Here are the complete terms and conditions of business that apply when you register as our client. We’ve made every effort to keep the language simple and avoid any legal jargon!
1. Agreement
1.0.1. By appointing Heighten Accountants (a trading name of SupporTax Ltd, company no. 09465450) as your accountants, you authorise us to act on your behalf in all matters related to the services you choose and your interactions with HMRC. This agreement is binding on both parties and can only be changed or modified through a written agreement signed by both parties.
2. Confidentiality
2.0.1. We are committed to maintaining the confidentiality of our clients’ information. All accounts, statements, and reports we prepare are intended solely for your use within your business or to fulfil specific legal obligations. These documents will not be shared with any third party without your prior consent.
2.0.2. If you wish to authorise someone else, such as your spouse, to communicate with us on your behalf, we will need your written consent. Please contact us for more details on how to arrange this.
2.0.3. In compliance with the Data Protection Act 1998, the Data Controller responsible for the personal data you provide is SupporTax Ltd.
2.0.4 We may, on occasions, subcontract work on your affairs to other tax or accounting professionals. The sub-contractors will be bound by our client confidentiality terms.
3. Agreement of Terms and Cancellation
3.0.1. This agreement takes effect from the date we receive your completed registration form. Either party may modify or terminate our authority to act on your behalf at any time without penalty, except if cancellation occurs before your first month’s payment. In such cases, a £25 +VAT fee will be charged to cover administrative costs. Notice of termination must be provided in writing or via email. Please note that no monthly payments will be refunded or transferred under any circumstances, regardless of your use of our services or whether your year-end procedure has been completed.
3.1.1 Upon termination of the Contract, you must promptly pay all outstanding invoices and any new invoices for services provided but not yet invoiced. If you used our office addresses for your business, you must update Companies House and HMRC with your new details. Failure to do so may incur additional fees, and we may update these details on your behalf.
3.0.2. These terms and conditions are subject to change from time to time. While we will make every effort to notify clients in advance of any changes, it is your responsibility to review the terms regularly for updates.
3.0.3. If an indemnity claim is made against direct debit payments that were due, the outstanding amount must be paid to us immediately, along with a £25+VAT fee to cover the indemnity claim cost charged by our direct debit agency.
4. Payments
Clients Registered After 01/09/2024
4.0.1. Upon registration, we will issue monthly invoices for the current financial year. Direct debit payments will be collected monthly for the invoiced amounts. Your first invoice and direct debit will include a backdated amount from the start of your current financial period. For example, if your financial period runs from 1st January to 31st December with a monthly fee of £100, and your first direct debit payment is on 1st June, the initial invoice and payment will be £600 (6 months x £100), followed by £100 per month thereafter.
If you terminate our service mid-financial year, no further invoices will be issued from the date of your written cancellation. If you wish us to complete the financial year’s work, we can either continue the monthly invoicing or issue a final invoice up to the end of the financial year.
Clients Registered Before 01/09/2024
4.0.2. Upon registration, we will issue an invoice for your current financial year. Monthly direct debit payments will be applied towards reducing this invoice.
If you terminate our service mid-financial year, a credit note will be issued for the remaining term of the financial year, and we will notify you of any outstanding balance. If you have switched to monthly invoicing, a credit note is unnecessary as invoices will only cover the period up to the cancellation date. If you would like us to complete the financial year’s work, we can either continue the monthly invoices or issue a final invoice for the year-end.
All Clients
4.0.3. If there is outstanding work from previous periods upon registration, we will contact you for instructions on whether you would like a quotation for completing this work. A previous period is any period ending before the current date. For instance, if today is 1st April 2024 and accounts are due for the period ending 30.09.2023, this would be considered a previous period.
4.0.4. Fees may be adjusted periodically to account for inflation or rising costs, with a minimum increase of 5% per year. You will be notified of any changes to fees at least 14 days in advance.
4.0.5. Your quotation is based on the information you provided about your business. If your business circumstances change, we may adjust the fees accordingly. For example, changes in your turnover bracket, adding additional income sources to your personal tax, switching payroll from monthly to weekly, or bookkeeping transactions exceeding the fair usage outlined in the initial quote could result in adjusted fees. A pricing guide explaining how fees are calculated is available upon request.
Clients Without Direct Debit
4.0.6. Monthly fees are collected via credit/debit card through Stripe. If you change your accountancy package, you agree that we may initiate immediate payment for the agreed fee, with recurring monthly payments thereafter. Fees are determined by the package price at the time of registration or upgrade, as indicated on our website or quoted by a team member.
5. Late Payments/Defaults
5.0.1. For balances overdue by more than 90 days, we reserve the right to charge interest at 8% above the base rate per annum until full payment is received or correspondence is received to resolve the situation.
