Terms & Conditions

1. Explanations

1.1 This agreement describes how you may use accountsonline.co.uk and SageOne and is made up of these terms and conditions and our privacy policy.

1.2 This agreement also covers use of the SageOne online accounting software provided as part of the accountsonline.co.uk accounting package.

1.3 We may change the terms of this agreement at any time. We will make all reasonable efforts to communicate any changes to you by posting a notification on accountsonline.co.uk or by sending an email to your user address. However it is up to you to ensure that you regularly check, read, understand and agree to the current version. By continuing to access accountsonline.co.uk you will be deemed to accept all updates to this agreement.


2. Parties to this agreement and Commencement

2.1 accountsonline.co.uk is the trading name of Internet Accountants Limited, who operate the business. This agreement is between you - the person or organisation authorised to use accountsonline.co.uk and us - Internet Accountants Limited (company registration number 08040630, VAT number GB 134673901, registered office: 3 Manor Courtyard, Hughenden Avenue, High Wycombe, Buckinghamshire HP13 5RE).

2.2 By entering into this agreement, both parties agree to be bound by it.

2.3 You indicate by pressing ‘submit’ on the accountsonline.co.uk website that you accept every term of this agreement. This agreement starts following acceptance of your application by accountsonline.co.uk and clearance of you through our money laundering procedures.

2.4 This agreement will continue until terminated in accordance with paragraph 11.


3. Your rights and obligations

3.1 If you accept this agreement and pay the relevant subscription fees, we give you the right to use accountsonline.co.uk and SageOne solely in the way described in this agreement.

3.2 You are responsible for ensuring that accountsonline.co.uk and SageOne will meet your particular needs and that you can obtain the reports and outputs you require for managing your business. accountsonline.co.uk and SageOne have been developed for many different types of users, and you are responsible for setting up SageOne so that you can use it in the way you need, as best suits your circumstances.

3.3 You must input only your own information into accountsonline.co.uk and SageOne and must comply with all applicable laws and legislation in respect to your use of the service.

3.4 You retain the rights of ownership of the data you input but your continued access to this data is dependent on you paying the applicable monthly subscription.

3.5 We follow best industry practice to prevent data loss. However, for complete security you must keep copies of any information inputted into or generated by accountsonline.co.uk and SageOne as we cannot guarantee the integrity of your data.

3.6 You cannot sell, give or transfer your accountsonline.co.uk and SageOne subscription to any other person. In the event of insolvency or liquidation an insolvency practitioner may not transfer your accountsonline.co.uk and SageOne subscription as part of your business’s assets.

3.7 accountsonline.co.uk provides you with certain accountancy and taxation compliance services, but you agree to disclose clearly and discuss with us any transactions which do not or may not attract tax relief or which require specific disclosure or identification. Unless such disclosure has been made and not acted on by us, we accept no responsibility for correction of information or the consequences of any enquiries by HM Customs and Excise.


4. Provision of Information by You

4.1 Under the self-assessment regime there are a number of key dates by which returns and payments must be made. Failure to meet the deadlines results in automatic penalties, surcharges and/or interest.

4.2 You are responsible for making correct returns and for payment of tax on time.

4.3 To enable us to carry out our work you agree:

a) to provide full information necessary for dealing with your affairs; we will rely on the information and documents being true and complete;

b) to respond quickly and fully to our requests for information;

c) to have finished entering the necessary book-keeping entries into your SageOne software and successfully have reconciled all bank accounts at latest by 31st October following the end of the relevant tax year at the latest;

d) (where applicable) to provide us with information in sufficient time for your tax return to be completed and submitted by 31st January following the end of the tax year. In order to meet this date you agree to provide us with details of all sources of income, allowances, deductions and capital transactions as soon as practical after the end of each tax year and no later than 31st October.

4.4 We will not be responsible for any losses, penalties, surcharges, interest or additional tax liabilities arising from the supply by you or others of incorrect or incomplete information, or your or others` failure to supply any appropriate information or your failure to act on our advice or respond promptly to communications from us or the tax authorities.

4.5 You agree to hold us harmless and indemnify us against any misrepresentation, whether intentional or unintentional, supplied to us orally or in writing in connection with this agreement. You agree not to bring any claim in connection with services provided under this agreement against any of our officers or employees on a personal basis.


