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Terms & Conditions

Introduction

Welcome to Apex Bookkeeping Ltd (“we,” “our,” or “us”). Apex Bookkeeping Ltd is a professional practice regulated and licenced by the Institute of Certified Bookkeepers (ICB). These Terms and Conditions (“Terms”) govern your use of our website www.apexbooks.uk (the “Site”) and set out the general basis of our professional relationship. By using our Site or services, you agree to these Terms

 

Hierarchy of Terms

Our relationship is governed by several documents. In the event of any conflict or inconsistency, the following order of priority applies

  • The Letter of Engagement (LOE) and specific Service Schedules.

  • The Master Business Terms (MBT).

  • These Website Terms & Conditions. Together, these are referred to as the “Engagement Documents.”

 

Regulatory Compliance & AML Supervision

Apex Bookkeeping Ltd is supervised by the Institute of Certified Bookkeepers (ICB) for compliance with the Money Laundering Regulations 2017.

  • Verification: We are required by law to verify the identity of our clients. We perform these statutory checks using secure electronic verification systems (including Xama) and may request supporting documentation.

  • Mandate: We cannot commence professional services until these statutory checks are successfully completed.

 

Professional Services (Scope of Work)

  • We provide professional bookkeeping, VAT compliance, payroll processing (PAYE/RTI), and CIS submissions.

  • Strict Scope: Our services are limited to the compliance tasks listed in your Engagement Documents. We do not provide statutory accounts, tax returns, tax planning, or regulated advisory services.

  • Accuracy: We rely on the accuracy of the digital information you provide. You remain responsible for the completeness of your business records and for meeting any underlying tax liabilities.

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Use of the Site and Online Systems

 

  • Eligibility: You must be at least 18 years old to use this Site or our online systems.

  • Infrastructure Access: We grant you access to our Site and specific third-party professional platforms (such as the Engager app) solely for the purpose of managing your account and onboarding.

  • Credential Security: You are strictly responsible for maintaining the confidentiality of your login credentials. Any activity performed under your account is legally deemed to be your own. You must notify us immediately of any suspected security breach.

  • Cyber Integrity: You must not attempt to circumvent security, introduce malicious code, or use the systems in any way that could damage, disable, or impair our digital infrastructure or that of our software partners.

 

Booking and Payment

  • Confirmation: Services are only confirmed once your Engagement Documents are signed and any required Direct Debit mandate is in place.

  • Fees: Fees are agreed in advance in writing. We reserve the right to review fees with prior notice.

  • Payment Method: All recurring fees are collected monthly in advance via Direct Debit on or around the 1st of each month.

  • Failure to Pay: We reserve the right to suspend or terminate services if a collection fails and remains unpaid for 7 days after notice. We do not accept manual bank transfers for recurring services.

 

  Cancellation and Termination

  • Cancellation by You: You may terminate services by giving 30 days’ written notice. Fees for work already completed or in progress remain payable.

  • Termination by Us: We may suspend or terminate services immediately if you fail to pay, provide misleading information, or behave unreasonably.

 

 Professional Portal Mandate & Data Security

  • Mandatory Workflow: To comply with HMRC Making Tax Digital (MTD) 2026 standards and UK GDPR, all professional records, books, and sensitive payroll data must be exchanged via our secure client portal (Engager).

  • Email Prohibition: We do not accept business records or sensitive data via unencrypted email. Any records sent via email will not be processed and will be deleted to maintain data integrity.

  • Compliance Breach: Failure to use the mandated secure portal constitutes a breach of our professional operational protocol and may result in the suspension of services to protect our regulatory standing.

 

Intellectual Property

All content on this Site, including text, branding, graphics, and documents, belongs to Apex Bookkeeping Ltd. You may not copy, reproduce, distribute, or reuse any content without written permission.

 

Limitation of Liability

  • Professional Standards: We provide services with reasonable care and skill in line with professional standards.

  • Exclusions: We are not responsible for errors caused by inaccurate information you provide, decisions you make based on our work, or losses outside our control.

  • Liability Cap: Our total liability is limited to the total fees paid for the services giving rise to the claim.

  • Legal Safety Line: Nothing in these Terms excludes liability for death, personal injury, or fraud.

 

Indemnity

You agree to compensate us for any loss, claim, or cost arising from your breach of these Terms or from inaccurate or misleading information you provide to us or HMRC.

 

Privacy and GDPR Compliance

We are registered with the Information Commissioner's Office (ICO). Our use of your personal data is governed by our Privacy Policy. Where we process payroll, we act as a Data Processor; all such activities are governed by the Data Processing Agreement (DPA) within your Engagement Documents.

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Governing Law

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

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Changes to These Terms

We may update these Terms at any time. The current version will always appear on our Site; continued use of the Site or services constitutes acceptance of the updated Terms.

 

Professional Disclosures

  • Legal Name: Apex Bookkeeping Ltd (Company No: 15630045).

  • Registered Office: 2nd Floor College House, 17 King Edwards Road, Ruislip, HA4 7AE.

  • AML Supervisor: Institute of Certified Bookkeepers (ICB).

  • Practice Licence Number: 24340.

 

Contact Us

If you have any questions about these Terms, please contact us at info@apexbooks.uk.

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