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Terms of services

This document contains the terms of service, that are to be agreed upon between Rezex Ltd (hereinafter referred as We/Us/Accountant/RezEx Accountants-Online Account filing/RezEx Accountants) and the Customer (hereinafter referred as You/Client).

Our customers are our priority, and we do our best and strive for provision of best services to our customers. In order to do so we strictly follow our service standards. This also includes the time scale management. For this we also require our customers and our company to adhere to the certain agreed terms and conditions. To avoid any confusion, the whole policy and framework has been laid down in this document to provide standardised services to out clients. You agree to these terms when you accept the quote before you are availing our services at the price quoted.

We have mentioned the terms for all the services here but only those are relevant to you for which you have availed and have been invoiced for.

Age restriction:

Before signing up for any of our services your age must be 18 (eighteen) or over legally. Rezex accountants is not liable for any refunds/liabilities related to any kind of misrepresentation of age or any data.

Electronic Communication

As all our communication is done to you by email or other electronic media. Your response to us via electronic means would be taken as legally binding for example the approval of draft accounts and tax returns to be submitted to HMRC and Companies House.
We at RezEx Accountants use virus-scanning software in order to reduce any risk of damage caused by viruses. However, electronic communication cannot be totally safe and there always stays a risk of virus damage, so we prefer our respected customers to do virus scanning of all attachments received to avoid any inconvenience it may cause as under the banner of electronic communication there is a risk of non-receipt, delayed receipt, inadvertent misdirection, data corruption, unauthorised amendment, tampering, and interception by third parties. As electronic communication is not totally secure so the responsibility for any damage or loss caused by virus or by electronic communication that are corrupted, tampered with or altered after dispatch, is not held by us. Nor we take any liability related to the problems or accidental errors caused by this means of communication especially any sensitive commercial information/material related to you.
You should be verifying the content in the email by the author if you intend to respond to the information contained in the email. We appreciate our customers to bear these risks in mind for having the service served at your ease while being anywhere in the UK with great efficiency and at lower cost.

Data protection (GDPR)

Under this engagement letter, we may obtain, use, possess and disclose personal data about you in order that we may discharge the services agreed with you. This also includes the updating and enhancing record of clients, and for management to carry out the analysis. This will also be including statutory returns, crime prevention and legal and regulatory compliance. Our clients have the right to access their personal data that we hold under data protection legislation. The data controller in relation to the personal data supplied about you is RezEx Accountants under General Data Protection Regulation (EU) 2016/679.

Ownership of records

We may exercise a particular right of lien over the records and books we have of you in case of any non-payment to us for the services rendered to you by us. We also have the lien to withhold the document with us until our payments in return to the services rendered are received in full.

Anti-money laundering legislation

Under UK legislation we as accountants have the duty to recognise and report money laundering activities of any kind either related to any terrorist activity/terrorists and other criminals. We have a duty to deny for any access to any kind of technical expertise to the aforesaid. In case of failure, we risk imprisonment.
It is mandatory for us to perform the ‘Customer Due Diligence’ before acceptance of provision of any service by us. These procedures are prescribed by our AML supervisory body and by HMRC under the UK AML regime for Anti-Money Laundering and Terrorist Financing (MLTF).
We expect from our respected clients to give disclosure of any funds or any other property, the purpose of any instructions or any other matter where applicable. We might also be asking for such evidence after we have started working on your instructions.
We expect our clients are and would be sharing information that is complete, true, and honestly shared. We also assume that our clients are law abiding citizens and understand that any misleading instruction that appear to be giving grounds to suspect (even though its not actually suspect) in relation to a ‘criminal property’, we are obliged to make a report to National Crime Agency (“NCA”), 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 NCA. If NCA does not refuse consent within 7 working days, we may continue to act. If NCA issue a refusal within that time, we must not act for a further 31 days from the date of the refusal for you or your company.
‘Criminal property or Act’ is property or Act 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 for example, tax evasion is a criminal offense, but an honest mistake is not. We will assume that all discrepancies are mistakes unless there is contrary evidence.

