Standard Terms of Engagement

1. Introduction and Acceptance

This agreement is between the Client (details as per the engagement letter/quotation) and Anlo Financial Solutions Edinburgh (“AFSE”). By accepting a quotation sent via Xero, the Client confirms understanding and acceptance of these terms of engagement.

2. Scope of Services

AFSE provides accounting, bookkeeping, and tax return submission services. We do not perform financial audits. The specific scope of services will be detailed in the engagement letter and quotation. Any additional or out-of-scope work, including overtime, will be agreed upon in writing before commencement.

3. Professional Standards

We are a member firm of the ICAEW and adhere to the ICAEW Code of Ethics and all applicable laws and regulations. Our team maintains up-to-date knowledge through CPD and regular training to ensure high standards of service.

4. Client Responsibilities

• Provide complete, accurate, and timely information and documents necessary for us to perform our services.

• Review and approve all returns and submissions before filing.

• Retain all records for at least seven years.

• Inform us promptly of any changes in circumstances that may affect your affairs.

• Understand and be satisfied with the accounting software used. If dissatisfied, you may take over the software subscription.

5. Fees and Payment Terms

• Fees are based on time spent, complexity, and responsibility required, as set out in the quotation.

• Quotations are sent via Xero. Acceptance of the quotation constitutes acceptance of these terms.

• Invoices are payable on presentation. VAT will be added where applicable.

• We review our prices annually in January and will send an updated quotation for the coming year.

• We pay for accounting software (e.g., Xero, QuickBooks) and recharge the client at cost. If the software provider increases their price, this is outside our control and responsibility. We are not a software provider.

• Interest may be charged on overdue accounts at the rate specified in the engagement letter.

6. Retention of Records

• During the course of performing our services, we will collect information from you and others acting on your behalf and will return any original documents to you after use.

• You should retain all documentation for a period of seven years from the date of submission of any return. This period may be extended if HMRC makes any further enquiries into a tax return.

• While certain documents may legally belong to you, we may destroy correspondence and other paperwork which has been stored for longer than seven years, unless we consider them to be of continuing significance.

• Please advise us in writing if you require specific documents to be retained for longer periods.

• We reserve the right to disclose our files, which may contain your information, to regulatory bodies if requested in the exercise of their powers.

• We are entitled to retain your files or papers in our possession until all fees, charges, or expenses due to us have been paid.

7. Confidentiality

• All information exchanged is confidential, except where disclosure is required by law, regulation, or professional duty.

• We may act for other clients, subject to confidentiality obligations.

8. Limitation of Liability

• Our liability to you is limited to the total fees paid for the relevant services, except as otherwise required by law.

• We are not liable for losses arising from incomplete or inaccurate information provided by you, or for any consequential or punitive damages.

9. Data Protection and Privacy Notice

• We process personal data in accordance with the UK GDPR and Data Protection Act 2018.

• Details of how we collect, use, and protect your data are set out in our https://www.anlofin.com/privacy-policy.

• You have rights to access, rectify, and restrict processing of your data, and to complain to the ICO.

10. Conflicts of Interest

• We will notify you of any actual or potential conflicts of interest and take steps to manage them in accordance with ICAEW guidance.

• We have safeguards that can be implemented to protect the interests of different clients if a conflict arises. Where conflicts are identified that cannot be managed in a way that protects all interests, we may be unable to provide further services.

• If a conflict of interest can be addressed successfully by adopting suitable safeguards, we will do so on the basis of informed consent.

• We reserve the right to act for other clients whose interests are not the same as or are adverse to yours, subject to our confidentiality obligations.

11. Complaints

• If you have any concerns about our service, please contact Annja Louca or Esmerelda Doman. If unresolved, you may refer your complaint to ICAEW.

12. Working Hours

• We do not work over weekends or UK bank holidays. Any overtime or work outside standard hours will be agreed in advance.

13. Termination

• Either party may terminate this agreement by giving written notice (21 days unless otherwise agreed).

• Termination does not affect accrued rights or obligations.

14. Electronic Communication

• Electronic communication is subject to risks such as data corruption, interception, and unauthorized amendment. We do not accept responsibility for changes made to such communications after their dispatch.

• It may be inappropriate to rely solely on advice contained in an email without obtaining written confirmation.

• All risks connected with sending commercially-sensitive information via email are borne by you. If you do not accept this risk, please notify us in writing that email communication is unacceptable.

• Email communication is admissible, but carries risks of misdirection or non-delivery. It is your responsibility to check attachments received. We do not accept verbal instructions.

15. Governing Law

This agreement is governed by the laws of England, Wales, and Scotland.