5.0.2. By signing Our Terms and Conditions at registration, should your company for any reason fail to pay our fees, as a Director of the company, you will be personally liable for any unpaid fees, as if the invoices were addressed to you individually. Both the company and all Directors who have signed Our Terms and Conditions will be jointly and severally liable for any unpaid amounts. For sole traders and partnerships, the business owners are responsible for settling any outstanding balances owed.
6. Authorisation
6.0.1. After receiving your registration form, we will request an authorisation code from HMRC, which you should forward to us promptly to avoid delays in your work.
6.0.2. Upon registration, we will perform an identity check in accordance with Anti-Money Laundering regulations, which may involve a credit search. This is a soft search and does not impact your credit score. This check is solely for verification purposes.
6.0.3. As required by UK anti-money laundering legislation, we must identify and verify our clients. Work cannot commence until these requirements are met. We may request and retain necessary information and documentation, and conduct searches of appropriate databases, including ID verification software.
6.0.4. We may share your personal data with our accounting professional bodies and/or the Office of Professional Body Anti-Money Laundering Supervisors (OPBAS) for practice assurance or compliance with UK anti-money laundering legislation.
7. Correspondence
7.0.1. We record all client communications, which may include telephone calls, which are stored in our secured system and accessed only if needed. You agree to the recording of conversations for training and monitoring purposes.
7.0.2. Unless you instruct 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.
Internet communications are capable of data corruption and therefore we do not accept any responsibility for changes made to such communications after their despatch. If you do not agree to accept this risk, you should notify us in writing that e-mail or other electronic means is not an acceptable means of communication.
8. Referral Fees
8.0.1. We use selected affiliates to handle extra services offered to clients. In some cases, we receive referral fees from these affiliates for the work they undertake from our referrals. You agree to allow us to retain any referral fees generated.
9. Offers
9.0.1. Introductory offers are valid only if you register as an ongoing client. If you cancel within 12 months following the offer period, the full price becomes payable. For example, if you receive free company incorporation and cancel within 12 months, the full incorporation fee will be due.
10. Your Responsibility for the Preparation of Financial Statements
10.0.1. You are responsible for providing all accounting records and related financial information as required for compiling your accounts. Full disclosure of relevant information must be made. Accounts will require your approval before submission to HMRC or Companies House.
10.0.2. You are responsible for ensuring the accuracy of financial information used for business operations and accounts, for conducting business activities honestly, safeguarding assets, and implementing measures to prevent and detect fraud.
10.0.3. You must ensure that your business complies with applicable laws and regulations, and establish measures to prevent and detect non-compliance.
10.0.4. If you previously used another professional, their contact details must be provided so we can request necessary information. If information cannot be obtained, additional fees may be charged for reconstructing previous financials.
11. Our Responsibilities for the Preparation of Financial Statements
11.0.1. We will compile your annual accounts based on the accounting records and information you provide, and prepare accounts for your approval before submission.
11.0.2. We will advise you on the adequacy of your records for preparing annual accounts and suggest improvements. We are not responsible for losses or penalties resulting from disregarding our advice.
11.0.3. We will diligently prepare financial statements that accurately reflect the information provided by you, but are not liable for errors arising from incorrect information supplied.
11.0.4. Liability for errors in accounts, tax returns, or other work is limited to the fee charged for completing that work.
11.0.5. We are professionally obligated to compile accounts that conform to generally accepted accounting principles.
11.0.6. Additional work outside your chosen package will incur an agreed additional fee.
11.0.7. Your records will be returned via recorded delivery after year-end procedures are completed. Retained records on your instruction will be destroyed after 7 years.
We reserve the right to use subcontractors to prepare aspects of our work and you acknowledge that your books and records may not necessarily be stored or located at this office for the duration of the assignment.
11.0.8. We comply with all applicable civil and criminal legislation.
11.0.9. We will provide services with reasonable care and skill and aim to meet relevant deadlines. However, we are not liable for any losses, penalties, surcharges, interest, or additional tax liabilities under any circumstances. We may consider contributing to penalties at management’s discretion based on individual circumstances.
12. VAT
12.0.1. All quoted fees are in pounds sterling (£) and exclude VAT at the UK rate.
12.0.2. VAT will not be added to our fees if your business is not UK-based for making or receiving services. You are responsible for informing us if this applies. Your business is considered UK-based if any of the following apply: 1. You have a business establishment in the UK and no fixed establishment elsewhere that is more closely connected with the supply; 2. You have a business establishment outside the UK and a fixed establishment in the UK that is mostly connected with the supply; 3. You have no business or fixed establishment, but your usual residence is in the UK.
