Terms and Conditions

Last updated: 23/04/2025

These Terms and Conditions (“Terms”) govern the use of services provided by William Petty trading as NotAnAccountant (“we”, “us”, “our”) to you, the client (“you”, “your”). By engaging our services, you agree to be bound by these Terms.

1. Services Provided

We provide receipt sorting, organisation, and upload services, including:

  • Sorting and categorising receipts and invoices (physical or digital)
  • Uploading documents to client-specified accounting software
  • Organising and labelling files for clarity and access

We do not provide: Tax advice, accountancy services, book-keeping or financial planning.

2. Client Responsibilities

  • Provide accurate, complete, and timely documentation
  • Ensure all provided documents are legitimate and compliant
  • Grant appropriate access to platforms like Xero, QuickBooks, etc.
  • Retain original documents for HMRC compliance

We are not responsible for errors due to missing or incorrect information provided by you or human error in processing your information and documents.

3. Data Protection & Confidentiality

We follow UK GDPR guidelines. All data is handled confidentially and never shared without consent, except where required by law. For more, see our Privacy Policy.

4. Limitation of Liability

  • No liability for indirect, incidental, or consequential losses
  • Our total liability shall not exceed the fees paid on your last invoice from us.
  • You accept our work is administrative, not financial or tax advice

5. Fees and Payment

  • Fees are outlined in your invoice or agreement
  • Payment is due on receipt of invoice
  • Late payments may incur statutory interest
  • Work may pause if payment is overdue

6. Termination

Either party may terminate services with no notice.

We may terminate immediately for:

  • Abuse or threats
  • Non-payment
  • Legal or ethical issues

Any outstanding amounts remain payable upon termination.

7. Intellectual Property

Templates, tools, and systems we provide remain our intellectual property unless agreed otherwise in writing.

8. Force Majeure

We are not liable for delays caused by events outside our control (illness, outages, strikes, etc.).

9. Governing Law

These Terms are governed by the laws of England and Wales. Disputes shall be resolved by the English courts.

10. Amendments

We may update these Terms at any time. The latest version will always be made available on our website. Continued use of our services means you accept the updated Terms.

11. Customer Service Outsourcing

The following additional terms apply specifically to our customer service outsourcing services:

11.1 Service Scope

  • Email customer service management and response handling
  • Customer inquiry processing and resolution
  • Brand voice representation and communication consistency
  • Monthly reporting on customer interactions and metrics
  • Response time commitment: within 4 hours during business hours (Monday-Friday, 9am-5pm GMT)

11.2 Client Responsibilities for Customer Service

  • Provide comprehensive brand guidelines, tone of voice documentation, and communication standards
  • Supply product/service information, policies, and procedures necessary for customer support
  • Grant appropriate access to email systems or provide dedicated customer service email setup
  • Establish clear escalation procedures for complex issues requiring client intervention
  • Provide timely responses to escalated matters that require your direct input
  • Review and approve template responses and standard operating procedures where required

11.3 Response Standards and Escalation

  • We commit to responding to customer emails within 4 hours during business hours
  • Complex technical, legal, or policy issues will be escalated to you for resolution
  • We will follow your approved escalation matrix for sensitive customer complaints

11.4 Brand Representation

  • All communications will be conducted using your approved brand voice and messaging
  • We will not make commitments, offers, or policy decisions beyond our agreed authority
  • Any customer communications that could impact your business reputation will be escalated
  • We maintain the right to refuse to send communications that we deem inappropriate or potentially harmful

11.5 Data Handling and Customer Information

  • Customer data accessed during service provision is handled in accordance with our Privacy Policy and UK GDPR
  • We will not handle customer personal data outside of your systems
  • All customer communications remain your property and in your systems
  • You are responsible for the security of your systems and our access to them

11.6 Service Limitations

  • We do not provide telephone customer service - email support only
  • We cannot process payments, refunds, or financial transactions on your behalf
  • Legal advice, technical support beyond basic troubleshooting, and complex product support may require escalation
  • Service availability is limited to our stated business hours unless otherwise agreed

11.7 Performance and Quality

  • Monthly reports are only available if requested by you, and their content will only include what is reasonably available to us
  • We commit to maintaining professional standards in all customer communications
  • Quality issues should be raised promptly to allow for immediate correction
  • We reserve the right to implement reasonable quality control measures and training updates

11.8 Service Termination - Customer Service Specific

In addition to general termination clauses:

  • Access to your email systems will be revoked immediately by you upon termination
  • You will be required to handle any pending customer inquiries