Our postal address is: 17 Parsonage Close, Cambridge, CB22 4SJ. We can be reached via e-mail at firstname.lastname@example.org or you can reach us by telephone at 0203 925 7859.
means any person, user or entity using the Website of the Company, any person or entity engaging in a free consultation with the Company and any person or entity engaging in coaching, accounting and business services with the Company
Company and/or Smart and/or Smart Acc
means Smart Accounting & Finance Services LLP and Smart Accounting & Business Services LTD
means any searching, information access, uploading, browsing, viewing and/or adverts relating to the Website and the Company, any provision by the Company of free consultations and any provision by the Company of coaching, accounting and business services
means the Company’s website www.saving.tax
The purpose of this policy is to explain how Smart Accounting & Finance Services LLP and Smart Accounting & Business Services LTD (“SMART ACC”) collects, protects, and uses personal data to enable us to provide a high quality of service that would be expected from a companies that holds and store sensitive data about their client’s. Data protection and privacy laws of the European Union (EU), EU Member States, require SMART ACC to provide you with certain information applicable to its collection of your personal data. SMART ACC is committed to ensuring that any personal data supplied by its customers or otherwise generated by its business activities is collected and processed fairly and lawfully
(1) What information do we collect?
We may collect, store and use the following kinds of personal data:
(a) information about your computer and about your visits to and use of this website including your IP address, geographical location, browser type, referral source, length of visit and number of page views.
(b) information relating to any transactions carried out between you and us on or in relation to this website, including information relating to any purchases you make of our goods or services.
(c) information that you provide to us for the purpose of registering with us.
(d) information that you provide to us for the purpose of subscribing to our website services, email notifications and/or newsletters.
(e) any other information that you choose to send to us.
A cookie consists of information sent by a web server to a web browser and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.
We may use both “session” cookies and “persistent” cookies on the website. We will use the session cookies to: keep track of you whilst you navigate the website. We will use the persistent cookies to: enable our website to recognise you when you visit. Session cookies will be deleted from your computer when you close your browser. Persistent cookies will remain stored on your computer until deleted, or until they reach a specified expiry date.
(3) Using your personal data
(a) administer the website;
(b) improve your browsing experience by personalising the website;
(c) enable your use of the services available on the website;
(d) send to you goods purchased via the website, and supply to you services purchased via the website;
(e) send statements and invoices to you, and collect payments from you;
(f) send you general (non-marketing) commercial communications;
(g) send you email notifications which you have specifically requested;
(h) send to you our newsletter and other marketing communications relating to our business which we think may be of interest to you by post or, where you have specifically agreed to this, by email or similar technology (you can inform us at any time if you no longer require marketing communications);
(i) deal with enquiries and complaints made by or about you relating to the website;
In addition, we may disclose information about you:
(a) to the extent that we are required to do so by law;
(b) in connection with any legal proceedings or prospective legal proceedings;
(c) in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk);
(5) International data transfers
If you are in the European Economic Area (EEA), information which you provide may be transferred to countries which do not have data protection laws equivalent to those in force in the EEA.
(6) Security of your personal data
We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
We will store all the personal information you provide on our secure password- and firewall- protected servers.
Of course, data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
(7) Policy amendments
(8) Third party websites
The website contains links to other websites. We are not responsible for the privacy policies or practices of third party websites.
(9) Updating information
Please let us know if the personal information which we hold about you needs to be corrected or updated.
Contact Details For questions regarding this policy, please contact SMART ACC, details as follows:
Smart Accounting and Finance Services LLP, Smart Accounting & Business Services LTD, Email: email@example.com
Policy Updates: As part of SMART ACC commitment to compliance with data privacy requirements, and to reflect changes in its operating procedures, SMART ACC may update the terms of this policy from time to time.
Important information and who we are
Purpose of this privacy notice
This privacy notice aims to give you information on how Smart Accounting & Finance Services LLP and Smart Accounting & Business Services LTD collects and processes your personal data through your use of this website, including any data you may provide through this website.
This website is not intended for children and we do not knowingly collect data relating to children.
It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.
Smart Accounting & Finance Services LLP and Smart Accounting & Business Services LTD is the controller and responsible for your personal data (collectively referred to as Smart Accounting & Finance Services LLP and Smart Accounting & Business Services LTD, ‘we’, ‘us’ or ‘our’ in this privacy notice).
We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Changes to the privacy notice and your duty to inform us of changes
This version was last updated on 1st May 2018 and historic versions can be obtained by contacting us.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
The data we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
- Identity Data
Includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
- Contact Data
Includes company address, email address and telephone numbers.
- Transaction Data
Includes details about payments to and from you and other details of the services you use from us.
- Technical Data
Includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
- Profile Data
Includes your username and password, preferences, feedback and survey responses.
- Usage Data
Includes information about how you use our website, products and services.
- Marketing and Communications Data
Includes your preferences in receiving marketing from us and our third parties and your communication preferences.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, information about your health and genetic and bio-metric data). Nor do we collect any information about criminal convictions and offences.
If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
How is your personal data collected?