12.0.3. Our VAT registration number is 124 6495 10.
13. Professional Indemnity Insurance
13.0.1. Professional Indemnity Insurance for Heighten Accountants trading name of Supportax ltd is provided by Maltings. Northampton 900 Pavilion Drive, Northampton, NN4 7RG
14. Accounts/Returns
14.0.1. Commencement of Services
We will manage your business’s accounting and taxation matters starting from the date we receive your registration form.
14.0.2. Preparation of Accounts and Tax Returns
Accounts and tax returns will be prepared based on the records and information you provide to us.
14.0.3. Your approval is required before we submit any accounts or tax returns to Companies House or HMRC.
14.0.4. We will advise you on the amounts of tax due and the respective payment deadlines.
14.0.5. Any amendments to completed accounts or tax returns will incur an additional fee, which will be quoted in advance. We will handle any necessary correspondence with HMRC and prepare amended returns if required.
14.0.6. Any tax overpayments will be refunded to your bank account via faster payment.
14.0.7. We will manage all correspondence with HMRC on your behalf unless you instruct us otherwise.
14.0.8. Please provide your records promptly and before any deadlines. We will send reminders from your financial year-end date to help ensure timely submission of your records.
14.0.9. HMRC investigates a portion of the tax returns submitted each year, selecting businesses either randomly or based on discrepancies in the submitted figures. As long as you maintain an active service with us, we will represent you during an investigation at no additional cost.
14.1.0. You agree that we may contact relevant third parties for information we consider necessary to manage your affairs.
14.1.1. Director’s Self-Assessments, for limited companies registered with us, up to two directors’ self-assessments are included within your fee. Self-assessment periods run from April 6th to April 5th of the following year. The first included self-assessment will correspond to the period in which your company’s financial year-end falls. For instance, if your first financial year with us is from July 1, 2024, to June 30, 2025, the included self-assessment will cover April 6, 2024, to April 5, 2025.
14.1.1.1. Scope of Services, Advice and Specialist Referrals
We are general accountants and small business tax specialists, capable of handling most small business accounting and tax needs. If we lack the necessary expertise, we may consult with affiliates. However, certain services, such as EIS/SEIS forms, R&D tax credits, investment advice, or TOMS advice, require a specialist referral. These specialists may charge additional fees for their services.
14.1.1.2 Firm’s Tax Planning Policy
14.1.1.3 We aim to minimise your tax liabilities wherever possible through effective tax planning; however, we do not promote or advise on aggressive tax avoidance schemes. Our professional associates are also prohibited from participating in any schemes that could harm our or their reputation.
14.1.1.4 We are not authorised by the Financial Conduct Authority (FCA) to conduct Investment Business. If you require investment services or other financial services, such as mortgages, pensions, or trusts, we will refer you to a firm that is authorised by the FCA to provide these services.
14.1.1.5. Reliance on advice
We will endeavour to record all advice on important matters in writing. The 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.
14.1.1.6. Capital Allowances
Heighten Accountants do not provide advice on Capital Allowances as this is a specialist area. While we may offer basic guidance, this should not be considered comprehensive or relied upon as formal advice. We do not accept any responsibility or liability for decisions made based on this guidance. You should consult a qualified Capital Allowance specialist for detailed advice and specific recommendations regarding Capital Allowances.
14.1.3. UK Entities Only
Our services are limited to UK entities, including UK companies or UK taxpayers. We do not provide advice on tax matters in other jurisdictions. If you or your company are considered tax residents outside of the UK, you are responsible for seeking appropriate advice from a professional in that jurisdiction. Generally, UK-incorporated companies are UK tax residents, but exceptions exist. We only engage with companies that are UK tax residents, and you agree that your corporate residency is in the UK.
14.1.4. Self-Assessments for Limited Companies
For limited companies, up to two directors are entitled to free self-assessments, which may include employment income, employment benefits, UK benefits (including state pensions), UK company dividends registered with our service, and UK interest below £1,000. Additional income sources such as property income or foreign dividends will incur extra fees, which will be quoted and agreed upon in advance. If your company is involved in property transactions, disposals will incur an additional fee for the relevant accounting period, to be quoted and agreed upon beforehand.
14.1.5. Self-Assessments for Sole Traders, Partnerships, and Individuals
For sole traders, partnerships, or individuals, your self-assessment tax return is included in the fee. This may include employment income, benefits, UK state pensions, and UK interest below £1,000. Additional income sources, such as property income or foreign dividends, may incur additional fees, which will be quoted and agreed upon in advance.
