Lexarox Ltd Terms and Conditions

1. Agreement
1.0.1. 

You are appointing Lexarox Ltd (Company Reg No. 10312430) as your accountants to represent you in all matters related to your selected services and your dealings with HM Revenue & Customs (HMRC). This agreement is made between both parties. This agreement can only be amended or modified by a written agreement signed by both parties.

2. Confidentiality
2.0.1. 

We take the confidentiality of our client’s information very seriously. All accounts, statements, and reports we prepare are for your exclusive use within your business or to meet specific statutory responsibilities. They will not be shown to any third party without your prior consent.
2.0.2. You may appoint someone else to speak to us on your behalf such as your spouse. However, we require your written consent. Please contact us for further details.
2.0.3. For the purposes of the Data Protection Act 1998, the Data Controller in relation to personal data supplied about you is Andreea Deac, CEO & Chief Accountant.

3. Agreement of Terms and Cancellation
3.0.1. 

This agreement will remain effective from the date we receive your completed registration form. Either party may vary or terminate our authority to act on your behalf at any time without penalty, unless cancellation is before your first month’s payment. In that instance, a £30 fee will become payable to cover our administration costs. Notice of termination must be given in writing or via email. No monthly payments will be refunded to you at any time and cannot be transferred, regardless of whether you have used our services or not, or if your year-end procedure has been performed or not.
3.0.2. These terms and conditions may change from time to time, you will be notified if there is a change.
3.0.3. If an indemnity claim is made against direct debit payments that were due to be paid, then this amount will be payable to us immediately along with a £30 charge to cover the cost of the indemnity claim to us from our direct debit agency.

4. Payments
4.0.1. 

Once registered for the service, we will issue monthly invoices for your current financial year. Direct debit payments will be collected on a monthly basis for the invoiced amounts. Your first invoice and direct debit will include a backdated amount to the start of your current financial period.
4.0.2. If you decide to terminate our service partway through your financial year, then no further monthly invoices will be raised from the date of your written cancellation. If you cancel partway through your financial year and would like us to complete that financial year’s work, then we would agree to either continue the monthly invoices until the end of the financial year or raise a final invoice up to the financial year-end.
4.0.3. From time to time, we will increase fees to keep up with inflation or increasing costs. We will notify you of any fee increases at least 14 days in advance.
4.0.4. Your quotation is based on the information you have provided to us about you and your business. If your business circumstances change, then we may adjust our fees to align with these changes.

5. Late Payments/Defaults
5.0.1. 

For outstanding balances overdue by more than 90 days, we reserve the right to charge interest at 8% above the base rate per annum until such a time we receive payment in full or receive correspondence from you to resolve the situation.

6. Authorisation
6.0.1. 

Once we have received your registration form, we will request that an authorisation code is posted to you from HMRC. Please forward any codes received from HMRC to us as soon as possible to avoid any unnecessary delays with your work.
6.0.2. Once you are registered with us, we will perform an identity check to conform with Anti-Money Laundering regulations.

7. Correspondence
7.0.1. 

We record all correspondence with clients, including telephone calls. Recordings of all calls are saved within our CRM system and only accessed in the unlikely event we should need to refer to them.

8. Referral Fees
8.0.1. 

We make use of carefully chosen affiliates that handle extra services offered to our clients. In some instances, we may be paid referral fees from those affiliates for the work they receive from us.

9. Offers
9.0.1. 

Introductory offers apply only if you register as an ongoing client. If you cancel your service within 12 months following the period the offer relates to, then the offer will not apply and the full price will become payable.

10. Your Responsibility for the Preparation of Financial Statements
10.0.1. 

You have undertaken to make available to us, as and when required, all the accounting records and related financial information necessary for the compilation of your accounts.

11. Our Responsibilities for the Preparation of Financial Statements
11.0.1. 

We will compile your annual accounts based on the accounting records and the information and explanations given to us by you.

12. VAT
12.0.1. 

Lexarox Ltd’s VAT registration number will be provided upon request.

13. Professional Indemnity Insurance
13.0.1. 

Professional Indemnity Insurance for Lexarox Ltd is provided by Direct Line.

14. Accounts/Returns
14.0.1. 

We will be able to act on your behalf for all of your business’s accounting and taxation affairs from the date that we receive your registration form.

15. VAT Returns (if applicable)
15.0.1. 

We will be able to act on your behalf for all of your business’s VAT affairs from the date we receive your registration form.

16. Payroll (if applicable)
16.0.1. 

To process your payroll, we will require certain information from you.

17. Bookkeeping (if applicable)
17.0.1. 

If you appoint us to complete bookkeeping on your behalf, we will input your business transactions into a system that best suits your business.

18. Contractors and IR35 (if applicable)
18.0.1. 

If some or all of your business relates to contracting, you should consider your risk to IR35.

19. Fair Usage Policy
19.0.1. 

We reserve the right to increase our fees for clients who use our service excessively to ensure that the business relationship remains profitable.

20. Your Personal Data, Privacy and Security
20.0.1. 

Please take some time to read through our Privacy Policy carefully. This policy outlines what data we collect from you, what we do with your data, and how we ensure it is secure.

Contact Information:

Lexarox Ltd
MS.128, 203/213 Mare Street,
Hackney, London, E8 3JS


Tel: 0208 533 1358
Mobile: 0792 883 0368 / 0747 235 6282
Email: info@lexaroxaccounts.co.uk

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