule sets out our respective responsibilities for work undertaken in respect of the preparation of your tax return.

Your Responsibilities

The advice that we give can only be as good as the information on which it is based. In so far as that information is provided by you, or by third parties with your permission, your responsibility arises as soon as possible if any circumstances or facts alter, as any alteration may have a significant impact on the advice given. If the circumstances change therefore or your needs alter, advise us of the alteration as soon as possible in writing.

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You are legally responsible for:

  • ensuring that your self-assessment tax returns are correct and complete

  • filing any returns by the due date

  • paying tax on time

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Failure to do this may lead to penalties and/or interest.


Although we will prepare the tax return on your behalf you cannot delegate the legal responsibility to others for the approval of the return. You agree to check that returns prepared for you are complete before you approve them.

 

To ensure that the return can be completed you agree:

  • that all returns will be completed on the basis of full disclosure of all sources of income, charges, allowances and capital transactions

  • to provide all information necessary for dealing with your affairs:

  • to provide details of the sale of any property that you have not used solely as your main home as soon as possible to enable the capital gains tax computation to be completed and filed within 60 days

  • to authorise us to approach such third parties as may be appropriate for information that we consider necessary to deal with your affairs

  • to provide us with information within the agreed time scale

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You agree to keep us informed of changes in your circumstances that could affect your tax liability. You will forward copies of any communication received from HMRC pertinent to your personal tax on a timely basis.
You are responsible for employment taxes, pensions (including auto-enrolment) and the assessment of the tax status of your workers, including domestic staff. If you do not understand what you need to consider or action you need to take, please ask.

Our Responsibilities

We will not be carrying out an audit as part of this assignment and accordingly will rely upon the information and explanations provided by you.

We will prepare your self-assessment tax returns together with any supplementary pages required from the information and explanations that you provide to us. After obtaining your approval, we will submit your returns to HMRC.

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We will prepare when applicable the capital gains tax computation for the sale of any property that you have not used solely as your main home, for your approval and on-line submission. We will tell you how much you should pay and when.
We will calculate your income tax, high-income child benefit charge (if applicable), national insurance contributions (NIC) and any capital gains tax liabilities, and tell you how much you should pay and when.
Where instructed by you we will advise on the interest and penalty implications if tax or NIC is paid late.
We will also check HMRC’s calculation of your tax and NIC liabilities and initiate repayment claims if tax or NIC has been overpaid.
Other than tax credits and universal credit we will advise you as to possible tax return-related claims and elections arising from information supplied by you. Where instructed by you, we will make such claims and elections in the form and manner required by HMRC.
Where appropriate we will review PAYE notices of coding provided by you and advise accordingly.

Your Right to Cancel this Service

You have the right to cancel this service within 14 days without giving any reason. The cancellation period will expire after 14 days from the day of the conclusion of the contract,


i.e. when we receive your written agreement to this engagement (by accepting this engagement at the checkout).

 

To exercise the right to cancel, you must inform us of your decision to cancel this service by a clear statement, for example a letter sent by post or an email.


The details of who to contact should you wish to cancel are:


Name: Gareth Evans
Address: 177 Green Lane, Stoneycroft, Liverpool, Merseyside, L13 6RQ
Email: hello@hospobase.co.uk
To meet the cancellation deadline, it is sufficient for you to send your communication concerning your exercise of the right to cancel before the cancellation period has expired.

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If you cancel this service under your right to cancel, we will reimburse to you all payments received from you less any applicable software fees where we have already set up a subscription with one of our providers on your behalf. At the time of publishing this Letter of Engagement, the current cost of a Xero subscription is £33 + VAT per month. Our current cost of Apron is £5 + VAT per month. Both subscriptions can be transferred over to you if required.
We will make the reimbursement without undue delay and not later than 14 days after the day on which we are informed about your decision to cancel this service.
We will make the reimbursement using the same means of payment as you used for the initial transaction, unless you have expressly agreed otherwise; in any event, you will not incur any card, processing, or bank fees as a result of the reimbursement.

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WE WILL PROVIDE SERVICES DURING THE CANCELLATION PERIOD ONLY IF YOU INSTRUCT US TO START WORK BEFORE THE EXPIRY OF THE CANCELLATION PERIOD IN WRITING.


