Privacy Policy

We may need to collect and use personal data on this web site in order to transact customer’s requests effectively. We acknowledge that the proper treatment of personal data is very important to successful transactions as well as ensuring customer satisfaction.

Any personal data which we collect, record or use in any way whether it is held on paper, on computer or other media will comply with the Data Protection Act 1998. We endorse and adhere to the Data Protection Principles as set out in the Data Protection Act 1998. These principles are:

  • fairly and lawfully processed
  • processed for limited purposes and not in any other way which would be incompatible with those purposes
  • adequate, relevant and not excessive
  • accurate and kept up to date
  • not kept for longer than is necessary
  • processed in line with the data subject’s rights
  • kept secure
  • not transferred to a country which does not have adequate data protection laws
  • when we collect any personal data from you, we will inform you why we are collecting your data and what we intend to use it for

We may need to pass your details to another company outside of Aidhan Accountancy purely to transact your requests effectively, however, your data will not be passed outside of Aidhan Accountancy for any other purpose. Customers may be contacted by other companies within Aidhan Accountancy by mail, email or telephone with details of other products or services.

Where we provide access to products and services from other suppliers they will provide us with your personal details so that we can contact you by mail, email or telephone with details of other products or services.

If you do not wish to be marketed to in this way you can write to the Data Protection Coordinator:

Aidhan Accountancy,
Suite 405,
Sutherland House,
3 Lloyds Avenue,
London,
EC3N 3DS

Copyright

Content of this site is copyrighted. The content/information provided herein is not to be copied or reproduced for any commercial gain. Should you use the content unauthorised, including uploading any of the pages onto your own website, you may infringe copyright, trademark and other laws. Should you choose to download any of the information appearing on this website, for whatever use, you must retain all copyright and any other proprietary information contained herein, whether downloaded or not.

Terms & Conditions

Terms of Engagement & Service

These terms govern our agreement with you and may be updated from time to time in the future. You agree to review our terms of service regularly and your continued access to or use of the service will mean that you agree to the changes. In addition, you will be notified of any significant changes to our terms of service.

Your responsibilities: In order for Aidhan Accountancy (Aidhan Financial Services Ltd) to manage and reflect the true status of your company’s financial status, you agree to keep your spreadsheet(s) or Clearbooks account up to date with all trading activities, including entering all invoices and expenses, recording withdrawals and payments, reconciling with your company bank and credit card statements on a regular basis.

It is wholly your responsibility for the accuracy and completeness of the information entered in your spreadsheet(s) and/or Clearbooks accounting software and/or sent to us via post or electronic communication for our bookkeepers to enter and we are wholly dependent upon this and any information or explanations we receive from you. We are under no obligation to specifically identify missing or incomplete information.

If you have already been trading as a limited company and previously used an agent to look after your company’s accounting activities we will contact them to gain professional clearance and obtain your historical data, which we are required to do immediately upon you joining Aidhan Accountancy.

If you have accounts from previous years that have not yet been finalised and we do not have opening balances from these periods then your Clearbooks account will not be a true reflection of your company’s current financial status (until we have this information).

If you start to use the service midway through your current trading year you will be required to enter any trading activities already undertaken into your Clearbooks account.

Aidhan Accountancy will start acting as your accountant for the financial year in which you start using our services. Any previous year’s accounts must be completed and filed by your previous agents if you have one, or arrangements can be made separately to perform these activities with Aidhan Accountancy at an additional fee.

If your previous year’s accounts have not been filed and opening balances are not entered into the Clearbooks system by the time your first year end accounts are due to be filed by Aidhan Accountancy we will not be able to file them or if you instruct us to do so any fines or penalties resulting from this will not be the responsibility of Aidhan Accountancy.

The service provided by Aidhan Accountancy is dependent on the package you have selected and subscribe to. Details of the packages and prices are available via our website for download or by e-mailing info@aidhanfinancial.com.

IR35 The Intermediaries Legislation

IR35 – The intermediaries legislation & status reviews: HM Revenue & Customs introduced the ‘intermediaries legislation’; commonly known as IR35, in April 2000.

The legislation is intended to combat the abuse by an individual who would be treated as an employee were it not for the fact they provide their services via their own personal service company. Working in this manner enables an individual to make substantial Tax and National Insurance contributions savings.

