Terms of Service
Terms and Conditions of Service
These Terms of Service apply to all work we undertake unless otherwise agreed in writing. The specific services we will provide are detailed in your Engagement Letter. Together, these Terms of Service and your Engagement Letter form our contract with you.
1. Introduction
1.1 Welcome to TPP Accountants Ltd, trading as Phillips & Co Accountants. 1.2 These terms govern your use of our website and services. Please read them carefully before engaging with either. By using our website or services, you agree to be bound by these terms.
2. About Us
2.1 Phillips & Co Accountants is a trading name of TPP Accountants Ltd. 2.2 TPP Accountants Ltd is a company registered in England and Wales (company number 11050963) with its registered office at 85 Great Portland Street, London, W1W 7LT. 2.3 TPP Accountants Ltd is a firm of Chartered Certified Accountants registered with the Association of Chartered Certified Accountants (ACCA). 2.4 We provide services to UK-based companies, partnerships, individuals, and sole traders.
3. Our Agreement
3.1 This agreement is between you and TPP Accountants Ltd t/a Phillips & Co Accountants (“we”, “us”, or “our”). 3.2 No one other than you has any right to enforce any term of this agreement. 3.3 The advice we provide is for your sole use and does not extend to any third party.
4. Website Use
4.1 You may use our website for temporary, non-exclusive purposes. We can withdraw or remove the website at any time. 4.2 You may not copy, modify, or distribute any website content without our permission. 4.3 You agree to our Privacy Policy and Cookies Policy (available on our website at www.phillipsco-accountants.co.uk).
5. Professional Responsibilities
5.1 We adhere to the ACCA Code of Ethics (available at
6. Regulatory Information
6.1 Our professional indemnity insurer is QBE UK Ltd. Our professional indemnity insurance coverage is £100,000. 6.2 We comply with regulations regarding the Criminal Finances Act 2017 and Professional Conduct in Relation to Taxation.
7. Quotes and Engagement
7.1 We use Xero to manage quotes. You can accept, decline, or comment on quotes through the Xero platform. 7.2 Quotes are estimates based on the information you provide and are valid for 30 days. 7.3 We may revise quotes if the scope of work changes or due to economic factors.
8. Fees
8.1 Our fees are based on the complexity of the work, time spent, and level of expertise required. 8.2 All fees are quoted exclusive of VAT. 8.3 Work outside the scope of the Engagement Letter will incur additional fees. 8.4 Invoice payments are due within 28 days. 8.5 We may suspend services if invoices are overdue. 8.6 You are responsible for costs associated with transferring information to new advisors. 8.7 A 10% surcharge applies to work submitted within one month of HMRC deadlines. 8.8 Invoices will detail all services and associated costs. 8.9 We may require a 50% upfront payment in certain circumstances.
9. Payment
9.1 We accept payment in advance, within 10 or 30 days of invoicing, or by Direct Debit. 9.2 Late payments may incur interest at 8% above the Bank of England base rate, or the statutory rate applicable to late payments in commercial contracts, whichever is higher.
10. Liability
10.1 We will provide services with reasonable care and skill, but we are not liable for losses arising from incorrect or incomplete information provided by you or your failure to act on our advice. 10.2 Subject to clause 10.1, you agree not to hold us or our staff personally liable for any loss arising from negligent or innocent misrepresentation, provided that such limitation of liability is fair and reasonable within the meaning of the Unfair Contract Terms Act 1977. However, nothing in this clause shall exclude or limit our liability for: * Fraudulent misrepresentation; or * Death or personal injury caused by our negligence. 10.3 We are not responsible for any reliance on our work by third parties. 10.4 Our liability is limited in cases where others are also responsible for the same damage. 10.5 Our liability is further limited if you agree to limit the liability of other advisors. 10.6 We shall not be held liable for losses arising from cyber liability or data breaches outside of our direct control, or due to software errors, save that we will take all reasonable steps to mitigate such risk.
11. Service Quality
11.1 We aim to provide high-quality service. Please contact our Managing Director with any concerns. 11.2 We will investigate any complaints promptly. If unresolved, you may contact the ACCA. 11.3 Either party may terminate this agreement by providing 30 days’ written notice. 11.4 We may terminate our services if you become insolvent, fail to pay fees, breach these terms, or fail to provide data in a timely manner. Upon termination, we will return your documents, and you will be responsible for any outstanding fees.
12. Information Ownership
12.1 We will return original documents to you. You should retain records for at least 6 years. 12.2 We own all working papers and other information created during our work. 12.3 We may destroy correspondence older than seven years unless you request otherwise. 12.4 We will process your personal data in accordance with the UK GDPR and the Data Protection Act 2018. Our Privacy Policy details our obligations as a data processor.
13. Anti-Money Laundering
13.1 We comply with the Proceeds of Crime Act 2002 and Money Laundering Regulations 2017, including client identification and reporting suspicious activity. 13.2 We have a legal obligation to report suspected money laundering to the UKFIU. 13.3 Money laundering includes activities like tax evasion and fraud. 13.4 We will fulfil our obligations in accordance with guidance from the Consultative Committee of Accountancy Bodies.