We use different methods to collect data from and about you including through:
You may give us your Identity / Contact data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
- apply for our products or services
- create an account on our website
- subscribe to our service or publications
- request marketing to be sent to you
- enter a survey
- apply for employment or to provide us with services
- give us some feedback.
Automated technologies or interactions
Third parties or publicly available sources
We may receive personal data about you from various third parties, including technical data from the following parties:
- analytics providers [such as Google based outside the EU]
- advertising networks [such as Google based outside the EU]
- search information providers [such as Google based outside the EU].
How we use your personal data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Where we need to perform the contract we are about to enter into or have entered into with you.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where we need to comply with a legal or regulatory obligation.
Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.
Purposes for which we will use your personal data
We have set out below a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
Type of data
Lawful basis for processing including basis of legitimate interest
To manage our relationship with you which will include:
To enable you to complete a survey
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences
Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To make suggestions and recommendations to you about goods or services that may be of interest to you
Necessary for our legitimate interests (to develop our products/services and grow our business)
To perform our services to you including:
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. If you submit an enquiry through our website, whether that is via a quote form, a contact form, or a quiz, we and our partners may contact you by email and/or phone to follow up on the enquiry. In submitting an enquiry to our website, you accept this condition.
We will only contact you with relevant products and services.
You can unsubscribe from our emails or ask to be removed from our phone lists at any time.
If you are a client, then from time to time, we may introduce goods and services from our partners, offering a promotional rate to our clients. You are under no obligation to use any of our partners’ services, and all offers are made in good faith, with the needs of our clients considered at all times.
Promotional offers from us
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).
You will receive marketing communications from us if you have requested information from us or purchased services from us and, in each case, you have not opted out of receiving that marketing.
We will get your express opt-in consent before we share your personal data with any company outside the Smart Accounting & Finance Services LLP and Smart Accounting & Business Services LTD group of companies for marketing purposes.
You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at any time.
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a service purchase or other transactions.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Disclosures of your personal data
We may have to share your personal data with the parties set out below for the purposes set out in the table in ‘ How we use your personal data’:
- Internal Third Parties as set out in the Glossary.
- External Third Parties as set out in the Glossary.
- Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
We may share your data with other companies in Our group in order to supply services attached to our core business. This includes Our holding company and its subsidiaries.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
We do not transfer your personal data outside the UK.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
How long will you use my personal data for?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
Details of retention periods for different aspects of your personal data are available in our retention policy which you can request from us by contacting us.
Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data.
You have the right to:
Request access to your personal data (commonly known as a “data subject access request”).This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data. Where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
If you wish to exercise any of the rights set out above, please contact us.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
Performance of Contract
Means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
Comply with a legal or regulatory obligation
Means processing your personal data where it is necessary for compliance with a legal or regulatory
obligation that we are subject to.
Internal third parties
Other companies in the Smart Group [acting as joint controllers or processors] and who are based in the UK.
External third parties
Service providers [acting as processors] based in the United Kingdom who provide IT and system administration services.
Professional advisers [acting as processors or joint controllers] including lawyers, bankers, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accounting services.
HM Revenue & Customs, regulators and other authorities [acting as processors or joint controllers] based in the United Kingdom who require reporting of processing activities in certain circumstances.
If you feel that this site is not following its stated information policy, you may contact us at the above addresses or phone number.
This website is published by Smart Accounting & Finance Services LLP and Smart Accounting & Business Services LTD. The following statements apply to this website.
This website is issued in the United Kingdom and is intended for the information and use of United Kingdom residents only.
While we have made every effort to provide accurate and up to date information on our website, the law is constantly changing and affects each person or business in different ways.
The information contained within this website is no substitute for specific advice and we will not accept liability if you rely solely on information from the website.
We don’t take any responsibility for actions taken based on the information on our website. Please speak to our consultants if you need more information. The information on our website was written specifically for Smart Accounting & Finance Services LLP and Smart Accounting & Business Services LTD' clients. Some of the information contained on our website might not be applicable if you do not have a business managed by Smart Accounting & Finance Services LLP and Smart Accounting & Business Services LTD . By necessity, the information on our website can only provide a short overview and it is essential to seek professional advice before applying the contents from our website. No responsibility can be taken for any loss arising from action taken or refrained from on the basis of the information on our website. Details are correct at time of writing.
We will not be liable for any loss suffered by you or any third party as a result of our compliance with the Anti Money Laundering Legislation or any UK law or at all.
You agree that if our performance of our obligations under this agreement is prevented or delayed by your act or omission we shall not be liable for any costs, charges or losses sustained or incurred by you that arise directly or indirectly from such prevention or delay.
The content of your accounts, VAT returns, payroll returns, tax returns and any other submissions that we make on your behalf to HMRC or Companies House are ultimately your responsibility.
As an employer it is your responsibility to make sure that your payroll is correct before you make payments to your staff or HMRC. This includes making sure you adhere to minimum / living wage legislation and ensuring that calculated pay is based on the correct number of contracted hours.