During an investigation if HMRC request sight of a contract and decide that it is caught by IR35 they will calculate a deemed payment, treating a substantial part of income received as salary and demanding all tax and national insurance contributions on payments originally paid out as dividends. Therefore it is vital that you are fully aware of the legislation.

The interpretation of IR35 and the defining of status are reliant on case law – as such the determining factors surrounding IR35 change over time and certain issues become more prominent following each significant case.

It is your responsibility to request an IR35 assessment or review and/or IR35 investigation insurance.

All formal and written IR35 assessments and reviews are carried out by our partner QDOS Insurance.

For the avoidance of doubt you are solely responsible for all tax liabilities, interest, penalties and the costs of defending your status regardless of the outcome of an assessment or review and or the subsequent status determined by a tribunal or other hearing.

The opinion given by QDOS Insurance is given from the background of many years of HMRC experience, however they are unable to guarantee a successful outcome to any HMRC challenge.

Unless we receive instructions from you to the contrary, or you request an assessment we will always treat you as outside IR35 and your Clearbooks account will reflect this status.

Where you have commenced an IR35 assessment or review and this states you are within IR35 you should be bound accordingly, unless your working arrangement and/or contract can be amended and that a further review states you are outside IR35.

If you are advised you are within IR35 it is your responsibility to advise us accordingly.

Advice Given by Accountants

Aidhan Accountancy provides accountancy advice for the limited company subscribed to the service.

Your subscription to the service allows for the provision of general accountancy guidance only for the limited company subscribed to the service. For specific matters relating to issues such as IR35 compliance, broad advice will be offered and additional services recommended. You should always seek specialised advice on specific matters.

If you seek specialised advice or other accounting activities from us outside of our services (“specialised services”) we may subcontract the provision of those specialised services to one of our affiliates, or to a third party. These activities will be charged for.

Aidhan Accountancy is regulated by the Association of Certified Chartered Accountants (ACCA) and will observe the by-laws, regulations and ethical guidelines of the association.

For some specialised services you will be required to accept a service engagement agreement from Aidhan Accountancy, who will accept instructions to act for you on the basis that they will act in accordance with the above guidelines.

Reliance on advice: we will endeavour to record all advice on important matters in writing but if advice is given orally it is not intended to be relied upon unless it is confirmed in writing. Therefore, if we provide oral advice e.g. 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.

HMRC Investigations

As long as you adhere to accounting principles and tax rules the risks of an in-depth enquiry HMRC remain relatively low although investigations by HMRC have been growing since 2010.

We will through our duty and care to you endeavour to guide you as so you are adhering to accounting principles and tax rules.

However, in the event HMRC decide to audit or investigate your accounting and/or tax affairs, this can become a drawn out and time consuming process.

We highly recommend that you take out Tax Investigation Insurance (you can buy this through our affiliate QDOS Insurance or independently) to cover your professional costs in the rare event you may be selected for an investigation by HMRC.

Any fees, costs or liabilities incurred by you during a HMRC investigation are the sole liability of you and the account holder.

Creation of a New Account

The account holder must ensure that we have complete and accurate information throughout the subscription period, including any changes to company structure, trading activity, business and home address changes etc.

The service caters for limited companies with up to a maximum of 4 directors and up to a maximum of 4 shareholders.

Money Laundering

To help us guard against financial crime we are obliged to comply with the Money Laundering Regulations 2007, the Proceeds of Crime Act 2002 and the Terrorism Act 2000. These require us to carry out identity verification checks before allowing use of our service. We may request and retain from you such information and documentation as we require for these purposes and/or make searches of appropriate databases and to report, in accordance with the relevant legislation and regulations. Carrying out an identity verification check will place a soft footprint on your credit file, however it will not affect your credit rating in any way.

If we cannot adequately confirm your identification in accordance with this legislation we reserve the right to refuse your use of our service.

We have a duty under section 330 of the Proceeds of Crime Act 2002 to report to the Serious Organised Crime Agency (SOCA) if we know, or have reasonable cause to suspect, that you or anyone connected with your business are or have been involved in money laundering. Failure on our part to make a report where we have knowledge, or reasonable grounds for suspicion would constitute a criminal offence.