14. External Review
14.1 Our files are subject to periodic independent review to ensure quality.
15. Law and Changes
15.1 This agreement is governed by English law, and the Courts of England have exclusive jurisdiction. 15.2 If any provision is invalid, the remaining provisions remain in effect. 15.3 You must confirm the validity of our advice before acting on it in light of any changes in law or your circumstances. 15.4 We are not liable for losses due to changes in the law. 15.5 We reserve the right to update these Terms and Conditions. We will notify you of any changes in writing. 15.6 Neither party shall be liable for any failure or delay in performing its obligations under this agreement due to circumstances beyond its reasonable control, including but not limited to acts of God, natural disasters, pandemics, and government actions (Force Majeure).
16. Communication
16.1 Electronic communications are at the risk of the client. We take reasonable care to keep our systems secure, but cannot guarantee that electronic communications will be free from interception or viruses.
17. Data Protection
17.1 We retain all intellectual property rights in any reports, analyses, or other deliverables provided to you, unless otherwise agreed in writing.
17.2 Data Processing and Purpose: We will process your personal data only for the purposes outlined in our Engagement Letter and as necessary to fulfill our legal and regulatory obligations. This includes, but is not limited to, providing accounting and tax services, communicating with you, and complying with anti-money laundering regulations.
17.3 Legal Basis for Processing: We will process your personal data based on one or more of the following legal bases: * Performance of a contract: Where processing is necessary for the performance of a contract with you or to take steps at your request before entering into
17.4 Data Security: We have implemented appropriate technical and organizational measures to protect your personal data against unauthorized
17.5 Data Retention: We will retain your personal data only for as long as necessary to fulfill the purposes for which it was collected,
17.6 Your Rights: Under the UK GDPR and the Data Protection Act 2018, you have the following rights: * The right to access your personal data. * The right to rectification of inaccurate personal data. * The right to erasure of your personal data (the “right to be forgotten”). * The right
17.7 Data Controller and Data Processor: For the purposes of data protection law, TPP Accountants Ltd t/a Phillips & Co Accountants will act as a data controller in relation to the personal data we process for our own purposes. In some cases, we may act as a data processor on your behalf.
17.8 International Data Transfers: If we transfer your personal data outside the UK, we will ensure that appropriate safeguards are in place to protect your data.
17.9 Data Breaches: In the event of a personal data breach, we will notify you and the Information Commissioner’s Office (ICO) as required by law.
17.10 Contact Information: If you have any questions about our data protection practices or wish to exercise your rights, please contact us at info@phillipscoaccountants.co.uk
18. Right to Withdraw Consent
18.1 You can withdraw consent for processing your personal data at any time by emailing info@phillipscoaccountants.co.uk. The withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.
19. Use of Our Name
19.1 You may not use our name, logo, or any identifying marks in any public statement, document, or marketing material without our prior written consent, except as required by law.
20. Draft Work and Oral Advice
20.1 Final written work products supersede any draft, interim, or oral communications. We will provide written confirmation of oral advice upon your written request.
21. Cloud-Based Software
21.1 We may use cloud-based software to provide services. We select suppliers with due diligence regarding data security and service levels, but cannot accept liability for issues arising from their services. 21.2 We use a variety of software applications, including but not limited to IRIS Accountancy Suite, IRIS Kashflow, IRIS OpenSpace, Sage, Xero, and QuickBooks.
22. Staff
22.1 You agree not to offer employment to our staff without our permission, and vice versa. 22.2 A fee of 20% of the annual salary plus VAT applies if permission is granted for recruitment. 22.3 Our staff have the right to a harassment-free workplace. We may terminate our services if you violate this. 22.4 We will conduct background checks on staff to ensure that they are fit and proper.
23. Disputes and Complaints
23.1 Contact info@phillipscoaccountants.co.uk with any questions or complaints. We have a formal complaints procedure, which can be provided upon request. 23.2 Disputes will be subject to the jurisdiction of the courts of England and Wales. If a complaint cannot be resolved internally, you may refer it to the ACCA.
24. Entire Agreement
24.1 These Terms of Service and your Engagement Letter constitute the entire agreement between us, superseding any prior agreements. 24.2 If any provision is invalid, the remaining provisions remain in effect. The Engagement Letter takes precedence in case of conflict.
25. Changes to Terms
25.1 We may amend these terms, for example, to reflect changes in the law, regulatory requirements, or our business practices. 25.2 We will notify you of any changes by email or by posting a notice on our website. 25.3 Continued use of our services after notification constitutes acceptance of the changes.
26. Force Majeure
26.1 Neither party shall be liable for any failure or delay in performing its obligations under this agreement due to circumstances beyond its reasonable control, including but not limited
27. Intellectual Property
27.1 We retain all intellectual property rights in any reports, analyses, or other deliverables provided to you, unless otherwise agreed in writing.
28. Electronic Communications
28.1 Electronic communications are at the risk of the client. While we take reasonable care to keep our systems secure, we cannot guarantee that electronic communications will be free from interception, viruses, or other malware. You are responsible for ensuring your systems are secure and performing virus scans on received attachments.
29. Client Due Diligence
29.1 We are required to perform ongoing client due diligence. You agree to provide us with all information needed to comply with our client due diligence obligations.
30. Proliferation Financing
30.1 We comply with all UK regulations regarding proliferation financing, including screening clients against relevant sanctions lists and reporting suspicious activity to the appropriate authorities.