If you have asked us to begin the performance of this service during the cancellation period, you shall pay us an amount in accordance with the work carried out during this period.

TERMS & CONDITIONS

1. Introduction

The following sections set out the terms and conditions under which we agree to act. These terms and conditions (as updated from time to time) form part of the letter of engagement between us. They should be considered in conjunction with the following, to which you have also agreed.:

i. The scope (outlined above)
ii. The individual schedules of services (outlined above)
iii. The privacy notice (outlined below)

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These terms and conditions shall remain in force unless and until they are replaced by updated terms and conditions. You will be notified by email of any updates to the Terms and Conditions. Updates will be made to this page.

2. Applicable Law

Our engagement with you and the provision of the services provided are governed by the law and practice of England & Wales. Accepting the letter of engagement and these terms confirms both of our agreements that the courts of England & Wales will have exclusive jurisdiction over any claim or dispute over any matter in respect of the engagement.

3. Professional Body

We are subject to regulation by Association of Accounting Technicians (AAT),

 

The website of our professional body is www.aat.org.uk where you can find details of our firm in the register of members along with the code of ethics and the regulatory framework with which we are required to comply. You will also find the details of the licensed and regulated person at the bottom of each page on this website.

4. Client Money

Client money is money in any currency or form that we receive from a client or hold for a client which is not immediately due to us in accordance with our agreement. Fees paid in advance for agreed services to be provided are not client money and will not be required to offset these against our fees.

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We will not hold funds or accept payments on behalf of clients.

We will not hold assets belonging to you or any of our clients.

5. Investment Advice, Funding & Consumer Credit

Investment business is regulated under the Financial Services and Markets Act 2000.

 

We don't provide investment services neither do we refer.

6. Commissions Received Excluding Investment Business Commissions

From time to time we or another connected business may receive a commission or other benefit because of an introduction to another professional or a transaction arranged for you.

If this occurs, we shall account to you for the commission, which means you will be notified in writing of the terms and payment of the commission or benefit.

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You agree that we can retain such commissions or benefits.

7. Data Protection

We will comply with the General Data Protection Regulations and the Data Protection Act 2018 as amended by the Data Protection, Privacy and Electronic Communications (Amendments etc.) (EU Exit) Regulations 2020 which merge the previous requirements of the Data Protection Act with the requirements of the General Data Protection Regulation ((EU) 2016/679) when dealing with your personal data.

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GDPR provides that: Personal data only includes information relating to natural persons who:

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i. can be identified or who are identifiable, directly from the information in question; or
ii. who can be indirectly identified from that information in combination with other information.
This will include but is not limited to a name, identification number, location data and an online identifier.
When providing accountancy services we will usually be acting as a controller under the regulations. We will be controllers as we will make decisions about processing activities when providing the agreed service to you.
We may act as a processor when providing certain services such as payroll. In this case you would be the controller and we would act on your instructions.
We ensure that we comply with the principles as set out in the GDPR (for more information see www.ico.org.uk) when collecting and processing data. These principles are:

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i. Lawfulness, fairness and transparency
ii. Purpose limitation
iii. Data minimisation
iv. Accuracy
v. Storage limitation
vi. Integrity and confidentiality
vii. Accountability

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In order to comply with these principles we will:

  • Provide you with a privacy notice which should be read in conjunction with the letter of engagement, schedules of services and these terms and conditions

  • Ensure that the information that we collect and process is limited to that necessary for:

i. Providing the agreed services
ii. Complying with legal and regulatory obligations
iii. Contacting you with details of other services (where consent has been given)
iv. Other legitimate reasons necessary to protect against claims or disciplinary action.

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In order to comply with the regulations of our professional body AAT our files may be subject to review by a professional body, regulator or another qualified third party to ensure our continued compliance with those regulations.

8. Anti-Money Laundering Compliance

We are supervised by the Association of Accounting Technicians for anti-money laundering compliance. We are required to obtain information to identify and verify our clients. This may be done by requesting the information from you and/or by making searches of appropriate databases designed for the purpose.
We will not usually be able to start working for you until such time as this information is received.