As a business owner and/or tax-paying individual, you remain responsible for the content of your returns, even if you instruct an accountant to prepare them for you – this typically applies for all accountants and tax advisors across the UK. Therefore it is important that you check anything we send to you for signature / approval / action, before you sign it / approve it / act upon it and we submit it to the relevant authorities or you make payments to staff or HMRC based upon its content. Smart cannot be held responsible for any costs, charges, fines or losses sustained or incurred due to you giving permission to us to submit a return that subsequently is found to contain erroneous information.
Smart will not be held responsible for any late filing penalties relating to your accountancy and tax work that may be issued by HMRC or Companies House. It is your responsibility to provide the information requested by your accountant in a timely manner, in order to facilitate us preparing and submitting any statutory returns on time. Throughout the course of our engagement, we will periodically remind you of such deadlines that relate to your business and personal circumstances and do our best to remind you of any missing information we require to complete your work. However, the responsibility to provide that information in time is yours.
Nothing in this agreement shall exclude, or in any way limit either party’s liability for death or personal injury caused by its negligence. Subject to this, neither party shall be liable to the other for any loss of contracts or loss of actual or anticipated income or profit or for any indirect, special or consequential damages, loss or expenses arising under this agreement whether or not such loss or damage is foreseeable, foreseen or known.
Our aggregate liability to you in contract, tort, (including negligence) or otherwise in relation to this contract is limited to whichever is the lesser of £500 and the total charges payable by you to us under this agreement in respect of the 12 months prior to the event giving rise to the liability.
Save as expressly set out in this agreement, all warranties, conditions and other terms implied by statute or common law are, to the fullest extent permitted by law, excluded from this agreement
Reliance on advice
We will endeavour to record all advice on important matters in writing. Advice given orally is not intended to be relied upon unless confirmed in writing. Therefore, if we provide oral advice (for example during the course of a telephone conversation) and you wish to be able to rely on that advice, you must ask for the advice to be confirmed by us in writing.
Smart Accounting & Finance Services LLP and Smart Accounting & Business Services LTD respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.
Testimonials displayed on this site are verbatim, real-life experiences of people who have worked with us. These results are not guaranteed. Your results may vary. They are not necessarily representative of all those who use products and/or services. In some cases, testimonials have been edited for brevity, grammar, and spelling.
This website is for information only. Unless otherwise stated it is not intended to offer advice and is not to be taken as, in any way, offering to sell any product or provide any service.
We retain the copyright for the pages of this website and the material and information contained in those pages, with all rights reserved by us.
The pages of this site may not, in whole or in part, be reproduced, copied stored, transmitted or used by any party, except for the purpose of downloading for private, non-commercial, viewing purposes or where we have given our prior written consent. You must not alter anything on this website and no material from this site may be used on any other website. No links may be created to this site without our prior written consent.
Earnings and income representations made by Company, and their advertisers/sponsors are aspirational statements only of your earnings’ potential. The success of Company, testimonials and other examples used are exceptional, non-typical results and are not intended to be and are not a guarantee that you or others will achieve the same results. Individual results will always vary and yours will depend entirely on your individual capacity, work ethic, business skills and experience, level of motivation, diligence in applying Company’s programs, the economy, the normal and unforeseen risks of doing business, and other factors.
This site is not a part of the Facebook website or Facebook Inc. Additionally, This site is NOT endorsed by Facebook in any way. FACEBOOK is a trademark of FACEBOOK, Inc.
We may make changes to the information contained within this site at any time without updating this site to reflect those changes. We will not be liable for errors, omissions or for information becoming out of date. If you are in any doubt as to the accuracy and currency of any information contained within the pages of this site, or you require any further information, you should contact us.
Any software is downloaded at your own risk. We do not warrant the suitability of any software which is downloaded and accept no liability for any problems with your computer that may arise as a result.
We will not be liable for any claims, penalties, losses, damages, costs or expenses arising from the use of or inability to use, interruption or availability of, this website, its operation or transmission, computer viruses or any unauthorised access to or alteration of the website. We do not warrant that the contents of this website are compatible with all computer systems and browsers.
We do not guarantee that any email sent to us will be received or that the contents will remain private during transmission. If you are concerned about this please consider other means of communication. You are responsible for ensuring any electronic message or information you send to us is free from any virus or defect that may harm our systems in any way.
Accessibility is the term used to describe whether a website can be used by people of all abilities / disabilities on a range of differing digital devices.
The way a person perceives information is affected by their ability / disability along with how they navigate between website pages. A website can only be classed as accessible if all people, including the elderly and disabled, can use it.
The BBC provide a comprehensive guide covering how to get the most of the accessibility features and assistive technologies available for your computer, operating system and web browser. The following topics are covered:
- I can’t see very well
- I am blind
- I can’t hear very well
- I find words difficult
- I find a keyboard or mouse hard to use
For further information please click here.
Legislation, which applies in this area within the UK, includes the Race Relations Act, Sex Discrimination Act, Human Rights Act 2000, Disability Discrimination Act, Learning and Skills Act 2000 and Equality Act 2010.
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TERMS AND CONDITIONS
The agreement made between the parties (which consists of this agreement and any other terms agreed in writing), contains the total understanding of the parties and supersedes all previous understandings between them either in writing or oral, provided that this shall not apply to fraudulent or negligent misrepresentation.
