Terms and Conditions

The Data Protection Act 2018 (DPA 2018) and the General Data Protection Regulation (GDPR) establish specific legal obligations regarding the processing of personal data.

Oakstone Accountants acts as a data controller under the meaning of the GDPR and processes personal data in accordance with these regulations.

We may update this Privacy Notice from time to time. If any changes are made, we will provide you with, or otherwise make available, the revised version of this notice.

In cases where we act as a data processor on behalf of another data controller (for instance, when handling payroll services), we will provide an additional schedule outlining the relevant details as part of that agreement. This additional schedule should be read together with this Privacy Notice.

The purposes for which we intend to process personal data

  • To enable us to provide professional accounting and advisory services to you as our client.

  • To meet our legal and regulatory obligations, including those under the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 (MLR 2017).

  • To comply with our professional duties as a member of the Association of Accounting Technicians (AAT).

  • To support the investigation and/or defense of any potential complaints, disciplinary actions, or legal proceedings.

  • To issue invoices for our services and address any fee-related queries or disputes.

  • To contact you about other services we offer that may be of interest to you, where you have provided consent for such communication.

Legal Basis for Processing Personal Data

Our processing of personal data is based on the following legal grounds:

  • Your consent, provided when you engaged us to act on your behalf.

  • The necessity of processing for the performance of our contract with you.

  • Compliance with legal obligations to which we are subject (e.g., MLR 2017).

  • Our legitimate business interests, which include providing quality professional services, maintaining accurate records, and protecting our legal rights.

It is a contractual requirement that you provide the personal data we request. If you do not supply the necessary information, we may be unable to provide our professional services. In such cases, we may be unable to commence or may have to cease acting for you.

Sharing of Personal Data

We may share your personal data with the following parties:

  • HMRC

  • Any third parties with whom you ask or permit us to communicate

  • Subcontractors engaged to perform work on our behalf

  • An alternate appointed by us in the event of incapacity or death

  • Tax insurance providers

  • Professional indemnity insurers

  • Our professional body (AAT) and/or the Office of Professional Body Anti-Money Laundering Supervisors (OPBAS) for compliance with practice assurance or MLR 2017 requirements

Where permitted or required by law, we may also share your personal data with:

  • The police or other law enforcement agencies

  • Courts and tribunals

  • The Information Commissioner’s Office (ICO)

If you request that we do not share your data with the above third parties, we may be unable to continue acting for you.

Transfers of Personal Data Outside the EEA

All personal data will be processed and stored within the European Economic Area (EEA) only.

Retention of Personal Data

As a data controller and in line with recognized best practices within the accounting and tax sector, Oakstone Accountants retains records as follows:

  • Tax returns: Information is retained for 7 years from the end of the tax year to which it relates.

  • Ad hoc advisory work: Information is retained for 7 years from the date the business relationship ends.

  • Ongoing client relationships: Data required for multiple tax years (e.g., capital gains base costs, claims, and elections submitted to HMRC) is retained for the duration of the relationship and deleted 7 years after it ends, unless you request longer retention.

Our contractual terms specify that documents are destroyed after 7 years. By agreeing to these terms, you consent to the retention and subsequent destruction of your records in accordance with this policy.

You are responsible for retaining copies of any information we send to you, including capital gains details, base costs, and HMRC submissions.
By law, you must retain records relevant to your tax affairs for the following minimum periods:

  • Individuals, trustees, and partnerships:

    • With trading or rental income: 5 years and 10 months after the end of the tax year

    • Otherwise: 22 months after the end of the tax year

  • Companies, LLPs, and other corporate entities:

    • 6 years from the end of the accounting period

Where we act as a data processor (e.g., payroll processing), we will delete or return all personal data to the data controller upon termination of the agreement, as mutually agreed.

Requesting Access to Your Personal Data (Subject Access Requests)

You have the right to request access to the personal data we hold about you, known as a Subject Access Request (SAR).

All SARs must be submitted in writing and marked for the attention of our Data Protection Contact.

To help us process your request efficiently, please include enough information to confirm your identity and locate the relevant data. For example:

  • Your date of birth

  • Any previous names used

  • Addresses from the past five years

  • Any personal reference numbers (e.g., National Insurance number, tax reference, VAT registration number)

  • The type of information you wish to access

If you do not have a National Insurance number, please include copies of:

  • The photo page of your passport or driving licence, and

  • A recent utility bill as proof of address.

Under the DPA 2018, we are required to respond to SARs within one month of receipt. In certain circumstances, we may lawfully refuse to provide information (for example, if a similar request was recently made and there has been no significant change to the data).

There is no charge for submitting a SAR.

If you wish someone else (such as a solicitor or family member) to make the request on your behalf, we will need your written authorization. This can be done through a signed letter confirming your consent for that person to receive information about you.

If we act as a data processor on your behalf (for example, for payroll services), we will assist you in handling SARs in line with the same process described above.

Rectifying Personal Data (Right to Rectification)

You have the right to request correction of any inaccurate or incomplete personal data we hold about you.
If you believe that any of your information is incorrect or incomplete, please contact us immediately so that we can update and rectify it without delay.

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Service Agreement

1. Entire Agreement

This agreement, together with any additional written terms agreed between the parties, represents the complete understanding between Oakstone Accountants (“we”, “us”, “our”) and the client (“you”).
It supersedes all prior agreements or discussions, whether written or oral.
This does not exclude liability for any fraudulent or negligent misrepresentation.

2. Force Majeure

Neither party will be liable for any failure or delay in performing obligations caused by events beyond their reasonable control, such as natural disasters, system failures, or government actions.
Financial difficulties or lack of funds will not be considered a valid reason for non-performance.

3. Amendments

Oakstone Accountants may update or amend this agreement in writing at any time. The most recent version will always be available on our website.
By continuing to use our services, you agree to the latest version of our Terms and Conditions.

4. Assignment

Neither party may transfer or assign any rights, obligations, or benefits under this agreement to another party without prior written consent from the other.

5. Client Responsibilities

Appointing Oakstone Accountants as your agent does not remove your legal or regulatory obligations as a business owner, director, or taxpayer.
You are responsible for:

  • Ensuring that all information and documents provided to us are accurate and complete.

  • Meeting all legal filing and payment deadlines related to tax, payroll, or financial reporting.

  • Reviewing and approving all financial statements, returns, and filings before submission.

  • Ensuring all required payments (taxes, payroll, VAT, etc.) are made on time.

We rely on the information you provide. Delays or omissions may result in penalties or interest charges, for which Oakstone Accountants cannot be held responsible.

6. Disclaimer of Liability

  • We will not be liable for any loss or damage resulting from compliance with legal or regulatory requirements.

  • If your delay, inaction, or omission prevents us from performing our duties, we are not responsible for any resulting costs, penalties, or losses.

  • The content and accuracy of your accounts, tax filings, payroll, and other submissions remain your ultimate responsibility.

  • Employers are responsible for ensuring that payrolls are correct before processing payments, including compliance with minimum wage laws and employment regulations.

  • You must review all documents sent for approval or signature before authorizing submission or payment.
    We are not liable for any errors, penalties, or losses resulting from incorrect or incomplete information approved by you.

7. Filing and Submission Deadlines

We will make every reasonable effort to help you meet filing deadlines and will send reminders where applicable.
However, it is your responsibility to:

  • Provide all required information promptly.

  • Approve and sign documents in sufficient time for submission (usually at least 3 business days before the due date).

If you fail to do so, Oakstone Accountants cannot be held responsible for any late filing penalties or interest.

8. Use of Third-Party Software

If you use third-party accounting software or systems with our services:

  • You must ensure we have proper access to the data needed for your accounting and reporting.

  • You must upload all relevant monthly documents to our designated platform to ensure data accuracy.
    We will not provide refunds or compensation if you fail to provide the required information or access needed to complete our work.

9. Limitation of Liability

Nothing in this agreement limits or excludes liability for death or personal injury caused by negligence.
Except where prohibited by law:

  • Neither party shall be liable for loss of profit, revenue, contracts, or any indirect or consequential damages.

  • Our total liability for any claim shall not exceed the total amount you have paid for our services during the 12 months prior to the event giving rise to the claim.

10. Exclusion of Implied Terms

Except as expressly stated in this agreement, all other warranties, conditions, or terms implied by law or custom are excluded to the fullest extent permitted.

1. Bookkeeping Services

Where we have agreed to provide bookkeeping services, Oakstone Accountants will record and process your business’s financial transactions based on the information and documents you supply.

This includes entering sales and purchase invoices, receipts, payments, and other relevant data into an accounting system.
You are responsible for ensuring that all records, documents, and information provided are accurate, complete, and delivered to us on time.

We do not verify the authenticity of your documentation, and our work should not be relied upon to identify errors, fraud, or irregularities—though we will inform you if anything concerning comes to our attention.

Our bookkeeping services do not include assurance or audit work. You remain responsible for maintaining appropriate records to meet your legal and regulatory obligations.

2. Management Accounts (if included in contract)

If included in your service plan, we will prepare monthly management accounts based on the information and explanations you provide.

You or your team will be responsible for:

  • Maintaining records of all sales and receipts

  • Providing details of purchases and expenses

  • Supplying copies of business bank statements

  • Providing stock estimates at the end of each period

We will prepare management accounts using this data but will not verify your assets, liabilities, income, or expenses. This work does not constitute an audit.

Management accounts are prepared for your internal use only and must not be shared externally without our prior written consent.

3. Personal Tax – Individuals and Sole Traders (if included in contract)

Where engaged, we will act as your personal tax advisors and prepare your annual income and capital gains tax returns based on the information you provide.

Our responsibilities include:

  • Preparing and submitting your tax return once approved by you

  • Advising you of tax amounts due and payment dates

  • Preparing claims or amendments as needed

  • Communicating with tax authorities on your behalf, where authorized

You are responsible for providing all required information promptly each year.
We are not responsible for any penalties, surcharges, or interest resulting from late or incomplete information or failure to approve documents in time.

If your return is selected for review or audit by the tax authorities, we will inform you before performing any additional chargeable work.

4. Partnership Tax (if included in contract)

If you operate a partnership, we will prepare the partnership’s tax computations and annual return using the information you provide.

We will also:

  • Inform partners of their share of income or losses

  • Submit the partnership return electronically after your approval

  • Handle necessary correspondence with tax authorities

If the partnership return is selected for review, any additional work will be discussed and charged separately.

5. VAT Registration and Returns (if included in contract)

You are responsible for ensuring your business is registered for VAT (or equivalent tax) when required by law. We can assist with registration and the preparation of VAT returns where agreed.

You agree to:

  • Provide all VAT records within 14 days of the period end

  • Supply valid invoices for all reclaimable VAT

  • Notify us of any taxable personal use or non-business expenditure

  • Ensure the correct VAT treatment of all supplies and transactions

We are not responsible for any penalties or financial loss caused by delays, missing information, or late registration.

6. Payroll, PAYE, and Employee Data (if included in contract)

Where we manage your payroll, you agree to provide accurate and timely information, including:

  • Employee details, tax codes, and new starter/leaver information

  • Details of pay, bonuses, benefits, and pension deductions

  • Records of sickness, maternity, or paternity leave

You remain responsible for ensuring:

  • All employee payments are correct before processing

  • Compliance with local minimum wage or employment laws

  • Taxes and contributions are paid on time

We will prepare and submit required payroll filings to relevant authorities.
However, we cannot be held liable for penalties or interest if you fail to provide information on time or approve documents before the submission deadline.

7. Employee Benefits (if included in contract)

Where agreed, we will prepare annual employee benefits reports or equivalent submissions.
You must provide full details of all benefits, allowances, and expenses by the end of each reporting period.
Late or incomplete information may result in penalties, for which we are not responsible.

8. Subcontractors (if included in contract)

If we manage payments to subcontractors, you must:

  • Confirm each subcontractor’s verification or registration status

  • Provide payment details and applicable tax deductions

You are solely responsible for confirming each subcontractor’s employment status.
We cannot be held liable if tax authorities challenge a subcontractor’s classification or registration due to incorrect or delayed information.

9. Corporate Tax (if included in contract)

Where instructed, we will prepare your company’s tax computations and returns for each accounting period.

We will:

  • Send the tax return to you for approval before submission

  • Inform you of tax liabilities and due dates

  • Communicate with tax authorities where necessary

You must provide accurate and complete financial information on time.
We are not responsible for penalties, interest, or additional tax due to delays, omissions, or inaccurate data.

10. Confirmation Statements (if included in contract)

Where we handle your company’s annual compliance filings:

  • You must inform us promptly of any company structure or shareholder changes

  • You must review and approve the draft statement before submission

We are not responsible for penalties or inaccuracies caused by delayed, missing, or incorrect information.

11. Registered Office Service (if included in contract)

If we provide a Registered Office address for your company:

  • We will receive statutory mail and forward it to your designated contact electronically

  • Non-statutory mail (such as marketing materials) may be discarded

  • You must promptly notify us of any changes to your contact or company details

This service does not include the use of our address for directors’ personal correspondence unless agreed separately.
We reserve the right to withdraw this service immediately if fees remain unpaid, you fail to respond to communication, or your company becomes inactive or insolvent.

12. General Disclaimer

Oakstone Accountants will perform all services with reasonable care and skill.
However, we are not responsible for losses, penalties, or additional costs resulting from:

  • Incorrect or incomplete information provided by you

  • Failure to act on our advice

  • Failure to meet deadlines or respond to our communications

You agree that we may contact third parties (such as banks, software providers, or advisors) when necessary to obtain information relevant to your accounting or tax work.