9. Bribery Act 2010

In accordance with the requirements of the Bribery Act 2010 we have policies and procedures in place to prevent the business and staff from offering or receiving bribes.

10. Conflicts of Interest

Where there is a conflict of interest in our relationship with you or in our relationship with you and another client we will notify all parties and where possible apply appropriate, agreed safeguards to protect the interests of all parties.
Where suitable safeguards cannot be applied we may be unable to provide further services.
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 below.

11. Professional Indemnity Insurance

We are required by our professional body AAT to have professional indemnity insurance.
Details about the insurer and the territorial coverage can be provided on request at our offices by appointment or via email.

12. Complaints

We aim to provide an excellent service at all times. However should you be dissatisfied in any way please contact Gareth Evans. This may be done by writing to 177 Green Lane, Stoneycroft, Liverpool, Merseyside, L13 6RQ, or by telephoning this office, or by emailing Gareth Evans at hello@hospobase.co.uk
We undertake to look into any complaint carefully and promptly and to take all reasonable measures to resolve the position to your satisfaction. If we do not deal with your complaint to your satisfaction you may take up the matter with our professional body AAT. At that point, if appropriate, We shall also provide you with details of an approved body that you may wish to contact with regard to a possible alternative dispute resolution process.

13. Confidentiality

In accordance with our code of ethics all communication between us is confidential.
Information will not be disclosed unless authorised by you (for a specific item or generally via the privacy notice) or where required by law or regulation.

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All staff working on your affairs will be bound by our client confidentiality and security terms and policies.
 

14. Disengagement

When we cease to act for you a disengagement letter may be issued. This will ensure that our respective responsibilities are clear and agreed.

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Should we be unable to contact you we may issue a disengagement letter to your last known address and cease to act.
Each of us may terminate this engagement by giving not less than 30 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 engagement immediately.
Termination shall be without prejudice to any rights that may have accrued to either party prior to termination.
We shall also have the right to terminate this engagement and cease to work for you in the event that you fail to pay our invoices or if you fail to provide us with complete timely or accurate information to enable us to carry out the services we have agreed to perform for you.
In the event of termination of this engagement we will endeavour to agree with you the arrangements for completion of the work in progress at the time, unless we are required for legal or regulatory purposes 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.
At the time of termination of this engagement (for whatever reason) we will invoice you for all work carried out to the point of termination (in so far as not already invoiced) at our normal hourly rates.
Our engagement with you will cease once we have completed all work that we have agreed to perform for you under this engagement.
Once our engagement with you has terminated or ceased (for whatever reason) we shall owe you no further duties to act for you or to advise beyond the date of termination or cessation of the engagement.

15. Communication

We will communicate with you and any agreed third party by a secure method as agreed.

If you have provided us with your email address, we shall accept that as your authorisation to communicate with you by email, unless you withdraw that authorisation. Where you have agreed to receive electronic communications you acknowledge:
i. Although we take all reasonable care there is a risk of non-receipt, delays, misdirection or interception by a third party
ii. Although we use up to date virus protection software to reduce the risk you are responsible for virus checking any emails and attachments
iii. However careful parties are there is a risk associated with electronic communication which you accept in return for speed and efficiency.

 

In order to ensure that communication is effective you are required to notify us promptly of any change of postal or email address.

16. Fees, Payment Terms & Timetable

The fee is £295 + VAT per calendar month. We shall never provide a fixed fee quotation in respect of professional work to
be undertaken more than one year ahead of the date of the quotation.
Unless agreed to the contrary, any estimate of our fees or a fixed fee quotation does not include any disbursements, or the costs of any third party, which shall be added to our invoices.
Where information is provided later than agreed in the key dates schedule an additional fee may be charged to ensure that the deadline for completion and submission of the information is met. 
 

No work will be carried out in addition to the fixed fee quotation.

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The quote for work is dependant upon your 12-month rolling revenue. We will check your 12 month rolling revenue on a quarterly basis. The HospoBase Accounting subscription model has been designed for hospitality businesses with an annual VAT inclusive turnover of £200,000 or less. We will notify you once your turnover exceeds £200,000. If your VAT inclusive turnover in any 12-month rolling period reaches £250,000, we reserve the right to commence disengagement.

