Terms & Conditions

1. Definitions and Interpretation

In these Terms & Conditions, the following definitions apply:

• "Platform" means the ICBAS (Info Consultants Bespoke Accounting Software) web application, including all features, tools, and services accessible through it.
• "Provider", "we", "us", "our" means INFO Consultants, the operator of the Platform.
• "User", "you", "your" means any individual or entity that accesses or uses the Platform, including Practice Users and Portal Users.
• "Practice User" means an authorised user of an accounting practice with administrative access to the Platform.
• "Portal User" means a client of an accounting practice who accesses the Client Portal.
• "Client Data" means all data entered into or generated within the Platform relating to the User's accounting clients.
• "Services" means the accounting software services provided through the Platform.

2. Acceptance of Terms

By registering for an account, accessing, or using the Platform, you agree to be bound by these Terms & Conditions. If you are using the Platform on behalf of an organisation, you represent and warrant that you have the authority to bind that organisation to these terms.

These terms are governed by the laws of England and Wales. Any disputes arising from or in connection with these terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

3. Description of Services

The Platform provides accounting practice management software including, but not limited to:

• Client record management and onboarding workflows
• Making Tax Digital (MTD) compliant VAT return preparation and submission to HMRC
• Self Assessment, Corporation Tax, and PAYE/RTI payroll management
• Open Banking integration for bank transaction retrieval and reconciliation
• Invoice generation, billing, and payment processing
• Anti-Money Laundering (AML) compliance tools
• Document management with versioning and e-signatures
• Client Portal for secure document sharing and communication
• Financial reporting, chart of accounts, and general ledger functionality
• Time tracking, task management, and workflow automation

4. Account Registration and Security

4.1 Account Creation

You must provide accurate, complete, and current information when creating an account. You are responsible for maintaining the accuracy of your account information and must promptly update any changes.

4.2 Account Security

You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. You must notify us immediately of any unauthorised use of your account or any other security breach. We will not be liable for any loss arising from your failure to protect your account credentials.

4.3 Multi-Tenancy

The Platform operates on a multi-tenant architecture. Each accounting practice's data is logically isolated. You must not attempt to access data belonging to other practices or users.

5. User Obligations

As a User of the Platform, you agree to:

• Use the Platform only for lawful purposes and in compliance with all applicable UK laws and regulations
• Ensure that all Client Data entered into the Platform is accurate and that you have the legal authority and appropriate consents to process it
• Comply with all applicable data protection legislation (UK GDPR, DPA 2018) in respect of any personal data you process using the Platform
• Maintain appropriate AML compliance procedures as required by the Money Laundering Regulations 2017
• Not use the Platform to facilitate tax evasion, money laundering, or any criminal activity
• Not attempt to reverse-engineer, decompile, or disassemble the Platform
• Not introduce any malicious code, viruses, or harmful material to the Platform
• Not use automated systems to access the Platform in a manner that exceeds reasonable use

6. HMRC Integration and Tax Submissions

6.1 MTD Compliance

The Platform facilitates Making Tax Digital (MTD) compliance by enabling the preparation and submission of VAT returns, Self Assessment updates, and other statutory filings directly to HMRC via their API. You authorise us to transmit data to HMRC on your behalf when you initiate a submission through the Platform.

6.2 Accuracy of Submissions

You are solely responsible for the accuracy and completeness of all data submitted to HMRC through the Platform. While we provide tools to assist with preparation and validation, the legal responsibility for the correctness of tax returns and filings rests with you (or your clients, as applicable). We are not a tax adviser and the Platform does not constitute tax advice.

6.3 HMRC Authorisation

To use HMRC integration features, you must authenticate with HMRC via OAuth 2.0. You may revoke this authorisation at any time. We store OAuth tokens securely and use them solely for the purpose of communicating with HMRC on your behalf.

7. Open Banking

The Platform integrates with authorised Account Information Service Providers (AISPs) regulated by the Financial Conduct Authority (FCA) to enable bank transaction retrieval. By connecting a bank account, you explicitly consent to the retrieval of transaction data for the purposes of bank reconciliation and financial management.

You may revoke Open Banking access at any time through the Platform or directly with your bank. Transaction data retrieved via Open Banking is stored securely and processed in accordance with our Privacy Policy. Open Banking connections are subject to periodic re-authorisation as required by Payment Services Regulations 2017 (PSR 2017).

8. Client Portal

The Client Portal provides a secure channel for accounting practices to share documents, invoices, and messages with their clients. Portal Users access the Platform through a separate authentication system with restricted permissions.

Practice Users are responsible for managing Portal User access and ensuring that only appropriate information is made visible through the Portal. Sensitive compliance data (such as AML records and internal working papers) is automatically excluded from Portal visibility.