Neither party shall be liable for any breach of this agreement directly or indirectly caused by circumstances beyond the reasonable control of that party and which prevent that party from performing its obligations to the other, provided that a lack of funds shall not be regarded as a circumstance beyond that party’s reasonable control.
This agreement can be amended or modified by Smart in written form at any time. The up to date agreement is available on our website. By using Smart’s services you agree to the latest version of our terms and conditions as displayed on our website.
Neither of the parties to this agreement may assign their rights, benefits or obligations under this agreement without prior written consent from the other party.
It should be understood that our appointment as your agent does not absolve your company or its directors or any individual tax payer from their statutory responsibilities with regard to the content of returns, the filing of returns and various compulsory registration thresholds that company directors / individuals must be aware of when running a business. We would draw your attention to the strict rules and time limits for the submission of such returns and the substantial penalties which may arise if these are not observed. It is therefore essential that we receive full information from you promptly to enable us to ensure that the returns are made on a timely basis. Completed returns will be sent to you for approval and signature prior to submission on the company’s behalf.
It is your responsibility to make sure that your state payments are made on time (tax, national insurance, VAT etc). Smart are not liable for any fines or interest incurred by late payment of state payments, or any delay in the receipt of state benefits or pension as a result of late payment by the tax payer.
SMART ACCOUNTING & BUSINESS SERVICES LTD’s VAT registration number is 431081633.
Professional Indemnity Insurance
Professional Indemnity Insurance for SMART ACCOUNTING & BUSINESS SERVICES LTD is provided by Trafalgar Insurance Company Limited, broker Trafalgar Risk Management Ltd., 51 Eastcheap, London, EC3M 1JP.
Anti-money Laundering Legislation
All accountants must comply with onerous duties imposed by the Proceeds of Crime Act 2002, the Terrorism Act 2000 and the Money Laundering Regulations 2003 (the “Anti Money Laundering Legislation”), which are 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 your instructions, we may need to obtain ‘satisfactory evidence’ to confirm your identity. In certain circumstances, we may need to obtain evidence confirming the identities of third parties, 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 Criminal Intelligence Service (“NCIS”), 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 NCIS. If NCIS do not refuse consent within 7 working days we may continue to act. If NCIS issue a refusal within that time, we must not act for a further 31 days from the date of the refusal.
‘Criminal property’ is property 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, and whether carried out in the UK or abroad. For example, tax evasion is a criminal offence but an honest mistake is not.
As with other professional services firms, we are required to identify our clients for the purposes of the UK anti-money laundering legislation. We may request from you, and retain, such information and documentation as we require for these purposes and/or make searches of appropriate databases.
Automatic Exchange of Information (AEOI), including FATCA (Foreign Account Tax Compliance Act)
Unless covered by a separate engagement letter or another schedule to this letter, we will not be responsible for compliance with the International Tax Compliance Regulations 2015, produced as a result of AEOI.
However, if required to do so, we can provide advice on requirements under these Regulations. We can also provide advice on setting up the appropriate systems to identify and report on your clients or beneficiaries affected by AEOI.
Fair Tax Pledge or other similar initiative
Unless you have advised us before engaging us that you have signed up to the Fair Tax Pledge or other similar initiative, we will not be obliged to advise you of any additional obligations imposed by the terms of the pledge. If you subsequently wish to sign up to the Fair Tax Pledge, you must inform us so that, if appropriate, we may agree appropriate variations to these terms of engagement. Unless we are so informed, we shall be entitled to assume that you have not signed up to the Fair Tax Pledge and unless a variation is specifically agreed with us in writing, our terms of engagement will remain in full force.
Cannot be used in conjunction with other offers. If you have commenced your service with Smart under a Free Trial promotion, please note that your free trial will automatically end after the time specified on your contract. If you do not cancel your service before the end of the free trial, then all direct debit payments due under the terms of the contract will commence on the 15th day of the month after the free trial ends. You won’t be charged during your free trial, and you can cancel at any time. We’ll remind you when your free trial is about to end, so you can cancel your account if you’d rather not become a full client of Smart. If you choose to continue using Smart after your trial ends, you’ll be automatically charged your monthly fee and any catch-up fees due as per your signed contract.
Free trials only cover “real time” accounting work – e.g. if your free trial covers March and April, then you can only send in your paperwork for March and April for processing. Catch-up bookkeeping and accounting work will be carried out after the free trial has ended and as per the contract you sign before the commencement of the free trial. The free trial period does not include the submission of any returns to HMRC or Companies House (apart from payroll filing which is included) and does not include Smart acting as your agent with HMRC until the free trial period has ceased and the full contract has commenced.
When you refer a client to Smart you will be rewarded with the current scheme in place at the time of the referral. If the scheme changes after you have referred a client, you cannot request to be rewarded with an alternative reward. Referral rewards will not be backdated.
Rewards scheme from 18th February 2022 onwards:
1st client referred within 12 weeks of joining Smart = 15% discount off your next year’s fees. The discount will be applied once we receive the first payment from your referral.
1st client referred after your first 12 weeks with Smart = 10% discount off your next year’s fees. The discount will be applied once we receive the first payment from your referral.