 

If your VAT inclusive turnover exceeds £250,000 in any 12-month rolling period, and the right to commence disengagement has been exercised, we will introduce you (with your written permission) to our parent firm- Evans & Co Hospitality Accountants- who are better suited to providing bespoke and tailored advice to growing businesses.

Any fees quoted or estimated are stated exclusive of VAT, which shall be added to our invoices if and when VAT is chargeable.
Where your monthly subscription has failed to be debited from your chosen payment source on 2 or more occasions, we may request from you one or more payments on account of our fees and disbursements.
Invoices for our fees will be issued to you at monthly intervals and no more than 7 days after your payment has been made.
Our fees are due for payment on the same date each month as the date of your first payment and will be collected automatically via recurring card payments unless another payment method has been agreed by us in writing.

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We do not accept payment from a 3rd party (eg by an insurance provider in relation to an HMRC investigation).

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We reserve the right to suspend or stop work on your affairs entirely where any fees due from you remain outstanding 14 days days after the issue of the relevant invoice. We intend to exercise these rights only where it is reasonable and fair to do so.

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We reserve the right to charge interest on all late payments. Where applicable this will be charged under the Late Payment of Commercial Debts (Interest) Act 1998.

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In respect of a client that is not a natural person (e.g. a Limited Company), where that client is unable or unwilling to settle our fees, or where fees are overdue (as described above), we shall seek payment from the natural person (or parent entity) who gave us instructions on the client's behalf (i.e. the applicant), and we shall be entitled to enforce any fees due against them.

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If you do not accept that an invoiced fee is fair and reasonable you must notify us within 30 days of receipt, failing which you will be deemed to have accepted that payment is due.

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We reserve the right to increase our fees in accordance with annual inflation. You will be notified of this within 30 days of any inflationary increases being applied.

17. Lien

In so far as permitted to do so by law and professional guidelines, we reserve the right to exercise a lien over all funds, documents and records in our possession relating to all assignments undertaken for you until all outstanding fees and disbursements are paid in full.

18. Advice

We will assist in implementing advice only where this has been agreed in writing.
Advice given is valid at the time it is given. If you are implementing plans yourself at a later date you need to confirm that there have been no changes in any relevant facts or to laws and regulations that will impact on the validity of the advice.
Advice given orally should not be relied upon unless confirmed in writing.
Advice given by a non-principal should not be relied upon unless confirmed in writing by a principal.
Any advice given is for the use of the addressee of the engagement letter only. We accept no responsibility to any party who is not a party to this agreement.
Any advice given to you should not be passed to a third party without our express permission.
Any advice can only be used for the purpose for which it is given.

19. Delivery of Our Services

We strongly recommend that you instruct us sufficiently in advance so that we have time to give properly considered advice prior to any deadline.

If you delay in providing information to us, such that we are unable to provide the agreed services, we may seek to resign from the engagement.
You authorise us to approach such third parties as may be appropriate for information that we consider necessary to perform the engagement
When dealing with HMRC on your behalf we are are required to be honest and to take reasonable care to ensure that your returns are correct. To enable us to do this, you are required to be honest with us and to provide us with all necessary information in a timely manner. For more information about ‘Your Charter' for your dealings with HMRC, visit https://www.gov.uk/government/publications/hmrc-charter. To the best of our abilities, we will ensure that HMRC meet their side of the Charter in their dealings with you.
You confirm that we may contact HMRC to advise them of any errors that we consider to be material that we identify in your reported tax affairs without your prior written consent (although we will, of course, advise you of such action).

20. Intellectual Property Rights

We will retain all copyright in any document we prepare for you unless the law specifically provides otherwise.

21. Internal Disputes

Our client is the business. If there is a dispute between the owners and/or managers of the business we will continue to communicate with the Nominated Individual, but will copy in all persons whose email details have been provided to us.
If conflicting advice, instructions or information are received from different individuals at the client, we will refer all matters to the board of directors/partnership/LLP/spouses (as appropriate) and will take no further action until the client has confirmed the course of action to be taken as an entity.

