Terms and Conditions of Business

1. About Us

1.1  These Terms and Conditions govern the provision of accountancy and related services by Max&b Management Ltd, a company registered in England and Wales, trading as Numzo (referred to in these terms as “we”, “us” or “Numzo”).

1.2  Our website is numzo.co.uk. Our services are delivered online, by telephone, email, video consultation and through cloud accounting software.

1.3  By engaging our services you agree to be bound by these Terms and Conditions. If you do not agree, you should not proceed with the engagement.

2. Definitions

In these Terms and Conditions:

• “Client” means the individual, sole trader, partnership or limited company that engages Numzo for services.
• “Services” means the accountancy, bookkeeping, tax, payroll, VAT, CIS and related services described in our engagement letter or service agreement.
• “Engagement Letter” means the written document setting out the specific services to be provided and the agreed fees.
• “Fees” means the charges payable by the Client for the Services as set out in the Engagement Letter or as otherwise agreed in writing.
• “HMRC” means His Majesty’s Revenue and Customs.
• “Companies House” means the registrar of companies for England and Wales.

3. Our Services

3.1  We will provide the Services described in the Engagement Letter. The scope of Services may include any combination of the following:

• Bookkeeping and accounting records maintenance
• Self Assessment tax return preparation and submission
• Annual accounts preparation for sole traders and limited companies
• Corporation Tax return preparation and submission
• Przygotowanie i złożenie deklaracji VAT
• Payroll processing and Real Time Information submissions
• Construction Industry Scheme (CIS) administration
• Companies House filing and compliance support
• Management accounts and financial reporting
• Business start-up and general accounting advice

3.2  Any services not set out in the Engagement Letter may be subject to additional fees. We will notify you of any additional charges before undertaking work outside the agreed scope.

3.3  We will perform our Services with reasonable care and skill and in accordance with professional standards applicable to the services we provide.

4. Client Responsibilities

4.1  You agree to:

• Provide us with complete, accurate and timely information, records and documents as reasonably required to perform the Services.
• Inform us promptly of any changes to your business, tax affairs or circumstances that may affect the Services.
• Respond to our requests for information within a reasonable timeframe.
• Keep us informed of any correspondence received from HMRC, Companies House or other regulatory bodies.
• Make payment of all Fees in accordance with these Terms and Conditions.
• Ensure that all information provided to us is true, accurate and complete to the best of your knowledge.

4.2  We are not responsible for any errors, penalties, late filing charges or other consequences arising from your failure to provide accurate or timely information.

4.3  You remain responsible at all times for the accuracy and completeness of the information and figures submitted to HMRC, Companies House or any other authority on your behalf.

5. Fees and Payment

5.1  Our Fees will be as set out in the Engagement Letter or as otherwise agreed in writing. We may offer fixed monthly fees, one-off fees or a combination of both.

5.2  Fees are payable in advance or as otherwise stated in the Engagement Letter. Payment is processed through Stripe or such other payment method as we may specify.

5.3  We reserve the right to review and adjust our Fees from time to time. We will give you not less than 30 days written notice of any increase in fees.

5.4  If payment is not received by the due date, we may:

• Suspend the provision of Services until payment is received.
• Charge interest on overdue amounts at a rate of 8% per annum above the Bank of England base rate from the date payment was due.
• Terminate the engagement in accordance with clause 9 of these Terms.

5.5  All Fees are stated exclusive of VAT. Where VAT is applicable, it will be added at the prevailing rate.

5.6  You are responsible for all reasonable costs and disbursements incurred by us on your behalf, including any filing fees payable to HMRC or Companies House, unless otherwise agreed.

6. Confidentiality

6.1  We will keep all information provided by you strictly confidential and will not disclose it to any third party without your consent, except:

• Where we are required to do so by law or by a court or regulatory authority.
• Where disclosure is necessary for us to perform the Services (for example, to HMRC or Companies House on your behalf).
• Where we instruct third-party service providers who assist us in delivering our services, provided such providers are bound by equivalent confidentiality obligations.

6.2  You acknowledge that we may be subject to legal or regulatory obligations to report certain matters, including under anti-money laundering legislation, and that compliance with such obligations shall not constitute a breach of our confidentiality obligations to you.

7. Anti-Money Laundering

7.1  As a provider of accountancy services, we are subject to the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 (as amended) and any subsequent legislation.

7.2  We are required to carry out client due diligence checks before and during the engagement. You agree to provide us with such identification documents and information as we may reasonably request.

7.3  We may be required to make a report to the National Crime Agency without informing you if we know or suspect that a transaction or matter involves the proceeds of crime or terrorist financing. Making such a report does not constitute a breach of our obligations to you.

7.4  We reserve the right to suspend or terminate the engagement if you fail to provide the required identification documentation or if we have concerns under anti-money laundering legislation.

8. Limitation of Liability

8.1  Our liability to you for any loss or damage arising from the provision of the Services (whether in contract, tort, negligence or otherwise) is limited to the total Fees paid by you to us in the 12 months preceding the event giving rise to the claim.

8.2  We shall not be liable for:

• Any indirect, consequential, special or punitive losses or damages.
• Any loss of profits, business, revenue or goodwill.
• Any loss arising from your failure to provide accurate, complete or timely information.
• Any penalties, interest or surcharges imposed by HMRC, Companies House or any other authority, where these arise from information or instructions provided by you.
• Any loss arising from circumstances beyond our reasonable control.

8.3  Nothing in these Terms shall limit or exclude our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be excluded by law.

9. Termination

9.1  Either party may terminate the engagement by giving not less than 30 days written notice to the other party.

9.2  We may terminate the engagement immediately, or with shorter notice, if:

• You fail to pay any Fees when due and do not remedy the default within 14 days of written notice.
• You fail to provide required identification documents under anti-money laundering requirements.
• We have reasonable grounds to believe that continuing the engagement would cause us to breach any professional, legal or regulatory obligation.
• You behave in a manner that is abusive, threatening or otherwise unreasonable towards our staff.

9.3  On termination, you will be liable to pay all Fees for work carried out up to the date of termination. We will provide you with a final invoice for any outstanding amounts.

9.4  Following termination, we will provide reasonable assistance to transfer your accounting records and software access. We reserve the right to charge for any such assistance at our standard rates.

10. Intellectual Property

10.1  All working papers, methodologies, templates and processes created by us in the course of providing the Services remain our property.

10.2  Documents prepared specifically for you (such as your accounts or tax returns) will be made available to you for the purpose for which they were prepared.

11. Data Protection

11.1  We will process your personal data in accordance with our Privacy Policy, available at numzo.co.uk, and in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

11.2  By engaging our services, you consent to the processing of your personal data as described in our Privacy Policy.

12. Complaints

12.1  If you are unhappy with any aspect of our service, please contact us in writing at the contact details shown on our website. We will acknowledge your complaint within five working days and aim to resolve it within 28 days.

13. Governing Law

13.1  These Terms and Conditions are governed by and construed in accordance with the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

14. Changes to These Terms

14.1  We may update these Terms and Conditions from time to time. We will notify you of any material changes by email or through our website. Continued use of our services after the effective date of any changes constitutes your acceptance of the revised Terms.