For all subsequent clients referred you will receive a £25 voucher for a non-incorporated entity referral and £50 for an incorporated entity referral.
We reserve the right to amend or withdraw the referral scheme at any time without notice.
Your contracted services
The services you signed up for are based on the package that you have selected. The scope of the services included in the package can be found on the letter of engagement signed with us. All Services are governed by the Terms and Conditions outlined in the letter of engagement. By accessing the Services you are agreeing to be bound by the Terms and Conditions from the letter of engagement and from this website.
Fair Usage Policy
Smart strives to provide the best services possible for the best price possible. In order to maintain a good level of service for all of our customers we have a fair usage policy. This policy applies to all of the products and services that Smart offers but the areas where there are more commonly breaches of this policy are outlined below.
Smart’s policy towards Fair Usage is that Customers should be able to use the service in an appropriate manner to meet their needs.
A very small number of customers use an excessive amount of Smart’s time, to the extent that it could impair the level of service provided to others. Smart’s Fair Usage Policy is designed to provide the most effective service to all Customers.
The fair usage policy will identify the very small number of customers who use the service beyond what Smart regards as fair. We will communicate with these users to try and establish what is driving the high usage and how individual usage patterns and habits can be modified to the benefit of all. In extreme cases, Smart may be required to apply management techniques to reduce the impact the heavy users have to the service provided to other customers.
What level of use is allowed?
Whilst we accept that the occasional phone call to clarify accountancy issues and pass on important information is required in the nature of our business, we do regard excessive calls to Smart with regards to accountancy matters as unfair usage. In circumstances where we feel a customer is spending an excessive amount of time phoning any Smart office we would regard the usage as unfair as it detrimentally affects the level of service that Smart can provide to its other customers.
How can I make sure that I am using the service fairly?
If you do not spend more than 15 minutes a month on the phone to Smart with regard to accountancy related queries then you would have no need to worry. The majority of our customers easily fall within these boundaries. Whilst 15 minutes a month may not seem like a long time to be on the phone this equates to 180 minutes a year which is 3 hours. As our services are provided monthly this will reduce the number of accountancy related questions that occur leaving you with 3 hours of accountancy advice by phone each year. Naturally, if Smart calls you to discuss an issue or a piece of advice we have identified that we feel would be beneficial to you then this is not counted towards unfair usage.
If you do have questions regarding your monthly accounts then please use the email address that we have given to you for accountancy queries. All emails will be responded to in one working day and most of our customers find this the most efficient way of contacting Smart. Using the email service does not impact upon your fair usage as we can respond to you at a time when our staff can give your query their full attention rather than having the work they are doing for another customer interrupted by a phone call. This means that all our customers receive our full attention at all times and receive the best service possible.
Our fees are charged on a fixed fee basis as stated in the package that you have chosen and are subject to an annual rise (if appropriate) on or at some time after the anniversary of the date you joined Smart. Direct debit payments are typically taken on the first day of the month, for the current month – i.e. you would pay for March’s service on 1st March. Occasionally it may be necessary for us to change your fee payable to Smart outside of the annual rise. We reserve the right to do this for any reason and will always give you written or email notice of such a change. If you require additional work to be undertaken that falls outside of the services outlined in your contract, then we will charge you for this separately. We will discuss the nature of the cost with you and how it will be charged before we undertake any work. No refunds will be offered where you have chosen not to make full use of the service or where you either refuse to allow or do not provide Smart with the appropriate information to complete your contracted work.
If you choose to move to another accountant part way through your financial year, then please be aware that your new accountant may wish to charge you for work to cover periods that have already been covered by your contract with Smart. Smart will not offer any refunds or coverage of additional fees in this eventuality.
In order that we may meet the deadlines set out by Companies House and HMRC, we require that you provide all information relating to your accounts and tax returns according to the following timescales:
Personal tax return – no later than 31st July each year
Partnership tax return – no later than 8 weeks after your partnership year-end
Corporation tax return – no later than 8 weeks after your company year-end
Statutory Accounts – no later than 8 weeks after your company year-end
VAT returns – all relevant VAT records are forwarded to us within 14 days of the end of the VAT return period
Smart will not be held responsible for any late filing penalties or interest that arise, especially where the timescales above have not been adhered to.
If you join Smart Accounting and you’re not completely satisfied with our service within the first 30 days, then let us know and we will refund your fee. You must provide the reason for your dissatisfaction in writing and within the first 30 days, explaining how we have failed to provide the level of service promised. If your Limited Company has already been formed we ask that you cover the fee of £225 + VAT for registering with Companies House and any IR35 reviews you have requested.
After receiving your refund request, we will normally process the refund within a few days, but in case of busy times, please allow for up to fourteen (14) days of receiving your request. Refunds may take 1-2 billing cycles to appear on your bank statement, depending on your credit card company.
All free consultations must be booked in advance with the Company, and are not confirmed until the Company has sent an email to the Client confirming the free consultation booking and the details of the booking.
All free consultations will be for a maximum of 45 minutes duration.
The purpose of the free consultation is for the Company to understand the Client’s reason for considering company services and advise as to whether this is something that the Company can provide services for, as well as for giving the Client an overview of the services process and format, and the type of services the Company would recommend based on the Client’s circumstances. The purpose of the free consultation is not to provide a coaching session or/and tax advice or accounting services.
Booking or taking part in a free consultation does not oblige either the Client to book subsequent paid services, or the Company to provide subsequent paid for services.
The Company is not obliged under any circumstances to provide a free consultation to a Client unless it chooses to do so.
The free accounting consulting is a “one off” service and does not entitle you to any help, support and advice, or services throughout the tax year or in relation to any other matters. Smart will not act as your agent or enter into any correspondence with HMRC or Companies House on your behalf as part of this service.
SERVICES FOR www.setupcompany.ltd and www.bsbusiness.club CLIENTS and clients referred from www.setupcompany.ltd and www.bsbusiness.club
In using our “one off” services you are agreeing to the terms and conditions below in addition to our standard terms and conditions.
1.VAT REGISTRATIONS AND RETURNS (if applicable)
We cannot be held responsible for any penalties or default surcharges arising from the late submission of VAT returns, or the late registration of a business or individual for VAT. Ensuring that your business is registered for VAT when the compulsory registration threshold is met is your responsibility – we can assist you with the registration if you ask us to do so. Smart cannot be held liable for any VAT due on sales or any financial loss where the VAT registration threshold has been passed and the VAT registration must therefore be backdated. We will endeavour to meet the relevant deadlines for the submission of the VAT return if we receive all the company’s VAT records within 14 days of the end of the VAT return period.
You have undertaken that you/your staff will ensure that:
All relevant VAT records are forwarded to us within 14 days of the end of the VAT return period.
•Valid VAT invoices are received for all payments where VAT is being reclaimed.
•The VAT rating of supplies is correctly dealt with, i.e., between positive and zero rates and exempt supplies.
•We are notified in writing of any positive-rated own consumption.
•Any input VAT on non-business expenditure is clearly marked on supporting invoices.
•We are notified each quarter of any payments to or for the benefit of directors or staff for fuel used for private mileage, together with the business mileage for each such person, for each quarter.
•All supplies made by the business are shown in the records made available to us.
The VAT Registration service is for a “one off” service and does not entitle you to any help, support and advice, or services throughout the tax year or in relation to any other matters. Smart will not act as your agent or enter into any correspondence with HMRC or Companies House on your behalf as part of this service apart from the online filing of your return.
2.PERSONAL TAX RETURN & ACCOUNTS & TAX RETURN PACKAGES
You are entitled only to one free self-assessment tax return per director per personal tax year. The accounts are not included in the free offer.
Please note that all “one off” services for unincorporated businesses and individuals are not suitable for those who have complex tax matters including, but not limited to capital gains, income from trusts and estates, foreign income, pension income, EIS scheme subscriptions and venture capital trust subscriptions or who are not resident in the UK. If in doubt, please contact us before you purchase as no refunds can be offered. Our “one off” services should be regarded as an “off the shelf” service and will not be suitable if you require additional support, advice or help in regard to your accounts and tax affairs.
The service is reliant upon the provision of the correct figures by you and any revisions that are necessary to the tax return because of incorrect information provided may result in additional charges if you want SMART to perform the revisions.
We will compile your tax return based on the information and explanations given to us by you and it is your responsibility to ensure that the information you provide us with is correct.
This service is for a “one off” service and does not entitle you to any help, support and advice, or services throughout the tax year or in relation to any other matters. SMART will not act as your agent or enter into any correspondence with HMRC on your behalf as part of this service apart from the online filing of your tax return.
This service should only be used where there is adequate time to prepare and submit your tax return. If you attempt to redeem this service after 31st October where the tax return is due by 31at January, then there will be additional charge incurred. If you attempt to redeem the service after 31st December where the tax return is due by 31st January in the next year, then SMART reserve the right to refuse to perform the service and/or cannot guarantee that the returns will be completed in time. No refund will be given.
If you do not provide us with the information required to complete the accounts and tax returns in adequate time so as to avoid incurring a late filing penalty or do not use the service at all, no refund will be given. Smart will not be liable for any late filing penalties that you may incur.
The preparation of 1 self-assessment tax return for the tax year stated by you in the forms which is limited to reporting of income and expenditure within the following supplementary pages:
•Sole trade or self-employment
Smart’s Dormant Accounts service is reliant upon the provision of the correct information by you and any revisions that are necessary to the return because of incorrect information provided may result in additional charges if you want SMART to perform the revisions.
We will compile your form based on the information and explanations given to us by you and it is your responsibility to ensure that the information you provide us with is correct.
The Dormant Accounts service is for a “one off” service and does not entitle you to any help, support and advice, or services throughout the tax year or in relation to any other matters. Smart will not act as your agent or enter into any correspondence with HMRC or Companies House on your behalf as part of this service apart from the online filing of your return.
If you purchase this service but do not provide us with the information required to complete the dormant accounts in adequate time so as to avoid incurring a late filing penalty or do not use the service at all, no refund will be given. Smart will not be liable for any late filing penalties that you may incur.
The preparation of set of dormant company accounts to be filed online.
