Terms & Conditions

Last Updated: 28/09/2024

These Terms & Conditions govern the use of services provided by OptiFinance Bookkeeping Services Ltd (“the Company”, “we”, “our”, or “us”) to our clients (“you”, “your”, or “the Client”). By engaging in our services, you agree to the following terms:

1. Scope of Services

OptiFinance Bookkeeping Services Ltd provides bookkeeping and related financial services, including but not limited to:

  • Recording financial transactions
  • Bank reconciliation
  • Accounts payable and receivable management
  • Payroll services
  • VAT returns and tax filings
  • Preparation of financial reports

The specific services we provide will be agreed upon in writing before commencement. Any additional services requested beyond the agreed scope may result in additional fees.

2. Client Responsibilities

You agree to:

  • Provide accurate, complete, and timely financial information and documents required for us to deliver our services.
  • Promptly notify us of any changes in your business circumstances that may affect the services.
  • Cooperate with us by responding to our communications and requests for information within a reasonable timeframe.
  • Retain original documentation as required by law; we will not keep physical records unless explicitly agreed.

Failure to provide accurate and timely information may affect our ability to deliver services and could result in delays or inaccuracies in your financial records.

3. Fees and Payment Terms

  • Fees for our services will be agreed upon before commencement of the work. Fees may be charged on a fixed, hourly, or project basis.
  • Payment terms are [insert specific payment terms, e.g., 14 days from invoice date]. Late payments may incur interest at a rate of [insert rate, e.g., 2%] per month or part thereof.
  • We reserve the right to suspend services if payment is not received on time.

4. Confidentiality

We take client confidentiality seriously. All financial information provided by you will be treated as confidential and will not be disclosed to third parties without your express consent, except where required by law or regulation.

However, we may use aggregated, anonymized financial data for internal analysis and service improvement, without revealing any personally identifiable information.

5. Data Protection and Privacy

OptiFinance Bookkeeping Services Ltd complies with applicable data protection laws, including the UK General Data Protection Regulation (GDPR). We will collect, store, and use your personal data solely for the purpose of providing services to you and in accordance with our Privacy Policy.

For more information on how we handle your data, please review our Privacy Policy, which is available on our website.

6. Limitation of Liability

While we strive to provide accurate and timely services, we cannot guarantee that our services will be free from errors or omissions. You agree that:

  • OptiFinance Bookkeeping Services Ltd shall not be held liable for any indirect, incidental, or consequential damages, including loss of profit, arising from the use of our services.
  • Our liability for any direct damages, arising from errors or omissions in our services, shall be limited to the total amount of fees paid by you for the affected services.

We will not be held liable for any penalties or fines resulting from late, inaccurate, or incomplete filing of documents or returns due to delays in receiving information from you.

7. Termination of Services

Either party may terminate this agreement by providing [insert notice period, e.g., 30 days] written notice. In the event of termination:

  • You will be responsible for any fees and expenses incurred up to the termination date.
  • We will provide all necessary information to assist in the smooth transition of services to another provider, if applicable.

We reserve the right to terminate services immediately if you breach any of these terms or fail to make timely payments.

8. Intellectual Property

All reports, documents, or materials produced by OptiFinance Bookkeeping Services Ltd during the course of providing services shall remain our property until full payment has been received. Once payment is made, ownership of these materials will transfer to you.

9. Third-Party Services

If third-party services (e.g., accounting software, payroll services) are used in the provision of our services, we will make every effort to ensure their reliability. However, we are not liable for any errors or disruptions caused by such third-party services.

10. Governing Law

These Terms & Conditions are governed by and construed in accordance with the laws of [insert jurisdiction, e.g., England and Wales]. Any disputes arising from these terms shall be subject to the exclusive jurisdiction of the courts in [insert jurisdiction].

11. Amendments

We reserve the right to amend these Terms & Conditions at any time. Any changes will be communicated to you in writing, and continued use of our services will indicate your acceptance of the revised terms.

12. Entire Agreement

These Terms & Conditions, along with any written agreement for services, constitute the entire agreement between you and OptiFinance Bookkeeping Services Ltd. No other oral or written statements shall override or supplement these terms unless expressly agreed in writing.

Contact Information:

If you have any questions or need clarification regarding these Terms & Conditions, please contact us at:

OptiFinance Bookkeeping Services Ltd
office@optifinance.co.uk