22. Limitation of Liability

We will provide our services with reasonable care and skill. Our liability to you arising from the services, whether arising in contract, tort, breach of statutory duty or otherwise is limited to 100% of the fees, multiplied by 1x. We shall not be liable to you for any indirect or consequential loss, including, loss of profit, loss of goodwill, loss of business opportunity or loss of anticipated saving.
We will provide our services with reasonable care and skill. Our liability to you is limited to losses, damages, costs and expenses directly caused by our negligence or wilful default.

23. Exclusion of Liability Relating to Non Disclosure or Misrepresentation 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 misrepresented to us. This applies equally to fraudulent acts, misrepresentation or wilful default on the part of any party to the transaction and their directors, officers, employees, agents or advisers.

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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 beyond that which it would have been reasonable for us to have carried out in the circumstances.

24. Limitation of Third Party Rights

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 to enforce any of its terms and no rights or benefits are conferred on any
third party under the Contracts (Rights of Third Parties) Act 1999.

25. Exclusion of Liability for Loss Caused by Others

We will not be liable if losses, penalties, interest or additional tax liabilities are caused by 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 caused by a failure to act on our advice or a failure to provide us with relevant information.
In particular, where we refer you to another firm for advice on matters outside the remit of our engagement, even if connected or related to the engagement, who you then instruct directly, we accept no responsibility in relation to the work carried out by that firm and will not be liable for any losses caused by them.

26. Indemnity for Unauthorised Disclosure

You agree to indemnify us and our agents in respect of any claim, including but not limited to any claim for negligence, (such indemnity to extend to all liabilities, costs, expenses, damages and losses, including but not limited to any direct, indirect or consequential losses, loss of profit, loss of reputation and all interest, penalties and legal costs (calculated on a
full indemnity basis) and including payment at our usual rates for the time spent by us in defending it, and all and other reasonable professional and management costs and expenses) arising out of any unauthorised disclosure of our advice and opinions, whether in writing or otherwise.

27. Limitation of Aggregate Liability

The Engagement Letter specifies an aggregate limit of liability, and that sum shall be the maximum aggregate liability of this firm, company or LLP, its principals, partners, directors, members, subcontractors or members, agents, consultants and employees (and of any former principals, partners, directors, members, subcontractors agents, consultants and employees) to all persons to whom the Engagement Letter is addressed and also to any other person that we have agreed with you may rely on our work.

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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, partners, directors, members, subcontractors, agents, consultants, subcontractors or employees on a personal basis, or any former principals, partners, directors, members, agents, consultants, subcontractors or employees.

28. Period of Engagement & Termination

The start date our responsibility for assignments commences once first payment has been made, this Engagement Letter has been accepted at checkout, and we have been able to carry out our Client Due Diligence (CDD).

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We will not be responsible for any periods prior to the acceptance of the Engagement Letter.

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When notice is given by either party the date that our responsibility for the service ends will be set out in the disengagement letter. (Please see ‘Disengagement' above for more details). Where no disengagement letter is issued, or responsibility will end 30 days from the date of receipt of you or us instigating the disengagement process.

Where you have utilised Your Right to Cancel this Service within14 days of making your first payment and notifying us of your intent to cancel the service, our responsibility will end with immediate effect at the time and date that you notified us of your right to cancel.

29. Retention of Papers

We will return documents that belong to you when the assignment is complete unless specifically agreed with you. If we continue to hold records for you we will agree how they should be treated when we cease to act.

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You will have the option to transfer the Xero license from you to us. If the transfer request is not accepted by the last day of the month in which you or we have given notice to disengage, we may send a further invoice for the cost of 1 month of the software for the following billing period.

PRIVACY NOTICE

Contact Details

The Data Protection officer is Gareth Evans, who can be contacted about anything to do with your personal data and data protection, including to make a subject access request, using the following details:

 

Email address: hello@hospobase.co.uk

Postal address: 177 Green Lane, Stoneycroft, Liverpool, Merseyside, L13 6RQ

Telephone number: 01518323887

 

Introduction

 

The Data Protection Act 2018 (DPA) and the General Data Protection Regulation (GDPR) requires organisations that process personal data to meet certain legal obligations. We are a data controller within the meaning of the Act and we process personal data.

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We are committed to complying with the requirements of the DPA and GDPR. As a result we confirm that personal information we process will only be held (or otherwise processed) to the extent necessary in order to provide the agreed professional services and for any other purpose specifically agreed.