4.LTD COMPANY ACCOUNTS AND CT600 PACKAGES
The service is reliant upon the provision of the correct figures and information by you and any revisions that are necessary to the accounts and tax return because of incorrect information provided may result in additional charges if you want Smart to perform the revisions. In the case of the Trial Balance package the fee is based on the trial balance being up to date and in a suitable position to use in preparing the accounts. If amendments need to be made to the trial balance figures, then there may be an additional £100 fee.
We will compile your Ltd Company Accounts and Corporation Tax Return based on the information and explanations given to us by you and it is your responsibility to ensure that the information you provide us with is correct.
The service is for a “one off” service and does not entitle you to any help, support and advice, or services throughout the tax year or in relation to any other matters. Smart will not act as your agent or enter into any correspondence with HMRC on your behalf as part of this service apart from the online filing of the corporation tax return.
Please be sure that the service you purchase is the correct one for you as no refunds can be offered on any of our “one-off” packages.
If you purchase this service but do not provide us with the information required to complete the Ltd Company accounts and Corporation Tax return in adequate time so as to avoid incurring a late filing penalty or do not use the service at all, no refund will be given. Smart will not be liable for any late filing penalties that you may incur.
•Preparation of company bookkeeping where applicable
•Preparation of one set of Statutory Accounts
•Preparation of one set of Abbreviated Accounts
•Preparation of one CT600 Corporation Tax Return
5.FREE ACCOUNTING CONSULTATIONS
You are entitled only to one free accounting consultation.
All free consultations must be booked in advance with the Company and are not confirmed until the Company has sent an email to the Client confirming the free consultation booking and the details of the booking.
All free consultations will be for a maximum of 45 minutes duration.
The purpose of the free consultation is for the Company to understand the Client’s reason for considering our accounting services and advise as to whether this is something that the Company can provide accounting services for, as well as for giving the Client an overview of our accounting services process and format, and the type of accounting services the Company would recommend based on the Client’s circumstances. The purpose of the free consultation is not to provide tax and accounting advice.
Booking or taking part in a free consultation does not oblige either the Client to book subsequent paid accounting services, or the Company to provide subsequent paid for accounting services.
The free accounting consulting is a “one off” service and does not entitle you to any help, support and advice, or services throughout the tax year or in relation to any other matters. Smart will not act as your agent or enter into any correspondence with HMRC or Companies House on your behalf as part of this service.
You are entitled only to one free confirmation statement filing service per company tax year.
Please be aware that this is an annual requirement and failing to act on this can lead to complications for your company, which in most cases will end in dissolution through a strike off.
The Confirmation statement service is for a “one per year” service and does not entitle you to any help, support and advice, or services throughout the tax year or in relation to any other matters. Smart will not act as your agent or enter into any correspondence with HMRC or Companies House on your behalf as part of this service apart from the online filing of your return.
If any of the following change, you need to inform Companies House:
•your company’s registered address
•director appointments and terminations
•changes to directors’ service addresses or surnames
•your company secretary
•changes to directors’ service addresses or surnames
•someone becoming or ceasing to be a PSC
•changes to PSC’s personal details
•location of your company’s registers
•any changes to the last statement of company capital
•any changes to your shareholders’ information
You will need to include a statement of capital with your confirmation statement, including information on:
•the total number of shares
•nominal aggregate value of those shares
•aggregate amount that remains unpaid on those shares (if any) whether because of their nominal value or premium.
If your company has different classes of shares, you’ll need to include on your confirmation statement:
•the rights attached to the shares and their prescribed particulars
•the total number of shares in that class of shares
•the aggregate nominal value of shares in that class of shares
If you don’t list your company members on the public register, you must let Companies House know:
•every person who, at any time during the confirmation statement period, was a member
•the number of shares (in each class of share) they held at the end of the confirmation period by each member at the time
•the number of shares (in each class of share) that were transferred during the confirmation period, who was a member during the period, and the dates these transfers were registered on.
SMART will not be held responsible for any filing of the above changes. It is your responsibility to inform Companies House about above changes.
•Confirm what has changed since your last confirmation statement: We’ll send you a breakdown of the information held on you and the Persons of Significant Control within your business. Please let us know what has changed and what has remained the same.
•Completion of CS01 confirmation statement form: Based on the information you provide us with, we will then fill in the CS01 form on your behalf and submit it to Companies House.
•Confirmation email: Once the form has been accepted by Companies House, we will then email you to inform you that you have met your legal requirements.
In order that we may meet the deadlines set out by Companies House and HMRC, we require that you provide all information relating to your accounts and tax returns according to the following timescales:
•Personal tax return – no later than 31st July each year
•Partnership tax return – no later than 8 weeks after your partnership year-end
•Corporation tax return – no later than 8 weeks after your company year-end
•Statutory Accounts – no later than 8 weeks after your company year-end
•VAT returns – all relevant VAT records are forwarded to us within 14 days of the end of the VAT return period
SMART will not be held responsible for any late filing penalties or interest that arise, especially where the timescales above have not been adhered to.
We will not be liable to you, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, for any loss of profit, loss of business, interruption to business, for any loss of business opportunity, or for any indirect or consequential loss arising out of or in connection with any contract between you and Us.
