Terms and conditions

1. These terms

These terms form a contract between you and Oaks Media Limited, a company registered in England and Wales under number 08674204, registered office 4 King Street, Leicester, England, LE1 6RJ (“we”, “us”, “our”).

They govern your use of One4All Accounts, our accounting and tax-filing software available at [PRODUCT URL] (the “Service”). By creating an account or using the Service you accept these terms. If you do not accept them, do not use the Service.

Our privacy policy forms part of these terms.

2. The Service

One4All Accounts provides bookkeeping, accounts production and statutory filing tools, including:

• Double-entry bookkeeping, invoicing and bank reconciliation
• Accounts and other form submissions to Companies House
• Corporation Tax (CT600) submissions to HMRC
• PAYE Real Time Information submissions to HMRC (subject to HMRC production approval)
• Making Tax Digital submissions to HMRC for Income Tax Self Assessment and VAT (subject to HMRC production approval)

One4All Accounts is software. We are not your accountant, tax adviser or agent, we do not provide accountancy or tax advice, and nothing the Service produces is advice. You are responsible for deciding whether a figure or a filing is correct.

3. Eligibility and accounts

You must be at least 18 and acting in the course of a business, trade or profession. The Service is not offered to consumers.

You must give accurate registration details and keep them current. You are responsible for everything done under your account, and for keeping your credentials secret. Tell us at support@oaksmedia.co.uk immediately if you suspect unauthorised access.

Where your account has access to multiple entities, you must only access entities you are properly authorised to act for.

4. Acting for clients

If you use the Service as an accountant, bookkeeper or agent, you confirm that you have your client’s authority to hold their records and to make filings on their behalf, and that you hold any agent authorisation HMRC or Companies House requires.

For your clients’ personal data, you are the controller and we are your processor. We will process that data only on your documented instructions, keep it confidential, apply the security measures described in our privacy policy, assist you with data subject requests so far as reasonably practicable, and delete or return it on termination subject to our retention obligations. Our sub-processors are listed in the privacy policy; we will give you notice before adding one.

5. HMRC and Companies House

Authorisation. Connecting to HMRC uses HMRC’s own OAuth flow. You grant that authorisation directly to HMRC and can withdraw it at any time through your HMRC account. Companies House filings use the authentication code issued for each company.

Fraud prevention data. HMRC requires MTD software to transmit device and connection information with every call. By using the MTD features you accept that this data is collected and sent — it cannot be disabled. Section 3.3 of the privacy policy sets out exactly what is sent.

Their terms apply too. Your use of HMRC and Companies House services through One4All Accounts is also subject to their own terms of use. We have no control over their systems and are not responsible for their availability, decisions or errors.

We do not submit anything by ourselves. Every submission is made because you instructed it. We do not review filings for accuracy before they are sent.

6. Your responsibilities

You are responsible for:

• The accuracy and completeness of everything you enter or import
• Reviewing every figure before submitting it. Automated calculations, imports and recurring entries are aids, not a substitute for review
• Meeting your own filing deadlines. The Service may show due dates and reminders, but these are a convenience — we do not guarantee they are complete or correct, and missing a deadline is your responsibility
• Keeping your own records as HMRC and the Companies Act require
• Not using the Service unlawfully, not attempting to breach its security, not reverse-engineering it, and not reselling access without our written agreement

7. Fees

[SET OUT PRICING, BILLING CYCLE, PAYMENT METHOD AND WHAT HAPPENS ON NON-PAYMENT. The Service is currently free in early access — say so, and say whether that will change and on what notice.]

All fees are exclusive of VAT unless stated. We may change fees on at least 30 days’ notice; changes take effect at your next renewal.

8. Availability and support

We aim to keep the Service available but do not guarantee uninterrupted access. We may suspend it for maintenance, giving reasonable notice where we can.

Support is provided by email at support@oaksmedia.co.uk during [SUPPORT HOURS]. We aim to respond within [RESPONSE TARGET]. This is a target, not a contractual service level, unless we have agreed one separately in writing.

9. Intellectual property

We own the Service and all intellectual property in it. We grant you a non-exclusive, non-transferable, revocable licence to use it for your own business or your clients’ business for as long as these terms are in force.

You own your data. You keep all rights in the data you put into the Service. You grant us a licence to host, copy and process it only so far as needed to provide the Service and comply with law.

10. Data export and termination

You may close your account at any time from within the Service or by emailing support@oaksmedia.co.uk.

We may suspend or terminate your account if you materially breach these terms, if required by law, or on [NOTICE PERIOD] notice. We will not terminate without notice except for serious breach.

Before closure, export your data. The Service provides export functions; you can also request an export from us. After the retention periods in the privacy policy expire, your data is deleted and cannot be recovered.

11. Warranties and exclusions

We provide the Service with reasonable care and skill. Beyond that, and to the extent the law allows, the Service is provided “as is” and we exclude all other warranties, including that it will be error-free or that any calculation or filing will be accepted by HMRC or Companies House.

12. Liability

Nothing in these terms limits our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or anything else that cannot lawfully be limited.

Subject to that, and because the Service is supplied for business use:

• We are not liable for loss of profit, revenue, business, goodwill, anticipated savings, or for indirect or consequential loss
• We are not liable for tax, interest, penalties or surcharges arising from figures you submitted, filings you made late, or your failure to review a submission before making it
• We are not liable for failures of HMRC’s or Companies House’s systems, your bank, your open banking provider, or your internet connection
• Our total liability in any 12-month period is limited to [the greater of the fees you paid us in that period, or £X]

You will indemnify us against claims brought by your clients or third parties arising from your use of the Service in breach of these terms.

13. Changes to these terms

We may change these terms. We will post the new version at [TERMS URL] and update the date above. Material changes take effect 30 days after we notify you by email or in the application. Continuing to use the Service after that means you accept them. If you do not accept them, you may close your account.

14. General

Assignment. You may not assign these terms without our written consent. We may assign them to a successor to our business on notice to you.

Entire agreement. These terms and the privacy policy are the whole agreement between us about the Service.

Severance. If any provision is unenforceable, the rest continues in force.

Third parties. No one other than you and us has rights under these terms under the Contracts (Rights of Third Parties) Act 1999.

Complaints. Email support@oaksmedia.co.uk. We aim to acknowledge within [ACKNOWLEDGEMENT PERIOD].

Governing law. These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

15. Contact

Oaks Media Limited
4 King Street, Leicester, England, LE1 6RJ
support@oaksmedia.co.uk