Terms and Conditions

Cloud Accounts Limited, trading as CloudAccounts (cloudaccounts.uk)

Who We Are

Company name: Cloud Accounts Limited

Trading as: CloudAccounts

Company number: 09625798 (registered in England and Wales)

Registered office: 5 Merchant Square, Paddington, London W2 1AY

VAT registration number: GB340812919

ICO registration number: ZB903566

Email: info@cloudaccounts.uk

Phone: +44 7944 455220

 

These Terms and Conditions (“Terms”) apply to all services provided by Cloud Accounts Limited (“we”, “us”, “our”) to our clients (“you”, “your”), together with our Privacy Policy and any Engagement Letter issued and agreed for your specific instruction. If there is a conflict between these Terms and a signed Engagement Letter, the Engagement Letter takes priority for the engagement it covers.

Our Services

We provide cloud accounting and bookkeeping services to small businesses, startups, sole traders and ecommerce sellers across the UK, including:

  • Monthly bookkeeping and bank/credit card reconciliation
  • Xero setup and migration from spreadsheets or other software
  • VAT returns and Making Tax Digital compliance
  • Statutory accounts and Corporation Tax (UK limited companies)
  • Payroll and management reporting
  • eCommerce accounting for Amazon, Shopify and other marketplaces
  • Companies House identity verification for directors and persons with significant control (PSCs), as an Authorised Corporate Service Provider (ACSP)

The exact scope, fees and timeline for your engagement will be confirmed in writing, normally a separate Engagement Letter or a written quote before we begin work. Only services listed in that confirmation are included; anything else is a new instruction and may require a separate agreement and fee. We may decline or stop acting for you where, in our professional judgement, continuing would conflict with our regulatory or ethical obligations.

Engagement and Identity Verification (Anti-Money Laundering)

Like all UK accountancy and bookkeeping practices, we are a regulated business under the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017. Before, or shortly after, we begin acting for you we will need to verify your identity and the nature of your business, which may involve electronic verification checks.

We may ask for further information or documents at any point during the engagement, and we reserve the right to decline to act, or to stop acting, if we are unable to complete this verification. Where we know or suspect money laundering or terrorist financing, we may be legally required to file a report with the National Crime Agency without being able to tell you (this is a legal obligation on us, not a reflection on you).

This is separate from our Companies House ID Verification (ACSP) service, which we provide to clients as a discrete paid service under the Economic Crime and Corporate Transparency Act 2023 — the two should not be confused, and details of that service are on our pricing page.

Fees and Payment

  • Fees are agreed with you in advance, either in your Engagement Letter or via the estimate generated on our pricing page. Unless stated otherwise, prices exclude VAT.
  • Government or statutory fees (e.g. Companies House filing fees) are charged at cost, in addition to our fees.
  • Invoices are payable within 14 days of the invoice date by bank transfer or direct debit.
  • We may charge interest on overdue invoices, and we reserve the right to suspend or pause work including filings with statutory deadlines, until payment is received. We won’t be responsible for any penalty or missed deadline that results from a suspension caused by non-payment.
  • Clients on an ongoing monthly retainer may receive a discount against our published rates, as set out on our pricing page or your Engagement Letter.

Your Responsibilities

To enable us to do our work properly, you agree to:

  • Provide complete, accurate information and supporting records promptly when we ask for them, and let us know if anything you’ve given us needs correcting;
  • Retain responsibility for your own management decisions, financial statements and compliance with the law (including the Companies Act 2006 and HMRC requirements) our services support this but do not transfer that legal responsibility to us;
  • Maintain reasonable internal controls and safeguard your own business assets and records;
  • Forward us any relevant correspondence from HMRC, Companies House or other authorities promptly, and tell us about material changes to your circumstances that could affect our work.

Your Right to Cancel (Consumer Clients)

If you are engaging us as an individual consumer that is not for the purposes of a trade, business or profession and you entered into the contract with us online, by phone, or otherwise away from our business premises, you generally have the right to cancel within 14 days of the contract starting, under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.