The offence of money laundering is defined by section 340 (11) of the Proceeds of Crime Act and includes concealing, converting, using or possessing the benefits of any activity that constitutes a criminal offence in the UK. It also includes involvement in any arrangement that facilitates the acquisition, retention, use or control of such a benefit. This definition is very wide and would include such crimes as:

  • deliberate tax evasion
  • deliberate failure to inform the tax authorities of known underpayments or excessive repayments
  • fraudulent claiming of benefits or grants
  • obtaining a contract through bribery

Clearly this list is by no means exhaustive.

We are obliged by law to report any instances of money laundering to SOCA without your knowledge or consent. In fact, we may commit the criminal offence of “tipping off” under section 333 of the Proceeds of Crime Act if we were to inform you that a report had been made. In consequence, neither the firm’s principals nor staff may enter into any correspondence or discussions with you regarding such matters.

We are not required to undertake work for the sole purpose of identifying suspicions of money laundering. We shall fulfil our obligations under the Proceeds of Crime Act 2002 in accordance with the guidance published by the ACCA.

Complaints

Aidhan Accountancy looks to provide the highest levels of customer service and the best accountancy advice at all times and deeply regret any times where there is cause for complaint.

If you are unhappy with the service please contact us in the first instance. If you are still not satisfied or would like to escalate your complaint please put it in writing to tony.dhanjal@aidhanfinancial.com

Internal Disputes

If we become aware of a dispute between the parties who own or are in some way involved in the ownership and management of your company, it should be noted that our client is the company and we would not provide information or services to one party without the express knowledge and permission of all parties. Unless otherwise agreed by all parties we will continue to supply information to the registered office/normal place of business for the attention of the directors. We cannot mediate or terminate ownership without the consent of all parties.

Access to Clearbooks

You will not be able to access and use the Clearbooks software without a username and password.

License

You are granted a non-transferable, non-exclusive license to use our service in accordance with these terms of service. If you choose to give another party access to your accounts you do so at your own risk and you shall remain primarily liable to Aidhan Accountancy for complying with these terms of service for the use of our service.

Security

The account holder is ultimately responsible for administering and safeguarding any passwords created to control access to the Clearbooks software: please keep any password issued to you secure. Aidhan Accountancy staff do not have access to any account holder’s passwords.

All transfer of accounts holder’s data between our servers and any external environment is encrypted. Please see our privacy policy for information in regards to this.

Fees and Payment Terms

A subscription fee for use of our service is payable monthly in advance by the account holder. The subscription rates are posted on our website and we may vary these from time to time: please see our packages and prices page for the rates in force for the current month. Prices on our website are quoted in pound sterling and exclude VAT which is also payable. You will be notified of any changes to our current price plan. It is a requirement that all account holders agree to have a direct debit set up for payment of monthly subscription fees.

A set up fee could be charged when signing up to our service, dependent upon your circumstances.

NB, the service relies upon the continuous payment of monthly subscriptions. We are unable to provide breaks in subscription fees due to non-trading, permanent employment etc.

Additional charges will apply for activities that fall outside our service. Other costs will apply for shareholding changes, company name changes, references and closing your company. If you require a specific additional service please contact us for further details.

Once any company return has been filed, Aidhan Accountancy cannot be held responsible or accountable for any omissions in your accounts. Any changes required after submission do not fall within the Aidhan Accountancy subscription fee and will be charged separately.

Non-payment: We shall be under no obligation to provide our service if the subscription fee is not paid to us on time. The account holder must ensure that we have complete and accurate billing and contact information throughout the subscription period, including the full name of the account holder, its business address and a billing contact email address.

If subscription fees become overdue we reserve the right to suspend your access to our service until the balance is paid and we may close the account holder’s account permanently and disengage ourselves as agents.

Suspension or Termination

If you fail to abide by these terms of service, if we have reason to believe that you have provided us or HMRC with misleading information, in the event of your insolvency, bankruptcy or other arrangement being reached with creditors, or trading standards, if payment of the subscription fees are not paid on time or we are unable to contact you we reserve the right to suspend or terminate your access to our service.

If you fail to abide by these terms of service, if we have reason to believe that you have provided us or HMRC with misleading information, in the event of your insolvency, bankruptcy or other arrangement being reached with creditors, or trading standards, if payment of the subscription fees are not paid on time or we are unable to contact you we reserve the right to suspend or terminate your access to our service.