9. Intellectual Property

All intellectual property rights in the Platform, including but not limited to the software, design, branding, trademarks, and documentation, are owned by INFO Consultants or its licensors. Nothing in these terms grants you any rights in or to the Platform other than the right to use it in accordance with these terms.

You retain ownership of all Client Data you upload to or create within the Platform. By using the Platform, you grant us a limited licence to process, store, and transmit your data solely for the purpose of providing the Services.

10. Data Processing and Privacy

Our collection, use, and protection of personal data is governed by our Privacy Policy, which forms part of these terms. Where you process personal data of your clients using the Platform, you act as the data controller and we act as the data processor in accordance with Article 28 of the UK GDPR.

We will process Client Data only on your documented instructions and will implement appropriate technical and organisational measures to ensure the security of processing. We will assist you in meeting your obligations under the UK GDPR, including responding to data subject requests and notifying you of data breaches without undue delay.

11. Limitation of Liability

11.1 Service Availability

We endeavour to maintain the Platform's availability but do not guarantee uninterrupted access. The Platform may be temporarily unavailable due to maintenance, updates, or circumstances beyond our control, including HMRC API downtime.

11.2 No Professional Advice

The Platform is a software tool and does not constitute accounting, tax, legal, or financial advice. You should seek independent professional advice where appropriate. We do not accept liability for decisions made based on information generated by the Platform.

11.3 Limitation

To the maximum extent permitted by law, our total liability to you for any claims arising from or in connection with the Platform shall not exceed the total fees paid by you in the 12 months preceding the claim. Nothing in these terms excludes or limits our liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited by English law.

12. Indemnification

You agree to indemnify and hold harmless INFO Consultants, its directors, employees, and agents from any claims, losses, damages, liabilities, and expenses (including reasonable legal fees) arising from: (a) your breach of these terms; (b) your violation of any applicable law or regulation; (c) inaccurate data submitted through the Platform; or (d) your failure to comply with AML, data protection, or tax obligations.

13. Suspension and Termination

13.1 By You

You may terminate your account at any time by contacting us. Upon termination, we will provide you with a copy of your data in a portable format upon request, subject to our data retention obligations.

13.2 By Us

We may suspend or terminate your access to the Platform if: (a) you breach these terms; (b) we are required to do so by law or regulatory requirement; (c) your account is involved in suspected fraudulent or criminal activity; or (d) you fail to pay applicable fees. We will provide reasonable notice where practicable, except where immediate action is required to prevent harm or comply with law.

13.3 Data After Termination

Following termination, we will retain your data in accordance with the retention periods set out in our Privacy Policy and as required by UK law. After the applicable retention period, your data will be permanently deleted.

14. AML and Regulatory Compliance

The Platform includes tools to assist with Anti-Money Laundering compliance under the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 (MLR 2017). However, the legal obligation to maintain AML compliance rests with you as the regulated person.

You acknowledge that: (a) AML records and Suspicious Activity Reports are highly sensitive and must not be disclosed to subjects of such reports ("tipping off" is a criminal offence under POCA 2002, s.333A); (b) the Platform enforces technical controls to prevent inadvertent disclosure of AML data through the Client Portal; and (c) you remain responsible for maintaining adequate AML policies, procedures, and training as required by your professional body (ACCA, ICAEW, etc.) and the MLR 2017.

15. Force Majeure

We shall not be liable for any failure or delay in performing our obligations where such failure or delay results from circumstances beyond our reasonable control, including but not limited to: acts of God, fire, flood, pandemic, government actions, HMRC system outages, internet service disruptions, cyberattacks, or failure of third-party services.

16. Changes to These Terms

We reserve the right to update these Terms & Conditions at any time. We will notify you of material changes by email or through a prominent notice on the Platform at least 30 days before the changes take effect. Your continued use of the Platform after the effective date constitutes acceptance of the revised terms. If you do not agree with the changes, you may terminate your account before they take effect.

17. General Provisions

• Entire Agreement: These terms, together with the Privacy Policy, constitute the entire agreement between you and INFO Consultants regarding the use of the Platform.
• Severability: If any provision of these terms is found to be unenforceable, the remaining provisions shall continue in full force and effect.
• Waiver: No failure or delay by us in exercising any right shall constitute a waiver of that right.
• Assignment: You may not assign or transfer your rights under these terms without our prior written consent. We may assign our rights and obligations to a successor entity.
• Third-Party Rights: These terms do not confer any rights on any person or party other than the parties to these terms and their permitted successors and assigns, under the Contracts (Rights of Third Parties) Act 1999.

18. Contact

For questions about these Terms & Conditions, please contact: