Terms of Service

Please note, these terms may be updated from time to time in the future. On applying for a Klarmans Subscription Account, You agree to review our Terms of Service regularly and your continued access to, or use of the Service will mean that you agree to the changes. In addition, we will ensure you are notified of any significant changes to our Terms of Service.

Service:

• Access to online Dashboard and Klarmans accounting software.

• Preparation, calculation & submission of your company’s annual returns and abbreviated accounts to HM Revenue & Customs (HMRC) and Companies House. This includes your corporation tax return.

• Preparation, calculation and submission of your annual company’s PAYE return.

  If subscribed, the service includes payroll services for up to TWO employees per Company.

  Payroll services for any additional employees (directors’ or otherwise) would be invoiced separately.

• Calculation and filing of your company’s quarterly/Annual VAT return (if VAT registered).
  

  For the purposes of VAT the Service caters for Standard schemes on a Cash Accounting basis. I.e. you do not need to pay VAT until your customer has paid you. All VAT Returns are filed online and payment must be made electronically by yourself, using HM Revenue & Customs bank account details (provided separately).

• Klarmans Account: If we accept an application for the creation of a Klarmans account, we will confirm this via email. At that point a legally binding contract will be created between the Account Holder (aka “Subscriber”) and us (“Klarmans Ltd”.). If you apply for a Klarmans account to be created, you warrant that you are authorised to enter into this Agreement. The Agreement will be subject to English law and the provisions of these Terms of Service shall govern our agreement with you, the Subscriber.
  
  

  We reserve the right, at our discretion, not to accept an application to create a Klarmans subscriber account. This may be due to technical constraints, because you or your business has been banned by us from using the service, we have been unable to adequately confirm your identity or for any other reason. No charge will be made for declined applications. The acceptance of your application for an account is based on the trading activity described when first signing up to use the Service. If your trading activities changes, the services offered by Klarmans may not be the right product for you, and would not be able to continue to provide services to your business.

• Money Laundering: To help us guard against financial crime we are obliged to comply with the Money Laundering Regulations 2007, the Proceeds of Crime Act 2002, and the Terrorism Act 2000. These require us to carry out identity verification checks before allowing use of the Service. We may request and retain from you such information and documentation as we require for these purposes and/or make searches of appropriate databases and to report, in accordance with the relevant legislation and regulations. Carrying out an identity verification check may place a soft footprint on your credit file. However, it will not affect your credit rating in any way. If we cannot adequately confirm your identification in accordance with this legislation we reserve the right to refuse you use of the Service.
  
  

  We have a duty under section 330 of the Proceeds of Crime Act 2002 to report to the Serious Organised Crime Agency (SOCA) if we are aware, or have reasonable cause to suspect, that you or anyone connected with your business are or have been involved in money laundering.  Failure on our part to make a report where we have knowledge or reasonable grounds for suspicion would constitute a criminal offence.

• Advice given by Accountants: In addition to providing all accountancy advice, Klarmans Ltd acts as your Authorised Agent, in relation to HMRC and Companies House.
  
  

  Your subscription to the relevant Service allows for the provision of general accountancy guidance only. For specific matters relating to issues such as IR35 compliance, broad advice will be offered and additional services recommend. You should always seek specialised advice on specific matters.
  
  

  If you seek specialist advice, or other accounting activities from us outside of the Service (aka “Specialised Services”), we may subcontract the provision of those Specialised Services to either Klarmans Ltd, one of our affiliates, or to a known third party.
  
  

  Klarmans Ltd is regulated by Institute of Consulting (The IOC), and will observe the by-laws, regulations and ethical guidelines of the Institute.
  
  

  For any Specialised Services you will be required to accept a Letter of Engagement from Klarmans Ltd, who will accept instructions to act for you on the basis that they will act in accordance with the above guidelines. Copies of these requirements are available for inspection in our offices.

• Limitation of liability
  

  Klarmans Ltd provides its services with reasonable care, skill and professionalism. Its liability to you is limited to losses, damages, costs and expenses caused by its negligence or wilful default.

• Exclusion of liability for loss caused by others
  

  Klarmans Ltd will not be liable if such losses, penalties, surcharges, interest or additional tax liabilities are due to the acts or omissions of any other person or due to the provision to it of incomplete, misleading or false information or if they are due to a failure to act on its advice or a failure to provide it with relevant information.

