Terms & Conditions

1. About Us

We provide bookkeeping, VAT compliance, CIS support, and related financial services to businesses across the UK, with a specialism in trades and construction.

2. Our Services

The Hi Vis Bookkeeper offers the following services:

• Monthly Bookkeeping: Bank reconciliation, expense categorisation, and management reporting using Xero
• VAT Returns: Preparation and submission of VAT returns, Making Tax Digital compliance
• CIS Services: Construction Industry Scheme compliance, monthly returns, and subcontractor verification
• Bookkeeping Rescue: Clean-up and catch-up of backlogged records
• Compliance Health Checks: Review and risk assessment of your bookkeeping processes

Specific services, deliverables, and pricing will be agreed in a separate Letter of Engagement before work commences.

3. Your Responsibilities

When using our services, you agree to:

• Provide accurate, complete, and timely information and documentation
• Respond promptly to our requests for information or clarification
• Ensure you have the authority to provide any documents or data you share with us
• Maintain your own records and copies of documents provided to us
• Notify us promptly of any changes to your business circumstances
• Pay invoices within the agreed payment terms

4. Letter of Engagement

Before we commence any paid work, we will provide you with a Letter of Engagement that sets out:

• The specific services we will provide
• The scope and limitations of our work
• Fees and payment terms
• Responsibilities of both parties
• Duration and termination provisions

The Letter of Engagement, together with these Terms, forms the complete agreement between us.

5. Fees and Payment

Our fees are as follows:

• Fees for ongoing services are agreed in advance and set out in your Letter of Engagement
• One-off services may be quoted on a fixed-fee or hourly basis
• Invoices are issued monthly in arrears unless otherwise agreed
• Payment is due within 14 days of invoice date unless otherwise stated
• We reserve the right to charge interest on overdue payments at 8% above Bank of England base rate

Guide prices are available on our Services & Pricing page. Final pricing depends on your specific requirements and complexity.

6. Confidentiality

We treat all client information as strictly confidential. We will not disclose your information to third parties except:

• Where required to provide our services (e.g., submissions to HMRC)
• With your prior written consent
• Where required by law or regulatory authority
• To our professional advisers who are bound by confidentiality obligations

This obligation of confidentiality continues after the termination of our engagement.

7. Limitation of Liability

We maintain professional indemnity insurance appropriate to our services. However:

• Our liability is limited to the fees paid for the specific service giving rise to the claim
• We are not liable for any indirect, consequential, or special damages
• We are not responsible for losses arising from information provided by you that is incomplete, inaccurate, or late
• We are not liable for any penalties, interest, or additional tax arising from your failure to disclose relevant information

Nothing in these Terms limits our liability for death or personal injury caused by our negligence, fraud, or any other liability that cannot be excluded by law.

8. Intellectual Property

All content on this website, including text, graphics, logos, and images, is the property of The Hi Vis Bookkeeper or our licensors and is protected by copyright laws.

You may not reproduce, distribute, or use any content from this website without our prior written permission, except for personal, non-commercial use.

9. Website Use

When using our website, you agree not to:

• Use the website for any unlawful purpose
• Attempt to gain unauthorised access to any part of the website
• Interfere with the proper working of the website
• Submit false or misleading information through any forms
• Use automated systems to access the website without our permission

10. Third-Party Links

Our website may contain links to third-party websites (e.g., Xero, HMRC). We are not responsible for the content, privacy practices, or availability of these external sites. These links are provided for your convenience only.

11. Termination

Either party may terminate our engagement by giving written notice as specified in the Letter of Engagement. Upon termination:

• All outstanding fees become immediately due and payable
• We will return or destroy your documents as you direct (subject to legal retention requirements)
• We will provide reasonable assistance to facilitate handover to a new service provider

12. Complaints

We aim to provide an excellent service. If you are dissatisfied with any aspect of our work, please contact us at hello@hivisbooks.co.uk. We will acknowledge your complaint within 5 working days and aim to resolve it within 20 working days.

13. Governing Law

These Terms are governed by the laws of England and Wales. Any disputes arising from these Terms or our services will be subject to the exclusive jurisdiction of the courts of England and Wales.

14. Changes to These Terms

We may update these Terms from time to time. Changes will be posted on this page with an updated revision date. Continued use of our website or services after any changes constitutes acceptance of the new Terms.