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Information Collected

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We are entering into a contract with you and will be processing data in order to fulfil our contractual obligations. In order to provide the agreed services we need to collect, retain and process personal data about you. This data is needed in order to:

 

Take you on and retain you as a client according to the provisions of UK laws and professional regulations (eg anti-money laundering requirements).

Prepare and file accounts and tax returns

Provide advice on tax and national insurance liabilities

Provide ad hoc advice.

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If the information required is not provided, we may not be able to provide the required services which would trigger the disengagement provisions in the terms and conditions.

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The personal data that we will collect and process will include:

Names and addresses

Email addresses

Telephone numbers

Information held by HMRC

Information required to prepare tax returns

Information required to prepare your accounts

Correspondence between us

 

How Information is Collected

We collect information that is supplied about you from:

You

A spouse/partner

HMRC

Your organisation

Electronic ID verification providers

Other third parties (eg banks, investment managers etc) as authorised by you.

 

How Your Information is Used

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We may use information we hold about you:

to provide services under the contract in force between us

to contact you about other services we provide which may be of interest to you if you have

consented to us doing so.

to meet other legal and regulatory requirements.

for other legitimate interests.

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We will retain records based on our retention policy so that we can defend ourselves against potential legal claims or disciplinary action which can be brought within statutory time limits.

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We may also use information from other people or organisations when carrying out these activities.

There is no automated decision-making involved in the use of your information and therefore no automatic data portability.

Where we use subcontractors they will comply with General Data Protection Regulation (GDPR) requirements.

Lawful basis for processing personal data

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Personal data may be processed on a contract basis under the engagement letter and provision of services agreements.

Personal data may be processed on a consent basis when meeting clients' wider expectations of my/our professional relationship.

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Personal data may be processed on the legal obligations and/or public interest bases in order to comply with legal requirements.

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Personal data may be processed in order to further our legitimate interests.

Transferring Personal Data Outside the United Kingdom (UK)

We will not transfer the personal data we collect about you outside of the UK.

Information Which May be Given to Others

In order for us to provide the agreed services, we may provide personal data about you to:

HMRC

other third parties you require us to correspond with (for example, finance providers, pension

providers (including auto-enrolment) and investment brokers.

subcontractors who are bound by the same professional and ethical obligations as the principals

and employees of the practice

an alternate appointed by us in the event of incapacity or death. Details of the name and address of this individual will be provided on request.

tax insurance providers

professional indemnity insurers

our professional body Association of Accounting Technicians (AAT) or an external reviewer in relation to quality assurance.

We need to give information to these other parties in order to fulfil our contractual obligations to you and therefore it is not possible to opt out of the provision of information to these parties. If you ask us not to provide information we may need to cease to act.

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If the law allows or requires during the period of our contractual arrangements or after we have ceased to act we may give information about you to:

the police and law enforcement agencies

courts and tribunals

the Information Commissioner's Office (ICO).

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In addition, after we have ceased to act we may give information about you to:

our professional indemnity insurers or legal advisers where we need to defend ourselves against a claim

our professional disciplinary body where a complaint has been made against us in order to defend ourselves against a claim.

your new advisers or other third parties you ask us to give information to.

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Data Security

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We have put in place appropriate and proportionate security measures to address the risk of personal data being lost, used, altered or accessed in an unauthorised way. We limit access to personal data to those who have a business need to access it, and who will only process the personal data on our instructions.

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Nevertheless, no data transmission over the internet, or any other network, can ever be regarded as wholly secure, and we have in place measures to deal with any suspected breach of data security.

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Those measures include policies and procedures, which are periodically reviewed to ensure they are effective and fit for purpose.

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Retention of Information

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When acting as a data controller and in accordance with recognised good practice within the tax and accountancy sector we will retain all of records relating to you as follows:

Where tax returns and accounts have been prepared it is our policy to retain information for seven years from the end of the tax year to which the information relates.

Where ad hoc advisory work has been undertaken it is our policy to retain information for seven years from the date the business relationship ceased.

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Where we have an ongoing client relationship permanent information (the data supplied by you and others which is needed for more than one year's tax and accounts compliance) including, for example, capital gains base costs and claims and elections submitted to HMRC, are retained throughout the period of the relationship but will be deleted seven years after the end of the business relationship unless we are asked to retain it for a longer period by our clients.