• Exclusion of liability in relation to circumstances beyond our control
  

  Klarmans Ltd will not be liable to you for any delay or failure to perform its obligations if the delay or failure is caused by circumstances outside our reasonable control.

• Exclusion of liability relating to the discovery of fraud etc.
  

  Klarmans Ltd will not be responsible or liable for any loss, damage or expense incurred or sustained if information material to the service it is providing is withheld or concealed from it or misrepresented to it. This applies equally to fraudulent acts, misrepresentation or wilful default on the part of any party to the transaction and their directors, officers, employees, agents or advisers.
  
  

  This exclusion shall not apply where such misrepresentation, withholding or concealment is or should (in carrying out the procedures Klarmans Ltd have agreed to perform with reasonable care and skill) have been evident to it without further enquiry.

• Limitation of Third Party Rights
  

  The advice, information and documentations provided by Klarmans Ltd to you as part of our service is for exclusively for your sole use and not for any third party to whom you may communicate it unless we have expressly agreed that a specified third party may rely on our reports and work. No responsibility is accepted to third parties, for any advice, information or material produced as part of their work for you, which you make available to them.  A party to this agreement is the only person who has the right under the Contracts (Rights of Third Parties) Act 1999 to enforce any of its terms.

• Your responsibilities: In order for Klarmans to manage your online subscription account correctly,you agree to keep your online-account up to date with all trading activities, including entering all invoices and expenses etc.
  
  

  If you are starting your Klarmans account midway through your current trading year you will be required to enter any trading activities already undertaken into your Klarmans online-account.
  
  

  If you have used an agent to do your previous annual accounts we will contact them to obtain your historical information, documents and files. Your Klarmans online-account will not be a true reflection of your company’s/businesses current financial status until we have this information.
  
  

  If you subscribe to the “Klarmans Accountants” package, Klarmans will act as your accountant for the financial year in which you sign-up with Klarmans Ltd, via our online registration service. Any previous year’s accounts must be completed and filed by your previous agents if you have one, or arrangements can be made separately to perform these activities with Klarmans.

• Access: You will not be able to access and use the Klarmans online service without a uniquely assigned username and password. Once a Klarmans account has been created, you will be issued with a randomly generated password, which can be changed at any time, at your discretion.

• License: On subscription, you are granted a non-transferable, non-exclusive license to use the Service in accordance within these Terms of Service. If you choose to give another party access to your account you do so at your own risk, and you shall remain primarily liable to Klarmans for complying with these Terms of Service for the use of the Service.

• Security: The Account Holder is ultimately responsible for administering and safeguarding any passwords created to control access to its Klarmans account: please keep any password issued to you secure. Apart from the Klarmans System Administrator, Klarmansstaff does not have access to any Account Holder’s passwords and will not be able to access your account without the Account Holder’s authentication and permission.

• Fees and Payment Terms: A subscription fee for use of the Online Service is payable monthly in advance by the Subscriber.
  
  

  The subscription rates are posted on our website and we may vary these from time to time: please see our “Subscriptions” page for the rates in force for the current month. Prices on our website are quoted in UK pounds Sterling (£) and exclude VAT, which is also payable. You will be notified of any changes to our current price plan well in advance. It is a requirement that all subscribers agree to have a direct debit set up for payment of monthly subscription fees.
  
  

  If an Annual payment is made for the Service please note, we cannot offer a pro-rated refund if you choose to cancel your account before the end of the year for which you have paid.
  
  

  An additional £15 charge will be made for filing your Annual Return with Companies House to cover the web-filing cost.
  
  

  Once any company’s Annual Return has been filed Klarmans cannot be held responsible or accountable for any omissions in your accounts.  Any changes required after submissions do not fall within the Klarmans subscription fee and will be charged separately.

• Non-payment: We shall be under no obligation to provide the selected Service if the subscription fee is not paid to us on time. The subscriber must ensure that we have complete and accurate billing and contact information throughout the subscription period, including the full name of the Subscriber, its business address, and a billing contact email address. If subscription fees become overdue we reserve the right to suspend your access to the Online Service until the balance is paid and we may close the Account Holder’s Klarmans account permanently and disengage ourselves as Agent.

• Suspension or termination: If you fail to abide by these Terms & Conditions, or if payment of the subscription fees is not paid on time, we reserve the right to suspend or terminate your access to the Online Service. If we withdraw access to the Service, no refund will be payable by us. One month’s notice will be given prior to the suspension of an account after which time if any issue has not been resolved within the following month, we will take action to disengage ourselves as your Agent. We also reserve the right to close any Klarmans account for any reason, by giving one month’s notice.
  