5. Our Obligations

5.1 Accounts

We shall be responsible for the preparation of Accounts from the SageOne records kept by you. We may perform consistency checks but will not carry out an audit nor review individual transactions unless brought to our attention (see 3.6 above). You will be asked to electronically approve the accounts and the ultimate responsibility for their accuracy will always remain with you.

5.2 Personal Tax Returns

5.2i We will prepare your personal tax return and all supporting schedules as necessary from the information you provide.

5.2ii We will forward to you the Tax Return form and supporting schedules for review and signature. Once you have checked, approved and signed the return, we shall submit it to H M Revenue & Customs. You authorize us to file the return electronically.

5.2iii We will tell you how much tax you should pay and when. If appropriate we will initiate a repayment claim when tax has been overpaid.

5.2iv Unless you separately instruct us for an agreed additional fee, we will not deal with H M Revenue & Customs regarding any amendments required to your return nor prepare any amended returns that may be required.

5.2v We will not act as your appointed agent and will not receive communications relating to your return from H M Revenue & Customs. Queries passed to us by you may need to be the subject of a separate assignment in which case we will seek further instructions from you. We are also happy to put you in touch with Cannon Moorcroft Ltd or another suitably qualified local firm of Chartered Accountants, who will discuss the position with you and, if appropriate, agree with you the basis on which they will deal with such enquiries on your behalf.


6. Setup and Continued Service

6.1 Once you have registered with us you will be informed of your sign-in details and passwords to enable you to access accountsonline.co.uk and SageOne.

6.2 Following registration we will send you an email confirming confirmation of acceptance and setup.

6.3 accountsonline.co.uk will automatically link to your SageOne account and you must do nothing to break this link. You should not attempt to withdraw accountsonline.co.uk’s access to your SageOne account at any time. If you do, this will terminate our responsibility to manage your accounts and tax returns. You are advised not to manage your general accounts settings and links with accountsonline.co.uk.

6.4 You are solely responsible for obtaining and maintaining your internet and network connections and any associated problems are your responsibility.

6.5 We will take reasonable steps to make sure that accountsonline.co.uk is free from viruses and SageOne will do the same but neither can guarantee this. We recommend that you use your own virus-protection software as we will not be responsible for any loss or damage caused by any viruses or other harmful technology that may infect your computer systems, data or other material owned by you

6.6 We cannot guarantee that the service will be compatible with your web browser or that your access to accountsonline.co.uk and SageOne will be uninterrupted (this may be beyond our control).

6.7 Some features of accountsonline.co.uk and SageOne are necessarily provided by third parties, including HM Revenue & Customs and Companies House. We are not responsible for any problems with any third-party technology, information or services nor the consequences of such problems. It is your responsibility to decide whether or not to access and use such third party technology, information and services and if you choose to do so you also agree to the applicable terms and conditions of the relevant third party. If there is a conflict between any of the terms of this agreement and the third party terms, the third party terms will prevail in relation to the third party technology, information or services.

6.8 From time to time we may temporarily suspend access to either accountsonline.co.uk or SageOne, for maintenance, repairs or other reasons. We will try to do this outside normal business hours and provide notice in advance but this may not be always be possible.

6.9 Some interruptions may be caused by reasons outside our control. In those circumstances, we will not be responsible for any failure to perform our obligations in this Agreement, and we will be excused from that failure for so long as those circumstances continue.

6.10 Together with SageOne, we aim to give you 24-hour technical support 7 days a week for problems you encounter using SageOne. However there may be times when we are unable to do this for reasons outside our control. Through SageOne we may provide support by telephone, email, web-chat, remote assistance or self-help online support as described in the ‘Help’ Section of the SageOne program. You grant us and Sage (UK) Ltd the right to access your systems to provide such support.

6.11 We will not provide technical support or other assistance for any hardware or other equipment used with accountsonline.co.uk or SageOne.

6.12 We may increase the monthly subscription fee at any time by giving you not less than 30 days’ notice. Increases will take effect from the next payment date after the notice period expires. We will always bear in mind that the provision of online accountancy services is a competitive industry when implementing any price increase.


