This document contains the terms of service, that are to be agreed upon between ReachHYE Limited (hereinafter referred as We/Us/Accountant) and the Customer (hereinafter referred as You/Client).

We strive to offer the best-in-class services to our customers. To ensure the same, we stick to strict service standards and time scales. This also requires both parties to adhere to certain agreed terms. This document lays down the whole policy framework to standardise the provision of our services, to avoid any confusion. By accepting the quote, you agree to these terms before availing of our services at a quoted price.

Please note that the terms of all services are mentioned here but only the ones you have availed and invoiced, will be relevant for you.

Age restriction:

You must be at least 18 (eighteen) years of age before you sign-up for our services. We accept no responsibility for liabilities/refunds related to any age misrepresentation.

Electronic Communication

We at ReachHYE Limited communicate with you via email or by other electronic means. We will accept your written response by electronic means as legally binding (such as the approval of a tax return for submission to HM Revenue & Customs).

With electronic communication, there is a risk of non-receipt, delayed receipt, inadvertent misdirection, data corruption, unauthorised amendment, tampering, and interception by third parties. It is the responsibility of the recipient to carry out a virus check on any attachments received. We use virus-scanning software to reduce the risk of viruses and similar damaging items being transmitted through emails or electronic storage devices. However, electronic communication is not totally secure and we cannot be held responsible for damage or loss caused by viruses nor for communications that are corrupted, tampered with, or altered after despatch. Nor can we accept any liability for problems or accidental errors relating to this means of communication especially in relation to commercially sensitive material relating to you.

If you intend to reply to the information contained in an email, you should verify the contents of the email with the author. These are risks you must bear in return for greater efficiency and lower costs. To counter the threats posed by emails as a mode of sharing sensitive information, we also offer a secure service to share information including attachments, this will be done on specific requests as it compromises speed and efficiency for the want of higher security.

Data protection (GDPR)

We may obtain, use, possess, and disclose personal data about you in order that we may discharge the services agreed under this engagement letter, and for other related purposes including updating and enhancing client records, analysis for management purposes and statutory returns, crime prevention, and legal and regulatory compliance. You have a right of access, under data protection legislation, to the personal data that we hold about you. For the purposes of the General Data Protection Regulation (EU) 2016/679, the Data Controller in relation to personal data supplied about you is ReachHYE Limited.

Ownership of records

In the event of non-payment of our fees for services rendered, we may exercise a particular right of lien over the books and records in our possession and withhold the documents until such time as payment of our invoice is received in full.

Anti-money laundering legislation

All accountants must comply with onerous duties imposed by UK legislation to prevent, recognise and report money laundering, which is intended to inhibit the activities of terrorists and other criminals by denying them access to technical expertise. If we fail to perform these duties, we risk imprisonment.

Before we accept to provide services, we may need to obtain ‘satisfactory evidence’ to confirm your identity as per the ‘Customer Due Diligence’ procedure prescribed by HMRC under the UK AML regime for Anti-Money Laundering and Terrorist Financing (MLTF).

Wherever applicable you will disclose the source of any funds or other property, the purpose of any instructions, or any other matter. We may also need to obtain such evidence after we have begun to act on your instructions.

We assume that our clients are honest and law-abiding. However, if at any time, there appear to be grounds to suspect (even if we do not actually suspect) that your instructions relate to ‘criminal property’, we are obliged to make a report to the National Crime Agency (“NCA”), but we are prohibited from telling you that we have done so.

In such circumstances, we must not act on your instructions without consent from NCA. If NCA does not refuse consent within 7 working days we may continue to act. If NCA issue a refusal within that time, we must not act for a further 31 days from the date of the refusal for you or your company.

‘Criminal property or Act’ is property or Act in any legal form, whether money, real property, rights or any benefit derived from criminal activity. It does not matter who carried out the criminal activity or how removed the property is from the original crime. Even if you are honest in your dealings, if your property represents a benefit from someone else’s crime, we must still make a report.

Activity is considered ‘criminal’ if it is a crime under UK law, no matter how trivial for example, tax evasion is a criminal offense but an honest mistake is not. We will assume that all discrepancies are mistakes unless there is contrary evidence.

Customer Due Diligence:

All the accountants registered with HMRC are required to comply with the guidelines prescribed for Customer Due Diligence under the AML regime. To ensure compliance, we obtain the following personal information about ‘Person with Significant Control’:

1. Full name of person with significant control

2. A scanned copy of valid drivers’ license

3. A scanned copy of valid passport

4. Proof of residential address

5. Date of birth

We will comply with GDPR guidelines issued by the ‘Information Commissioner’s Office’ to store and use the above information. You can refer to HMRC

Refund Policy:

We thrive to provide exceptional services to our customers there may be certain circumstances where a refund may be requested by you:

• If the requested services are out of the scope of professional conduct in the eyes of HMRC and the professional body. We will initiate a refund after making the necessary deductions.

• If the refund is a result of incorrect or incomplete information supplied by the client, we will deduct a charge to cover the costs.

• If you accept to share financial information and work has been done or drafts reports are ready to send or have already been sent, we will deduct up to 100% of the invoice value as a fee to cover the costs.

The refund will be issued by way of vouchers or credit to the original mode of payment or a settlement for the next service. This will be informed in advance before initiating such refund and we may deduct an additional fee to process such refund by the mode chosen by you.

Customer Feedback

We are committed to providing a high standard of customer service. If you have any ideas as to how our service to you could be improved, or if you are dissatisfied with the service you are receiving, please let us know in writing at info@reachhye.co.uk. In the event that you have a complaint, we will look into this carefully and promptly and do all we can to explain the position to you or address your concerns.

List of services:

1. Bookkeeping

2. Accounting

3. Self-assessment tax return

4. Accounting software training on Sage and QuickBooks

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Bookkeeping:  Bookkeeping services may be offered on a periodic basis as per specifically agreed terms:

You/your management are responsible for the detection of irregularities and fraud. We would emphasise that we cannot undertake to discover any shortcomings in your systems or any irregularities on the part of your employees or others, although we will advise you of any such circumstances that we encounter.

1. Generally, we will be liable to maintain the bookkeeping within 7 working days from receipt of the information from your end, by way of bank statements. There may be certain situations where more time is needed, which will be informed to you in advance.

2. If not agreed otherwise, the standard periodic interval for bookkeeping shall be quarterly (3 months at a time).

3. In no circumstances shall we be doing the transaction entry/bookkeeping on a daily or real time basis.

4. Customer will be responsible for the safe keeping of the physical proof of all expenses, incomes and other transactions;

5. We may request further details such as physical evidence etc to authenticate a few/all transactions which shall be provided upon request.

6. If there is no option but to send physical documents for doing the bookkeeping, then the additional costs for the handling, scanning and processing of such information shall be borne by the customer.

7. The ultimate responsibility for sharing the information on time lies with the customer.

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