Customer Due Diligence:

As per HMRC guidelines we as accountants are required to know and verify our clients. So, we are required to perform customer Due diligence under Anti-Money laundering (AML) regulations. To follow them properly we obtain the following information about Person with Significant Control.

  1. 1. Full name of person with significant control
    2. A scanned copy of valid drivers’ license
    3. A scanned copy of valid passport
    4. Proof of residential address
    5. Date of birth

We will comply with GDPR guidelines issued by the ‘Information Commissioner’s Office’ (ICO) to store and use the above information.

Refund Policy:

Although we strive to provide our customers with exceptional services but there might be circumstances where a refund is requested by you.

  • If the service, you have requested are out of scope of professional conduct by HMRC or professional body we will be initiating a refund after making necessary changes.
  • In case any information provided to us by the client which is not correct and not complete and we have to refund as a result of this , there will be a deduction of charge to cover the cost for this.
  • In case the information has been shared by you and work has been done or draft has been sent to you or ready to be sent to you, we will be deducting 100% of the invoice value to cover the cost.

The refund will be either for the settlement of next service or payment back to the original mode of payment by a voucher or credit. It depends on you which one do you choose from the aforementioned. You will be informed about the initiating of such refund and a fee may be deducted to process such refund by the mode chosen by you.

Customer Feedback

RezEx accountants always strive to provide our clients with the best customer service. We treat our clients as our priority and take suggestions from you with open heart. If there is any suggestion from you to improve our services or you are dissatisfied with the current service and want us to improve our service which is a value addition to our service, please feel free to email at info@rezexaccountants.com. In case of any complaint feel free to email and we will be addressing the issue and will do all we can to explain the position.

List of services:

  1. 1. Annual Accounts and Corporation Tax return (CT600) for Limited Companies
  2. 2. CIC Accounts:
  3. 3. LLP Annual Accounts and Tax Return SA800
  4. 4. Personal Tax Return (SA100)
  5. 5. Bookkeeping
  6. 6. VAT Returns– Monthly/ Quarterly/ Annually
  7. 7. Business consultancy
  • Preparation of annual accounts and corporation tax return (CT600) for submission to Companies House and HMRC:

All companies are required to prepare and submit the annual accounts as per the Companies Act ,2006 and in accordance with the act prescribed by Financial Conduct Authority.
In addition to this companies registered with the registrar are required to submit a corporation tax return as per Corporation Tax Act 2010 and Income Tax Act 2007.
As the company’s director, you have the responsibilities regarding annual accounts and corporation tax return

  • As a director you must maintain the accounting records properly and keep them safely either in electronic or physical form for the time period prescribed by HMRC. You would be forwarding these accounting records/bank statements to us for the preparation of accounts and filing or bookkeeping.
  • You must keep record of all the transactions relating to but not limited to sales invoices, purchase invoices, receipts, and payments. It is also important to provide us with company’s closing stock.
  • You must keep an evidence such as an invoice for any of the business expense done by you in order to claim it. You must also inform us about any of the disallowed/personal expenditure done by director/shareholder.
  • You must be providing us with all the disclosures relating to the sources of income, charges, allowances, disallowed expenses, capital expenditure or any other information.
  • There must be disclosure of all the communication with HMRC and Companies House with us for better understanding of Company’s affairs.
  • The payment to HMRC for the tax liability must be done within due date. RezEx accountants is not liable for any interest/penalty charged by HMRC for any late payment.
  • You are responsible to share the financial information with us before the due date to submit the annual accounts to Companies House and provide us enough time (at least 3-5 business days) to finalise and prepare the drafts.
  • Once we receive all the information from your side including the additional information (apart from the information asked for in quote email) as required for the service you opted for only then the turn around time of 3 to 5 business days shall start.
  • HMRC select the tax returns randomly for audit purpose every year. In provision of any assistance in regard to this, beyond responding for the straightforward questions RezEx Accountants will be charging separately. In such case we would be informing you about everything before undertaking any extra work.
  • You agree that we can approach as may be appropriate to such third party for information that we consider necessary to deal with your affairs.
  • In case the financial information provided to us by you is significantly complex or it does not fall under the categories or prices mentioned in our website, then we may have to charge an additional fee for this. We are mentioning here just a few examples for you.
  • The transaction sent to us by you in the bank statement or multiple bank statements if put together and shows up as more than 1000 transaction.
  • The total number of bank accounts shared with us to deal with (including but not limited to credit card statements, PayPal, and other similar accounts) are 3 or more.
  • The financial information shared with us is not in Excel/CSV format.
  • If the financial information provided by you to us is in the form of bank statements for the purpose of preparing accounts (where bookkeeping is not maintained), you would be responsible for providing details regarding any receivables/ payables due, accrued / prepaid expenses or incomes.