If we withdraw access to our service no refund will be payable by us. One month’s notice will be given prior to the suspension of an account after which time if any issue has not been resolved within the following month we will take action to disengage ourselves as your agent. We also reserve the right to close any Aidhan Accountancy Clearbook's accounts for any reason by giving one month’s notice.

Suspension of your account could seriously jeopardise your ability as well as our's to manage your company accounts and could lead to submission deadlines, including monthly RTI filing, being missed.

Aidhan Accountancy cannot be held liable for any fines incurred resulting from this and all our obligations under these terms of service are suspended.

Cancellation

You can cancel your Aidhan Accountancy account subscription at any time by putting it in writing to info@aidhanfinancial.com.

If you need us to prepare your company’s year end accounts prior to leaving Aidhan Accountancy or assist with the closure of your company additional fees may apply.

If you are leaving immediately no further subscription fees will be billed and no refund will be made of any subscription fees already billed and paid.

Cancelling will result in the closure of your Clearbooks account and our disengagement as your agents. In such cases we will normally issue a disengagement letter to ensure our respective responsibilities are clear.

Any data you have in your Clearbooks account would need to be exported prior to closure.

Following the cancellation of your account Aidhan Accountancy will have no further responsibility in relation to the preparation or filing of your limited company accounts, RTI filings or any other return. As a director you will have continued responsibilities and are solely responsible for identifying another service or accountant to satisfy the need for the service that we provided.

Lien

Insofar as we are permitted to, so by law or professional guidelines, we reserve the right to exercise a lien over all funds, documents and records in our possession relating to all engagements for you until all outstanding fees are paid in full.

Financial Services

We are not regulated by the Financial Services Authority (FSA) to conduct financial reviews or offer investment advice, so in agreeing to these terms you consent to us referring these activities to Westcar Financial Planning Ltd, or other such regulated and authorised Independent Financial Advisors (IFAs).

Acting as an introducer we will receive a variable fee (dependent upon the referral) of the net initial commission, or arrangement fee received by Westcar Financial Planning Ltd or any such other regulated and authorised Independent Financial Advisors (IFAs) arising from any business referred to it by us. You hereby consent to such payments being retained by us.

Westcar Financial Planning Ltd or any such other regulated and authorised Independent Financial Advisors (IFAs) are separately obliged to disclose to you all earnings or commissions arising from dealing with you. Westcar Financial Planning Ltd or any such other regulated and authorised Independent Financial Advisors (IFAs) is not managed, owned or controlled by Aidhan Accountancy, or any of its officers or employees.

We do not provide advice in connection with the selection of products recommended by any IFAs or other third party and we make no warrants concerning the service that is ultimately provided by them.

Disclaimer

This section restricts the extent to which we are liable for any losses, which may be suffered in connection with your use of our service. It may also require the account holder to compensate us for any loss we suffer as a result of your failure to comply with these terms of service.

Availability

We will make reasonable endeavors at all times to ensure that our service will be suitable for your intended use. We cannot guarantee that it will be error-free, timely, reliable, entirely secure, virus-free or available at all times since we are dependent on the reliability of the internet and your use of your own computer to access our service. We will try to keep any disruptions to a minimum.

Prohibited Use

Except as otherwise permitted under this agreement, you shall not: a) remove or alter the conditions of use, any copyright notices and other identification disclaimers as they may appear on the website or in any print format; b) provide by electronic means to any person other than an authorised user any content; c) alter or change any part of the content.

Ownership

The legal and beneficial interest in all copyrights, patents, trade marks, service marks, design rights (whether registered or unregistered), database rights, proprietary information rights and all other proprietary rights as may exist anywhere in the world together with applications associated with any such rights (“intellectual property rights”) relating to our service belong to us at all times. You obtain no ownership rights in our service or any of the intellectual property rights pursuant to or arising out of this agreement. The account holder has sole responsibility for the provision of accurate and reliable data. The account holder retains ownership of any intellectual property rights it has in your data (such as rights in its logo, for example.) Intellectual property rights in your data will not be transferred to us. We reserve the right to disclose your data to law enforcement officials in the investigation of fraud or other alleged unlawful activities but otherwise we will only use your data to provide our service.