7. Restrictions on use

7.1 You agree:

not to allow anyone except your appointed book-keeper to use your sign-in information;

not to introduce any viruses or harmful technology to accountsonline.co.uk or SageOne;

not to try to gain unauthorised access to accountsonline.co.uk or SageOne;

not to affect the availability of accountsonline.co.uk or SageOne to users (a ‘denial-of-service attack’);

not to provide accountsonline.co.uk or SageOne to others ;

not to use or copy all or any part of accountsonline.co.uk’s or SageOne's program code, graphical user interface, operating logic or database structure to develop any software or other product or technology;

7.2 For the avoidance of doubt we will not tolerate any use which damages or is likely to damage our business or reputation, the availability or integrity of accountsonline.co.uk or SageOne or which causes us or threatens to cause us to incur any legal or regulatory liability.


8. Data Protection

8.1 We will use any information you give us under this agreement to:

manage how you use accountsonline.co.uk and SageOne;

meet our obligations under this agreement or any other agreement we have with anyone who licenses software to us ;

contact you to see if you would like to take part in customer research;

contact you about our other products and services and those of our associated Accountancy practice(s) which we think you will be interested in. We may contact you directly, or use other organisations which we have hired to contact you for us.

8.2 If you give us information which could give away the identity of a living person, you are agreeing that we can use it as described above. If at any time you do not want us to use such information in that way, please call us in the UK on 0845 680 2132. We will process that data in accordance with applicable data protection legislation and our privacy policy. You agree and authorise us to use your data as described in this agreement.

8.3 Under the UK Data Protection Act 1998 we follow strict security procedures in the storage and disclosure of information which you have given us, to prevent unauthorised access.

8.4 You may edit your personal information at any time.


9. Intellectual Property

9.1 You have right to use the service as described in paragraph 3, but you do not own any of the intellectual property rights in accountsonline.co.uk or SageOne. We (Sage or the third party from whom we obtain our rights if we are not the owner) continue to own the intellectual property rights in accountsonline.co.uk and Sage (UK) Ltd continue to own the intellectual-property rights of SageOne, including any software we provide to replace all or part of accountsonline.co.uk or SageOne. The only rights you have to accountsonline.co.uk or SageOne are as set out in this agreement.

9.2 We own the rights to accountsonline.co.uk and are licensed to use SageOne and any related logos. Other owners own the rights in any third-party software. By allowing you to use accountsonline.co.uk and SageOne, we do not allow you ownership of any of those rights or logos, and the rights you have to use accountsonline.co.uk and SageOne and any third-party software, and any related logos, are as described in this agreement.

9.3 You undertake not to use accountsonline.co.uk‘s or Sage’s name or brand in any promotion or marketing or announcement without our prior written consent.


10. Limitation of Liability

10.1 Our liability under this agreement (including any liability for negligence) will be limited to the total of all fees paid by you to accountsonline.co.uk in the preceding 12 month period.

10.2 We will not be responsible for any of the following, even if we knew or should have known there was a possibility you could experience the problem:

loss of or damage to data entered by you into accountsonline.co.uk and SageOne; any interruption to your business or damage to information (however caused); loss or damage which we could not have reasonably known about at the time you entered into this agreement; losses you suffer as a result of using accountsonline.co.uk and SageOne other than as described in this document.

10.3 Nothing in this agreement will prevent or limit your or our liability for fraud or any other matter we cannot limit or exclude under applicable law.

10.4 You agree that your and our responsibilities under this agreement are reasonable because they reflect that:

a) we cannot control how, and for what purposes, you use accountsonline.co.uk and SageOne;

b) we have not developed accountsonline.co.uk and SageOne specifically for you, and although we apply good practice, it is not economically possible for us to carry out all the tests necessary to eliminate the possibility of problems encountered during the use of accountsonline.co.uk and SageOne.


11. Money Laundering

11.1 The Proceeds of Crime Act 2002 and the Money Laundering Regulations 2003 require us to take steps to assist the authorities in detecting certain activities. We must assess whether there may be a risk that clients may be involved in money laundering or the financing of terrorism. This is a standard requirement for all Accountants in the United Kingdom.

