Terms & Conditions

Last Updated: April 2026

1. Introduction

Welcome to Apex Bookkeeping Ltd (“we”, “our”, “us”). Apex Bookkeeping Ltd is a professional practice licensed and supervised by the Institute of Certified Bookkeepers (ICB) under Practice Licence 24340. 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.

These Terms should be read alongside our Privacy Policy and Cookie Policy, which also apply to your use of the Site.

2. Hierarchy of Terms

Our professional 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 accompanying Schedule of Services

•  The Master Business Terms (MBT)

•  These Website Terms and Conditions

Together, these are referred to as the “Engagement Documents.”

3. Regulatory Compliance and AML Supervision

Apex Bookkeeping Ltd is supervised by the Institute of Certified Bookkeepers (ICB) for compliance with the Money Laundering Regulations 2017 (as amended), the Proceeds of Crime Act 2002, and the Anti-Money Laundering Guidance for the Accountancy Sector (AMLGAS).

•  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 and beneficial ownership information.

•  Ongoing checks: Client due diligence is not a one-off exercise and is carried out on an ongoing basis throughout the engagement.

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

•  Reporting: Where required by law, we will report suspicions of money laundering or terrorist financing to the National Crime Agency (NCA). We are prohibited from telling you when such a report has been made.

4. Professional Services (Scope of Work)

We provide professional bookkeeping, VAT compliance, payroll processing (PAYE/RTI), and CIS submissions in accordance with our ICB Practice Licence.

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

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

•  Referrals: Where services outside our scope are required, we will refer you to a suitably qualified accountant or other professional.

5. 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, onboarding, and ongoing service delivery.

•  Credential Security: You are responsible for maintaining the confidentiality of your login credentials. Any activity performed under your account is 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.

6. 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 written 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.

•  No Manual Transfers: We do not accept manual bank transfers for recurring services.

7. 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 fees are overdue, AML requirements cannot be satisfied, misleading information is provided to us or to HMRC, or where continuing would breach our legal or professional obligations.

•  Disengagement: Where we cease to act, we will normally issue a disengagement letter to clarify our respective responsibilities and retention of records.

8. Secure Communication and Document Exchange

To comply with UK GDPR, the Money Laundering Regulations 2017, and HMRC Making Tax Digital (MTD) requirements, we operate a layered, purpose-based approach to document exchange.

•  Engagement and compliance records (Letters of Engagement, AML/KYC documents, HMRC correspondence, 64-8 authorisations, signed returns for approval) must be exchanged through our secure client portal, Engager.

•  Bookkeeping source documents (supplier invoices, bills, receipts, and bank statements where a live feed is not available) must be submitted via the nominated document capture tool (such as Hubdoc or Dext).

•  Shared cloud storage (Google Drive, OneDrive, or Dropbox) is an accepted additional channel for bulk or ad-hoc transfer of documents, provided access is restricted to named individuals and appropriate security controls are in place.

•  Quick queries and general correspondence not containing personal or sensitive financial data may be exchanged by email.

•  We do not accept business records or sensitive data via unencrypted email, WhatsApp, SMS, or personal messaging apps. Sensitive records sent via unapproved channels will not be processed and will be returned or deleted.

Failure to use the mandated channels may result in suspension of services to protect data integrity and our regulatory standing.

9. Intellectual Property

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

10. 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 or incomplete information you provide, decisions you make based on our work, losses arising from changes in law or HMRC practice, or losses outside our reasonable control.

•  Liability Cap: Our total aggregate liability arising from or in connection with our services is limited to an amount equal to the fees paid by you in the twelve (12) months preceding the event giving rise to the claim.

•  Legal Safety Line: Nothing in these Terms excludes or limits liability for death or personal injury caused by our negligence, for fraud, or for any other liability that cannot be limited or excluded by law.

Full limitation of liability provisions are set out in the MBT.

11. Indemnity

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

12. Complaints

If you are dissatisfied with any aspect of our service, please contact us in the first instance at info@apexbooks.uk. We will look into any complaint carefully and promptly, and do everything reasonable to put it right.

If your complaint cannot be resolved internally, you may escalate it to the Institute of Certified Bookkeepers (ICB) at 122-126 Tooley Street, London, SE1 2TU, or via www.bookkeepers.org.uk.

Complaints relating to the handling of your personal data can additionally be raised with the Information Commissioner’s Office (ICO) as set out in our Privacy Policy.

13. Privacy and Data Protection

We are registered with the Information Commissioner’s Office (ICO) under registration number ZB695692. Our use of your personal data is governed by our Privacy Policy.

We act as a Data Controller for personal data processed to manage our relationship with you and meet our regulatory obligations, and as a Data Processor where we process personal data on your behalf and under your instruction as part of the delivery of agreed services. The terms applying to this processing are set out in the Data Processing Agreement (DPA) within your Engagement Documents.

Cookies and similar technologies are governed by our Cookie Policy.

14. Governing Law

These Terms are governed by, and shall be 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.

15. Changes to These Terms

We may update these Terms from time to time. The current version will always appear on our Site. Continued use of the Site or services constitutes acceptance of the updated Terms. Material changes affecting existing clients will be communicated via Engager or email.

16. 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)

•  ICB Practice Licence Number: 24340

•  ICO Registration Number: ZB695692

17. Contact Us

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