14.1.6. R&D Relief Notification Requirements
If eligible for R&D Relief, first-time claimants or those who have not claimed in the previous three financial periods must notify HMRC within six months after the end of the financial period. It is your responsibility to meet these deadlines. We do not provide this service, and you would need to appoint a specialist.
15. VAT Returns (if applicable)
15.0.1. We will manage your VAT affairs from the date we receive your registration form. We reserve the right to withdraw VAT services for specialist areas, such as TOMS or opt-to-tax issues.
15.0.2. We will send VAT returns for your approval before submission to HMRC.
15.0.3. We will inform you of VAT amounts payable or refundable and payment deadlines.
15.0.4. We will handle all HMRC correspondence on your behalf unless directed otherwise by you.
15.0.5. Please ensure that all business supplies are included in the records provided to us. Note that our role does not absolve your business of statutory responsibilities. Adherence to submission deadlines is crucial to avoid substantial penalties, so prompt provision of full information is essential.
16. Payroll (if applicable)
16.0.1. To process payroll, we need specific information from you, including:
- Notifications of employees who are sick for four or more consecutive days.
- Notifications of employees who become pregnant.
- Details of benefits provided to employees.
- Hours worked, pay rates, and bonuses.
- Notifications of new hires or terminations.
- Holiday pay details.
- Tax code notices (we should receive a copy).
- For casual labor, you must operate P46 procedures and provide us with completed forms.
16.1.0. RTI returns must be submitted to HMRC on the day employees are paid, so timely receipt of payroll records is critical.
16.1.1. Our role as your agent does not relieve your business of its statutory obligations. Timely submission of returns is essential to avoid penalties, so we must receive complete information promptly.
17. Bookkeeping (if applicable)
17.0.1. If we handle your bookkeeping, we will require all relevant business documents, including invoices, receipts, bank statements, and other financial records.
17.0.2. We will retain your paperwork until year-end procedures are completed unless otherwise instructed. Upon completion, records will be returned via recorded delivery.
17.0.3. If you do your own bookkeeping, we expect reconciled records (if applicable). We will review samples to verify accuracy, and any issues will be brought to your attention for further instruction. Corrections requested by you will be quoted and agreed upon before work is performed.
17.0.4. Amendments requested after bookkeeping completion will incur additional fees, quoted in advance.
17.0.5. Bookkeeping fees are based on your estimated transaction volume. If actual transactions exceed this estimate, additional charges will apply, based on current rates per transaction.
17.0.6. Complex bookkeeping may be billed at an hourly rate, subject to your agreement on a revised quote.
17.0.7. Records provided for bookkeeping must be organised. Excessive time spent organising records may result in additional fees.
18. Registered Office Address (if applicable):
18.0.1. Our registered office address service only forwards correspondence related to accountancy obligations from Companies House and HMRC.
18.0.2. If non-related correspondence is received, we will notify you to update the address. Continued receipt of unrelated correspondence may result in increased fees or termination of this service.
19. Contractors and IR35 (if applicable):
19.0.1. If your business involves contracting, you should assess your exposure to IR35 legislation, which aims to prevent tax advantages over employees in similar roles. We can provide guidance and resources but it is your responsibility to evaluate your IR35 risk.
20. Fair Usage Policy:
20.0.1. We reserve the right to increase fees for clients who use our service excessively, to maintain a sustainable business relationship. This applies to clients who frequently make unnecessary requests, ask an unreasonable number of questions, or seek advice beyond our services. We consider the needs of new clients and those new to business.
20.0.2. If you breach this policy, we will notify you in writing with options to accept a fee increase or reduce the demands on our accountants’ time.
20.0.3. The unlimited help and advice in your package pertains to the services you have engaged us for. Specialist advice or topics outside your services will incur additional fees, agreed upon in advance.
21. Your Personal Data, Privacy, and Security
21.0.1. Please review our Privacy Policy, which outlines how we collect, use, and protect your data.
21.0.2. By agreeing to these Terms and Conditions, you confirm that you have read and understood our Privacy Policy.
22. Complaints Procedure
22.0.1. Most concerns can be resolved by your point of contact. If unresolved, formal complaints can be made via email to support@heightenaccountants.co.uk Complaints must be in writing; phone complaints are not accepted.
23. Respect at Work
23.0.1. We are committed to a positive work environment. Our staff will treat you with respect, and we expect the same in return. Rude, aggressive, or abusive behaviour may result in immediate termination of communication and resignation as your accountant.
24. Finder’s fee
24.0.1 If one of our employees is offered and accepts a job by you during or within one year of leaving us we reserve the right to charge a finder’s fee of 20% of the annual starting salary.
25. Jurisdiction
25.0.1. The courts of England have exclusive jurisdiction over any disputes or claims related to this Agreement or its formation.