11.2 To assist the firm in complying with this legislation it is our policy to undertake checks to confirm and verify your identity. This policy applies to all clients who instruct us. We may request the following information from you in order to check your identity:

For a limited company, a copy of the Certificate of Incorporation is required together with personal identification of the instructing Directors;

For a partnership or individual “trading as” personal identification is required;

11.3 For individuals we will carry out an electronic search. This involves checking identity information provided by you by reference to difference databases. The cost of carrying out an electronic search will be at our expense.

11.4 We are unable to commence any work on your behalf without sight of the above specified identification documentation or satisfactory results from our electronic search.

11.5 Under the provisions of Part 7 of The Proceeds of Crime Act 2002, we are required to make a report to the Serious Organised Crime Agency where, in the course of our business, we know or suspect or have reasonable grounds for knowing or suspecting that any client has, by whatever means, acquired criminal proceeds through conduct which constitutes an offence in the United Kingdom or would constitute an offence if committed there. We cannot, by law, inform you when such a disclosure is made because of the restrictions imposed by the 'tipping off' provisions of the legislation.


12. Termination

12.1 We may end this agreement immediately if we do not receive your subscription fee or any other fees due to us under this agreement by the relevant due date.

12.2 We may for any reason end this agreement on giving you at least 14 days’ notice, refunding to you the appropriate proportion of any fee you have paid for a period extending beyond those 14 days. In such an event unless you are in breach of this agreement you will be allowed full access to your data for a further period of at least 30 days.

12.3 You may end this agreement at any time by sending us an email to info@accountsonline.co.uk. If you do this, we will not give you a refund for any amounts you have paid in advance for the applicable subscription period, and you must immediately pay all amounts you owe us by the date this agreement ends. If you continue to use accountsonline.co.uk and SageOne after the expiry of any subscription period we will be entitled to charge you for such use at our then current applicable fees.

12.4 If either party breaches the terms of this agreement, the other party can give notice that the matter must be put right within 30 days. If the matter is put right in that time, no further action will be taken. If it is not put right in that time, the party not in breach can end the agreement by giving written notice that the agreement is at an end.

12.5 Note that the information you store in accountsonline.co.uk and SageOne remains your information and you can access it in a format provided by SageOne before the end of the agreement. However, if you do not, this will not prevent this agreement from ending and your information will no longer be accessible.

12.6 In addition to our right to end this agreement, we may also suspend the provision of services to you at any time if we do not receive payment in full when due or if we suspect that you have breached any part of this agreement.

12.7 Where we suspend or terminate the services under paragraph 12, we may at our discretion agree to reactivate your account subject to you paying to us a reactivation fee.


13. Jurisdiction and Whole Agreement

13.1 Our accountancy work and this agreement shall be governed by and construed in accordance with English Law. The Courts of England shall have exclusive jurisdiction in relation to any claim, dispute or difference concerning this agreement and any matter arising from it. Each party irrevocably waives any right it may have to object to an action being brought in those Courts, to claim that the action has been brought in an inconvenient forum, or to claim that those Courts do not have jurisdiction.

13.2 If a court or similar body decides that any wording in this agreement cannot be enforced, that decision will not affect the rest of this agreement, which will remain binding on both parties. However, if the wording that cannot be enforced could be enforced if part of it is deleted, both parties agree to treat the relevant part of the wording as if it is deleted.

13.3 If you or we fail to, or delay in, exercising any rights under this agreement, that will not mean that those rights cannot be exercised in the future.

13.4 This agreement and the documents we refer to above constitute the entire agreement between you and us for your use of accountsonline.co.uk and SageOne, and replaces all documents, information and other communications (whether spoken or written) between us for such use.

13.5 We may transfer this agreement to another organisation at any time.

13.6 Any notification by post should be sent by registered or recorded mail and addressed to the Registered office of Internet Accountants Ltd.

13.7 Where either party wishes to make a notification by email, an electronic delivery request should be retained and the recipient shall be deemed to have received the email if delivery to the correct email address can be proved. If the email client used to make notification does not provide such a facility then receipt of the email must be confirmed by telephone.


© Internet Accountants Ltd, 3 Manor Courtyard, High Wycombe, Buckinghamshire HP13 5RE