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Under the Money Laundering Regulations (MLR 2017) personal data must normally be destroyed within specified time limits but where contractual agreement is in place this is taken as agreement under Regulation 40 (5) MLR 2017 to retain records for the longer period of seven years.

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Requesting Information Held About You (the Right to Access)

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Requests to see records and other related information that the firm holds about you are known as ‘subject access requests' (SAR). We have set out further details on SARs below.

 

Requests in Writing

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Please provide all requests in writing to the individual at the top of this notice.

To help provide the information on a timely basis you may need to provide copies of id and proof of address.

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Asking someone else to make a subject access request on your behalf

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You can ask someone else to request information on your behalf – for example, a friend, relative or solicitor. We must have your authority to do this. This is usually a letter signed by you stating that you authorise the person concerned to write to for information about you, and/or receive our reply.

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When We Won't Release Information

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The law allows us to refuse your request for information in certain circumstances – for example, if you have previously made a similar request and there has been little or no change to the data since the original request.

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The law also allows us to withhold information where, for example, release would be likely to:

prejudice the prevention or detection of crime

prejudice the apprehension (arrest) or prosecution of offenders

prejudice the assessment or collection of any tax or duty

reveal the identity of another person, or information about them.

Where we are unable to consent to your request we will set out the reasons in writing.

 

Putting Things Right (the Right to Rectification)

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Should information you have previously supplied to us be incorrect, please inform us immediately so we can update and amend the information we hold.

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Deleting your Records (the Right to Erasure)

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In certain circumstances it is possible for you to request us to erase your records and further information is available on the ICO website (www.ico.org.uk). If you would like your records to be erased, please inform us immediately and we will consider your request. In certain circumstances we have the right to refuse to comply with a request for erasure and if applicable we will supply you with the reasons for refusing your request.

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Restrictions on Processing (the Right to Restrict Processing and the Right to Object)

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In certain circumstances you have the right to ‘block' or suppress the processing of personal data or to object to the processing of that information. For further information refer to the ICO website (www.ico.org.uk). Please inform us immediately if you want us to cease to process your information or you object to processing so that we can take the appropriate action.

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Withdrawal of Consent

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Where you have consented for us to contact you with details of other services we provide we may continue to process your data and contact you for that purpose after our contractual relationship ends. You may withdraw consent for the firm to contact you in relation to details of other services we provide at any time during the performance of the contract or thereafter. We will then cease to process your data but only in connection with contacting you with details of other services we provide.

Note that the withdrawal of consent does not make the other bases on which we are processing your data unlawful. We will therefore still continue to process your data under the terms of our contract and for other reasons set out in this privacy notice.

 

Obtaining and Reusing Personal Data (the Right to Data Portability)

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The right to data portability only applies:

to personal data an individual has provided to a controller;

where the processing is based on the individual's consent or for the performance of a contract;

and when processing is carried out by automated means

You may be able to request your personal data in a format which enables it to be provided to another organisation. We will respond to any requests made without undue delay and within one month. We may extend the period by a further two months where the request is complex or a number of requests are received but we will inform you within one month of the receipt of the request and explain why the extension is necessary.

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Complaints

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If you have any questions or concerns regarding our processing of personal data, you can complain to us as set out in the terms and conditions. If you are dissatisfied with the response, then you can refer to the ICO.

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

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You can also complain to our professional body - Association of Accounting Technicians (AAT) as set out in the terms and conditions.

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Privacy Notice Confirmation

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I have read, understand and accept the basis on which my information will be dealt with as set out in the privacy notice provided.

I agree to your appointed alternate having access to my records in the event of your illness or permanent incapacity.

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I understand that you will communicate or transfer data with me using any or all of the following:

Post/Hard-copy documents

Password-protected emails

Encrypted emails

Letter of Engagement in relation to

Unencrypted emails (without attachments)

Secure Portals

Cloud-based software

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I accept the risks of you corresponding with me by email that is not encrypted or password protected.

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I also agree to you contacting me with details of other services you provide. Where relevant you may contact me by post, telephone, email and text message.

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