Exclusion of Our Liability

You use our service entirely at your own risk. We do not restrict our liability (if any) for personal injury or death resulting from our negligence, for fraud committed by us or for any matter which it would be illegal to limit or to attempt to restrict. We exclude all other liability and responsibility for any amount or kind of loss or damage arising in connection with our service.

Limitation of Our Liability

Neither party shall be liable under this agreement to the other party for indirect, special, exemplary, punitive or consequential damages including without limitation loss of goodwill, whether arising from negligence, breach of contract or otherwise. Where we are not legally entitled to exclude our liability, our total liability for any loss or damage relating to our service (or to our website generally) shall not exceed an amount equal to the subscription fees, which the account holder has paid to us in the previous month.

Liability to Us

If you access our service using a password created to control access to the account holder’s Clearbooks account then the account holder shall be held liable for any reasonable costs and expenses incurred by us as a result of breach of these terms of service by you. Otherwise, you shall be held personally liable for any reasonable costs and expenses incurred by us as a result of breach of these terms of service by you.

Further Provisions

These terms of service and our privacy policy describe the entire agreement between you and us regarding our service and supersede any prior understandings or agreements. We shall be entitled to assign or subcontract our rights and/or obligations under these terms of service to another party. As the account holder you may not transfer any of your rights or obligations under these terms of service without our prior written consent. Failure at any time to enforce any of these terms and conditions or to require performance by the other party of any such term or condition shall not be construed as a waiver of such provision or affect the right of either party to enforce the same. If any provision is held to be invalid or unenforceable by any tribunal of competent jurisdiction, the remaining provisions shall not be affected and shall be carried out as closely as possible according to the original intent.

Data Protection

We confirm that we will comply with the provisions of the Data Protection Act 1998 when processing personal data about you and your company. In order to carry out the services of this engagement and for related purposes such as updating the enhancing our client records, analysis for management purposes and statutory returns, legal and regulatory compliance and crime prevention we may obtain, process, use and disclose personal data about you.

Electronic and Other Communication

We will communicate with you and with third parties via email or by other electronic means unless another method is more appropriate. You will be responsible for virus checking emails and any attachments.

With electronic communication there is a risk of non-receipt, delayed receipt, inadvertent misdirection or interception by third parties. We use virus-scanning software to reduce the risk of viruses and similar damaging items being transmitted through emails or electronic storage devices.

However, electronic communication is not totally secure and we cannot be held responsible for damage or loss caused by viruses nor for communications which are corrupted or altered after despatch. Nor can we accept any liability for problems or accidental errors relating to this means of communication especially in relation to commercially sensitive material.

Any communication by us with you sent through the post system is deemed to arrive at your postal address between two and four working days after the day that the document was sent.

Retention of and Access to Records

You have a legal responsibility to retain documents and records relevant to your tax affairs. During the course of our work, we may collect information from you and others relevant to your tax affairs. We will return any original documents to you, if requested. Documents and records relevant to your tax affairs are required by law to be retained by individuals and companies for 6 years from the end of the accounting period. Whilst certain documents may legally belong to you, we may destroy correspondence and other papers that we store, electronically or otherwise, which are more than 7 years old. You must inform us if you require the return or retention of any specific documents for a longer period.

Contracts (Rights of Third Parties) Act 1999: persons who are not party to this agreement shall have no rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of this agreement. This clause does not affect any right or remedy of any person which exists or is available otherwise than pursuant to that act.

The advice we give to you is for your sole use and does not constitute advice to any third party to whom you may communicate it. We accept no responsibility to third parties for any aspect of our professional services or work that is made available to them.

Applicable law: these terms of service are governed by and construed in accordance with English Law and the parties agree to submit to the exclusive jurisdiction of the Courts of England.

Definitions

“Account holder” means a limited company, which has a Clearbooks account through Aidhan Accountancy.

“Service” means the accountancy services provided including access to our partner Clearbooks software, account management support and general accountancy advice provided by Aidhan Accountancy.

“Specialised services” are services provided by Aidhan Accountancy, one of our affiliates or by a third party.

“us” “we” and “our” refers to Aidhan Accountancy, Suite 405, Sutherland House, 3 Lloyds Avenue, London EC3N 3DS.

“you” means the account holder.

“your data” means any data entered or uploaded by you while using our service.

Aidhan Accountancy

Sutherland House, 3 Lloyds Avenue, London, EC3N 3DS