We will not be liable for any costs including but not limited to fines and/or penalties resulting in the late filing of accounts and/or confirmation statement(s) and /or VAT Registration and/or VAT Returns for the Company and self-assessment tax return for directors as it is your responsibility to ensure timely filings of any documents or other formalities on behalf of the Company.
Our total liability to you for all other losses arising out of or in connection with any contract between you and Us, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, shall be either £100 or 50% of the total sums paid by you to Us under the contract in question, whichever is the lower sum.
Nothing in these Terms of Sale seeks to limit or exclude Our liability for death or personal injury caused by Our negligence (including that of Our employees, agents or sub-contractors); for fraud or fraudulent misrepresentation; or for any other matter in respect of which liability cannot be excluded or restricted by law.
- Information Audit – carrying out a company-wide information audit to identify and assess what personal information we hold, where it comes from, how and why it is processed and if and to whom it is disclosed.
- Policies & Procedures – revising/implementing new data protection policies and procedures to meet the requirements and standards of the GDPR and any relevant data protection laws, including:
- Data Protection – our main policy and procedure document for data protection has been overhauled to meet the standards and requirements of the GDPR. Accountability and governance measures are in place to ensure that we understand and adequately disseminate and evidence our obligations and responsibilities; with a dedicated focus on privacy by design and the rights of individuals.
- Data Retention & Erasure – we have updated our retention policy and schedule to ensure that we meet the ‘data minimisation’ and ‘storage limitation’ principles and that personal information is stored, archived and destroyed compliantly and ethically. We have dedicated erasure procedures in place to meet the new ‘Right to Erasure’ obligation and are aware of when this and other data subject’s rights apply; along with any exemptions, response timeframes and notification responsibilities.
- Data Breaches – our breach procedures ensure that we have safeguards and measures in place to identify, assess, investigate and report any personal data breach at the earliest possible time. Our procedures are robust and have been disseminated to all employees, making them aware of the reporting lines and steps to follow.
- International Data Transfers & Third-Party Disclosures – where Smart stores or transfers personal information outside the EU, we have robust procedures and safeguarding measures in place to secure, encrypt and maintain the integrity of the data. Our procedures include a continual review of the countries with sufficient adequacy decisions, as well as provisions for binding corporate rules; standard data protection clauses or approved codes of conduct for those countries without. We carry out strict due diligence checks with all recipients of personal data to assess and verify that they have appropriate safeguards in place to protect the information, ensure enforceable data subject rights and have effective legal remedies for data subjects where applicable.
- Subject Access Request (SAR) – we have revised our SAR procedures to accommodate the revised 30-day timeframe for providing the requested information and for making this provision free of charge. Our new procedures detail how to verify the data subject, what steps to take for processing an access request, what exemptions apply and a suite of response templates to ensure that communications with data subjects are compliant, consistent and adequate.
- Legal Basis for Processing – we have reviewed all processing activities to identify the legal basis for processing and ensuring that each basis is appropriate for the activity it relates to. Where applicable, we also maintain records of our processing activities, ensuring that our obligations under Article 30 of the GDPR and Schedule 1 of the Data Protection Bill are met.
- Obtaining Consent – we have revised our consent mechanisms for obtaining personal data, ensuring that individuals understand what they are providing, why and how we use it and giving clear, defined ways to consent to us processing their information. We have developed stringent processes for recording consent, making sure that we can evidence an affirmative opt-in, along with time and date records; and an easy to see and access way to withdraw consent at any time.
- Direct Marketing – we have revised the wording and processes for direct marketing, including clear opt-in mechanisms for marketing subscriptions; a clear notice and method for opting out and providing unsubscribe features on all subsequent marketing materials.
- Data Protection Impact Assessments (DPIA) – where we process personal information that is considered high risk, involves large scale processing or includes special category/criminal conviction data; we have developed stringent procedures and assessment templates for carrying out impact assessments that comply fully with the GDPR’s Article 35 requirements.
- Processor Agreements – where we use any third-party to process personal information on our behalf (e. Recruitment, Hosting etc), we have ensured that they (as well as we), meet and understand their/our GDPR obligations. These measures include initial and ongoing reviews of the service provided, the necessity of the processing activity, the technical and organisational measures in place and compliance with the GDPR.
- Special Categories Data – where we obtain and process any special category information, we do so in complete compliance with the Article 9 requirements and have high-level encryptions and protections on all such data. Special category data is only processed where necessary and is only processed where we have first identified the appropriate Article 9(2) basis or the Data Protection Bill Schedule 1 condition. Where we rely on consent for processing, this is explicit and is verified by a signature, with the right to modify or remove consent being clearly signposted.
If you feel our service has not met expectations and you have not been able to resolve the issue you have been experiencing, you can make a formal complaint to firstname.lastname@example.org. Please ensure you use the heading of “Customer Complaint” and provide full contact details so that it can be investigated properly.
I have made a complaint, what happens next?
Once we receive your complaint we will confirm receipt within 4 hours of our working day (Mon – Fri 9.00am – 5.00pm). Our complaint handling team will look thoroughly into all of the concerns raised and a will respond in full within 5 working days.