Apex Flow Accounts is a flagship brand of Arcana Management UK Limited, registered in England and Wales. These Terms and Conditions, together with your signed Engagement Letter, govern your access and use of our accountancy and bookkeeping services. By engaging with our services, you agree to be bound by these terms.

Disclaimer: This document is a general template for informational purposes only. It does not constitute legal advice. We strongly recommend you consult with a legal professional to ensure these terms are fully compliant with all relevant laws and tailored to your specific business operations.

1. Our Services and Your Engagement

We provide a range of monthly subscription-based accountancy and bookkeeping services as outlined on our website, https://apexflowaccounts.co.uk, and confirmed in your Engagement Letter. This letter specifies the exact scope of services we will provide, and all work is performed on this basis. Our team consists of fully verified and qualified accountants who hold professional certifications from recognised UK bodies. We act as your central point of contact, ensuring a seamless and professional experience.

2. Client Responsibilities and Due Diligence

To ensure the effective delivery of our services, you agree to:

• Provide accurate and complete financial information in a timely manner. We are not responsible for any errors or penalties that arise from incomplete or inaccurate information you provide.
• Comply with UK Anti-Money Laundering (AML) regulations by providing all requested identification and due diligence documentation. We will not be able to proceed with our engagement until satisfactory evidence of identity is obtained.
• Notify us promptly of any significant changes to your personal or business details.
• Grant us access to necessary financial records and cloud accounting software (e.g., Xero, FreeAgent) as required.
• Approve and sign off on all submissions and documents before they are filed.

3. Fees and Payment

• Our services are provided on a monthly subscription basis, as detailed in your service package and Engagement Letter.
• You agree to pay the fixed monthly fee in advance of the service month.
• We reserve the right to suspend services if a monthly subscription payment is missed. If a payment remains outstanding for more than 30 days, we reserve the right to cancel your subscription.

4. Cancellation and Termination

• You may cancel your monthly subscription at any time by providing 30 days written notice via email to hello@apexflowaccounts.co.uk.
• We may terminate our engagement with you by providing written notice if you fail to comply with these terms, including late payment or failure to provide necessary information.
• You remain responsible for any fees for services rendered up to the effective date of termination.

5. Confidentiality, Data Protection, and Data Retention

• We will treat all information you provide as strictly confidential.
• We process your personal data in accordance with our Privacy Policy, which is fully compliant with the UK GDPR. Your data is managed by our qualified and verified team, who are subject to strict duties of confidentiality.
• As required by law and our professional body, we will retain your records for a period of six years from the end of the accounting period to which they relate. After this period, we will securely destroy or delete the records.

6. Limitation of Liability and Professional Indemnity

• We will provide our services with reasonable care and skill. Our liability is limited to the fees paid for the services provided. We will not be liable for any indirect or consequential loss or damage arising from our services, except where prohibited by UK law.
• We hold Professional Indemnity Insurance to protect our clients against professional negligence. This provides you with assurance and protection in the unlikely event of an error.

7. Governing Law

These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales. Any disputes arising from these terms will be subject to the exclusive jurisdiction of the courts of England and Wales.

8. Contact Us

For any questions regarding these terms, please contact us at:

Email: hello@apexflowaccounts.co.uk