If you ask us to begin work during that 14-day period, you’re agreeing that once a service has been fully performed you may lose the right to cancel it, and that you may need to pay for the proportion of work already carried out if you cancel partway through. This section doesn’t apply where you’re instructing us in the course of running your own business, such as through a limited company.

Data Protection and Confidentiality

We are registered with the Information Commissioner’s Office (registration number ZB903566) and handle personal data in line with UK GDPR and the Data Protection Act 2018 — the full detail is in our Privacy Policy.

We’ll keep your information confidential and won’t share it with anyone else except: with your consent; where the law or a regulatory or professional body requires it; or with service providers who process data on our behalf under a proper data processing agreement (for example, Xero). This obligation continues even after our engagement with you ends.

Professional Standards and Insurance

Our work is carried out by an AAT-licensed accountant, and Cloud Accounts Limited is registered with Companies House as an Authorised Corporate Service Provider (ACSP). We are supervised for anti-money laundering purposes by the Association of Accounting Technicians (AAT), and are bound by AAT’s code of ethics and professional conduct rules.

We hold Professional Indemnity insurance with a limit of indemnity of £100,000 per claim (Policy No. AAT/PI/26/3830007, underwritten by Trafalgar Insurance Company Limited), renewed annually.

Limitation of Liability

We’ll carry out our work with reasonable care and skill, in line with applicable professional standards. Our liability to you for any claim connected to our engagement, whether in contract, negligence or otherwise is limited to the higher of: (a) the fees you paid us for the relevant service in the 12 months before the event giving rise to the claim; or (b) £100,000, being our current level of Professional Indemnity cover. We won’t be liable for losses that result from information you or a third party gave us being incomplete, inaccurate or late, or from you not acting on our advice.

Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited or excluded.

Our work is prepared for your use only. Unless we agree otherwise in writing, it should not be relied on or shared with anyone else, and we accept no responsibility to any third party who does rely on it.

Website Use and Electronic Communications

We may communicate with you by email or other electronic means. While we take reasonable care, electronic communication isn’t fully secure and we can’t guarantee it will always be error- or virus-free.

All content on cloudaccounts.uk text, graphics, and logos belong to or is licensed to Cloud Accounts Limited and shouldn’t be copied or reused without our permission. General content on our website is for general information only, doesn’t constitute advice for your specific circumstances, and shouldn’t be relied on without speaking to us first.

Complaints

If you’re ever unhappy with our service, please tell us email info@cloudaccounts.uk in the first instance and we’ll look into it and come back to you promptly. If we can’t resolve things directly between us and we remain a member of a recognised professional body, you may also be able to refer your complaint to them.

Ending the Engagement

Either of us can end the engagement by giving 30 days’ written notice, or with immediate effect if there’s a serious breach, non-payment, or a legal or ethical reason we need to stop acting. Fees for work already carried out remain payable. We’ll return your original records within a reasonable time, though UK law allows us to retain them if fees remain unpaid.

Keeping Your Records

We keep copies of your records and our correspondence for at least six years after the end of the relevant accounting or tax period, in line with HMRC and Companies House requirements, and may securely destroy them after that.

Circumstances Beyond Our Control

Neither of us is responsible for delay or failure to perform caused by something reasonably outside our control for example software or internet outages, extreme weather, or government action.

Changes to These Terms

We may update these Terms from time to time. The version published on our website when you first engage us applies to that engagement, unless we agree a variation with you in writing.

Governing Law

These Terms are governed by the law of England and Wales, and any dispute is subject to the exclusive jurisdiction of the courts of England and Wales.

Contact Us

Cloud Accounts Limited, 5 Merchant Square, Paddington, London W2 1AY

Email: info@cloudaccounts.uk   •   Phone: +44 7944 455220

Company No. 09625798   •   VAT No. GB340812919   •   ICO Reg. ZB903566