Following term have been agreed by us:

  • Provided the above terms are accepted by the customer, RezEx Accountants will be preparing annual accounts report and Corporation tax return (CT600) for the accounting period agreed via email.
  • We will then be sending you your draft accounts for your review Once you review and approve them, we will then be submitting your accounts. You can also ask for amendments in the draft accounts provided the above condition are met.
  • Once we receive approval from your side for drafts accounts and tax return, we will then be submitting the accounts and return to the Companies house and HMRC on your behalf.

Note: It should be noted that in law, a taxpayer cannot contract out of his fiscal responsibilities. We do the computation and prepare the return forms on your behalf. Legally, only you have the responsibility to make correct tax returns and to pay the tax on time. In case of we are not provided with any related information for preparing the tax return in a reasonable time scale, and consequently there is delay in the preparation and submission of the return, we accept no responsibility for any interest or penalty that may arise.

  • CIC:

The terms under annual accounts and corporation tax return will be applicable to CIC. You agree to the terms and conditions as specified there this is also in regard to sharing the financial and other related information.
However as there I s additional responsibilities the charges for the CIC accounts differ from the charges for Limited Companies.

  • LLP Annual Accounts and Tax Return SA800:

Limited Liability Partnership (LLP) are required to submit the annual accounts to the Companies house, the term under annual accounts and corporation tax return will be applicable (other than the CT600) where the limited liability partnerships are required to submit SA800 (a different tax return -Income Tax Act ,2007). You agree to the terms and conditions as specified there this is also in regard to sharing the financial and other related information. The LLP partner designated will be responsible for all the affairs of LLP.
However as there is additional responsibilities the charges for the LLP accounts differ from the charges for Limited Companies.

  • Personal Tax Return (SA100):

Income tax Act 2007 requires all the individuals in UK having the income from UK sources are required to prepare the income tax return and submit it to HMRC. In order to help you with preparation and filing, as an individual you must agree to the following terms.

  • Once prepared we will be sending you your tax return form, computations and any supporting schedule for your review and approval. Once it is reviewed by you and you approve it, you would be sending it back to us after your signatures (E-sign). After receiving your approval we would be submitting your return to HMRC electronically.
  • The current date of submission of tax return is 31st January following the end of the tax year. In case the tax return is submitted after the submission due date, HM Revenue & Customs has the power to charge interest and penalty to you.
  • Therefore, it is of importance that we receive all the information required for preparing the tax return as soon as the tax year ends at 5th of April each year and by 31st Oct at latest. If the information is received after this date, we will not accept any responsibility for any interest, penalty, surcharge charged by HMRC.
  • HMRC select the tax returns randomly for audit purpose every year. In provision of any assistance in regard to this, beyond responding for the straightforward questions RezEx Accountants will be charging separately. In such case we would be informing you about everything before undertaking any extra work.
  • We take no responsibility if there arise any losses, penalties, surcharges, interest, or additional tax liabilities because information supplied by you or others are incorrect or incomplete, it is your or others’ failure to supply any appropriate information or your failure to act on our advice or respond promptly to communications from us or the tax authorities.
  • You agree that we can approach as may be appropriate to such third party for information that we consider necessary to deal with your affairs.
  • This service only includes the preparation and filing of self-assessment tax return however if an annual report is required by you under Self-Employed income, a fee would be charged for it separately under annual account package which will be £299
  • Bookkeeping:

Bookkeeping services would be provided on specifically agreed terms on periodic basis.

