Beyond Figures Ltd Terms of Business
Version 1.2 – effective 1 August 2025
These Terms of Business (“Terms”) form part of the contract between Beyond Figures Ltd (“we”, “us”, “our”) and the client named in the Letter of Engagement (“you”, “your”).
They should be read alongside the Letter of Engagement, Schedule of Services and our Privacy Notice. Where the documents conflict, the Letter of Engagement takes precedence.
1 Applicable law & jurisdiction
1.1 This contract is governed by, and construed in accordance with, the laws of England & Wales.
1.2 The courts of England & Wales have exclusive jurisdiction to settle any dispute arising in connection with it.
2 Client identification & anti‑money‑laundering (AML)
2.1 We are supervised by the Institute of Certified Bookkeepers (ICB). You agree to provide documents and information we request under the UK Money Laundering Regulations 2017. Electronic searches with credit‑reference or fraud‑prevention agencies may be made; these leave a “soft footprint” on your file.
2.2 We must report knowledge or suspicion of money‑laundering to the National Crime Agency; in most cases we are legally prohibited from telling you that a report has been made.
3 Client monies
3.1 Beyond Figures does not hold client money. Should this change, funds will be held in a separate, designated client‑trust bank account.
4 Commissions & referral fees
4.1 If we receive a commission or other benefit exceeding £20 in relation to services we arrange for you, we will disclose the amount and the basis of payment to you in writing.
5 Complaints
5.1 We aim to achieve customer satisfaction, yet if you are dissatisfied please email olivia@beyondfigures.co.uk. We will acknowledge within two working days and seek to resolve the matter within ten.
5.2 If unresolved, you may refer your complaint to the ICB Professional Standards Team, 122‑126 Tooley Street, London SE1 2TU (professional.standards@bookkeepers.org.uk).
6 Confidentiality & testimonials
6.1 We keep your information confidential except where disclosure is required by law, our regulator, insurers or a court.
6.2 With your prior written consent we may mention you as a client in marketing materials.
7 Conflicts of interest
7.1 If a conflict arises we will notify you promptly, apply appropriate safeguards or, where necessary, cease to act.
8 Data protection
8.1 We process personal data in accordance with the UK GDPR and Data Protection Act 2018. Full details appear in our Privacy Notice (available at www.beyondfigures.co.uk/privacy).
8.2 You may withdraw marketing consent at any time by emailing privacy@beyondfigures.co.uk or clicking the unsubscribe link in our emails.
9 Electronic communications
9.1 Unless you instruct otherwise we will communicate by email and cloud portals. We employ industry‑standard virus scanning and encryption, but electronic channels are not wholly secure; you agree to accept these risks and run your own security checks.
10 Fees, billing & inflation review
10.1 Fees are quoted in the Letter of Engagement and are exclusive of VAT unless stated. They include your Xero Business Edition licence (£8.40 inc VAT per user).
10.2 Invoices are due by Direct Debit within 7 days of issue.
10.3 We review fees on 1 April each year and may increase them by CPI + 2 %.
10.4 Late payments attract interest at 4 % above the Bank of England base rate. We may suspend services if fees are unduly delayed.
11 Implementation of advice
11.1 We will only implement our advice if expressly agreed in writing.
12 Intellectual property
12.1 Copyright in all material we produce belongs to us unless legislation states otherwise. You receive a non‑exclusive licence to use deliverables for your internal business purposes.
13 Force majeure
13.1 We are not liable for delays caused by circumstances beyond our reasonable control (e.g. pandemics, cyber‑attacks, power failure).
14 Interpretation
14.1 If any clause is held void that clause is severed and the remainder of the contract continues in effect.
14.2 In the event of conflict, the Letter of Engagement and its schedules override these Terms.
15 Internal disputes within your business
15.1 Our client is the entity named in the Letter of Engagement. We will not act for individual directors/partners without written authority from all relevant parties.
16 Investment & insurance mediation
16.1 We are not authorised by the Financial Conduct Authority to conduct investment or insurance business. Where such advice is required we will refer you to an FCA‑authorised adviser.
17 Lien
17.1 Where permitted by law we may exercise a lien over documents and funds until outstanding fees are settled.
18 Limitation of liability
18.1 We shall perform our services with reasonable care and skill. Our aggregate liability for negligence or breach of contract is limited to the lower of £50,000 or an amount equal to 12 months of fees paid in the year the claim arises.
18.2 We exclude liability for loss caused by (a) others’ acts or omissions, (b) your provision of incomplete, false or misleading information, and (c) events beyond our control. Nothing limits liability for death or personal injury caused by our negligence.
19 Third‑party reliance
19.1 Our work is for your sole use. No third party may rely on it without our prior written consent and a reliance letter. For the avoidance of doubt, our Legal Protection insurance is for our benefit alone and confers no rights under the Contracts (Rights of Third Parties) Act 1999.
20 Period of engagement & termination
20.1 The engagement commences on acceptance of the Letter of Engagement.
20.2 Either party may terminate on 30 days’ written notice (or immediately for breach). Outstanding fees remain payable for work performed to termination. We will issue a disengagement letter on resignation or after 12 months of inactivity.
21 Professional rules & statutory obligations
21.1 We comply with ICB bye‑laws and relevant legislation. You authorise us to correct HMRC errors we identify.
22 Reliance on oral advice
22.1 Oral advice is not intended to be relied upon unless confirmed in writing. Please request written confirmation if you intend to act on advice given verbally.
23 Retention of papers & data
23.1 We keep records for six years from the accounting period end (companies) or five years and ten months from the tax year end (sole traders/partnerships). Afterwards they may be destroyed unless you request return in writing.
24 Professional indemnity insurance
24.1 We maintain professional indemnity insurance We maintain professional‑indemnity insurance with HCC International Insurance Company PLC (policy no. QCL/BPI/2025/1094052). Details of the policy are available on request.
25 Continuity of practice
25.1 Should we become unable to act (e.g. incapacity), we have an arrangement with TBD to provide continuity of service. You authorise us to transfer necessary records solely for this purpose.