  • Once we receive the financial information from your end (bank statement), we will be liable to maintain the bookkeeping by fifteen working days. In certain situations, it might take more time which will be informed to you in advance.
  • The bookkeeping periodic interval will be quarterly if not agreed otherwise.
  • In no circumstances shall we be doing the transaction entry/bookkeeping on a daily or real time basis
  • Customers will be responsible for keeping the physical proof safe of all the expenses, income and other transactions.
  • There may arrives the need to authenticate few or all the transactions which would be requested on from you. This may include the physical evidence and shall be provided on request.
  • In case there is no option other than to send the physical documents for doing bookkeeping, the additional costs for handling, scanning and processing of such information shall be borne by the customer
  • The sharing of information on time is the responsibility which lies with the customer.

You/your management are responsible for the detection of irregularities and fraud. We would emphasize that we cannot undertake to discover any shortcomings in your systems or any irregularities on the part of your employees or others, although we will advise you of any such circumstances that we encounter.

  • VAT Returns:

Agreeing to the following conditions VAT return preparation and filing services will be offered depending upon the VAT return period (monthly/ quarterly/ annually):

  • Customer will share the summary of VAT records and other relevant information essential during the process within 7 working days after the VAT period end date.
  • Customer agrees to provide a time period of 7 working days to the accountant to prepare and finalise the return once all the information is received.
  • Customer will inform the accountant about the invoices related to personal OR non-business- consumption/ purchase, in order to exclude such amounts from the VAT reclaim.
  • Customer will maintain proper record of all the invoices and relevant information safe for a minimum of 6 years (or any other period specified by law).
  • There
  • You will issue the VAT charged invoices to your customers/ clients and keep records of the same.
  • Although we send regular reminders to our clients for their due filings, however, it may fail due to technical or any other glitch. Therefore, customers are recommended to sign-up for HMRC’s free reminder services to avoid late filing penalties.
  • Directors of the company understand the responsibilities prescribed by HMRC regarding all the statutory actions required if the company is registered for VAT (including all the above).
  • Business Consultancy:
  • The service included in the business consultancy is about:
  • making feasibility report or
  • business plan or
  • budgeting depends on what you would opt for.

Referred as business consultancy here on.

  • Once you reach out, there would be a meeting held with you to discuss the kind of service required by you with one of our business consultants.
  • Once all the assumptions are discussed and received by you to us in email, we would start working on it.
  • The responsibility of the validity, market research and other research related to the assumptions takes lies with customer.
  • The sharing of information on time is the responsibility which lies with the customer.
  • This service only includes the preparation of financial feasibility /business plan or budgeting for the next five years that includes the profit and loss. In case you are willing to add on more services like balance sheet, cash flow and other analysis a fee would be charged for it separately in addition to the package of £399

Complaints procedure

Most of your concerns can be resolved quickly to your satisfaction through the person you are dealing with. If your issue remains unresolved and you would like to make a formal complaint, please do so by emailing at info@rezexaccountants.com and our team will look into it. We cannot accept complaints over the phone, they must be in writing.

Respect at work

We are committed to creating and maintaining a positive and upbeat working culture for our staff and clients. Our staff will always treat you in a polite and respectful manner. In return you agree to treat our staff in a polite and respectful manner. If it is reasonably deemed that you are rude, aggressive, or abusive to a staff member at any time we reserve the right to immediately terminate all communication with you and resign as your accountant.

Jurisdiction

The parties irrevocably agree that the courts of England shall have exclusive jurisdiction to settle any dispute or claim that arises out of or in connection with this Agreement or its subject matter or formation.

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