  

  Suspension of your account could seriously jeopardise our ability to manage your company accounts and could lead to the missing of submission deadlines. Klarmans cannot be held liable for any fines incurred resulting from this.

• Cancellation: You can close the SubscribersKlarmansonline-account at any time by contacting us on This email address is being protected from spambots. You need JavaScript enabled to view it.. No further subscription fees will be billed and no refund will be made of any subscription fees already billed and paid.
  
  

  Following the cancellation of your account, Klarmans Ltd will have no further responsibility in relation to the preparation or filing of your Limited company, partnership or sole-trader accounts. As a Director/owner, you will have continued responsibilities and are solely responsible for identifying another service or accountant to satisfy the need for the service that we provided.

• Disclaimer IMPORTANT: This section restricts the extent to which we are liable for any losses, which may be suffered in connection with your use of the online Service. It also may require the Subscriber to compensate us for any loss we suffer as a result of your failure to comply with these Terms of Service.

• Availability: We will make reasonable endeavours at all times to ensure that the Service will be suitable for your intended use. We cannot guarantee that it will be error-free, timely, reliable, entirely secure, virus-free or available at all times since we are dependent on the reliability of the Internet and your use of your own computer to access the Online Service. We will try to keep any disruptions to a minimum, but it may be necessary to suspend the Service from time to time to carry out maintenance and support work.

• Prohibited Use: Except as otherwise permitted under this Agreement, you shall not:
  
  

  a) Remove or alter the conditions of use, any copyright notices and other identification disclaimers as they may appear on the website, or in any print format; b) provide by electronic means to any person other than an authorised user any content;
  
  

  c) alter or change any part of the content.

• Ownership:The legal and beneficial interest in all copyrights, patents, trademarks, service marks, design rights (whether registered or unregistered), database rights, proprietary information rights and all other proprietary rights as may exist anywhere in the world together with applications associated with any such rights (“Intellectual Property Rights”) relating to the Service belong to Klarmans, at all times. You obtain no ownership rights in the Service or any of the Intellectual Property Rights pursuant to or arising out of this Agreement. The Subscriber has sole responsibility for the provision of accurate and reliable data. The Subscriber retains ownership of any Intellectual Property Rights it has in your Data (such as rights in its logo, for example.) Intellectual Property Rights in your Data will not be transferred to us. We reserve the right to disclose your Data to law enforcement officials in the investigation of fraud or other alleged unlawful activities but otherwise we will only use your Data to provide the Service.

• Exclusion of our liability: You use the Service entirely at your own risk. We do not restrict our liability (if any) for personal injury or death resulting from our negligence, for fraud committed by us or for any matter, which it would be illegal to limit or to attempt to restrict. We exclude all other liability and responsibility for any amount or kind of loss or damage arising in connection with the Service.

• Limitation of our liability: Neither party shall be liable under this agreement to the other party for indirect, special, exemplary, punitive or consequential damages including without limitation loss of goodwill, whether arising from negligence, breach of contract or otherwise. Where we are not legally entitled to exclude our liability, our total liability for any loss or damage relating to the Service (or to our website generally) shall not exceed an amount equal to the subscription fees, which the Subscriber has paid to us in the previous month.

• Liability to us: If you access the Service using a password created to control access to the Subscriber’s Klarmans account, then the Subscriber shall be held liable for any reasonable costs and expenses incurred by us as a result of breach of these Terms of Service by you. Otherwise, you shall be held personally liable for any reasonable costs and expenses incurred by us as a result of breach of these Terms of Service by you.

• Further provisions: These Terms & Conditions and our Privacy Statement describe the entire agreement between you and us regarding the Service, and supersede any prior understandings or agreements. We shall be entitled to assign or subcontract our rights and/or obligations under these Terms of Service to another party. As Account Holder you may not transfer any of your rights or obligations under these Terms of Service without our prior written consent. Failure at any time to enforce any of these terms and conditions or to require performance by the other party of any such term or condition shall not be construed as a waiver of such provision or affect the right of either party to enforce the same. If any provision is held to be invalid or unenforceable by any tribunal of competent jurisdiction, the remaining provisions shall not be affected and shall be carried out as closely as possible according to the original intent.

• Data Protection: We confirm that we will comply with the provisions of the Data Protection Act 1998 when processing personal data about you and your family.  In order to carry out the services of this engagement and for related purposes such as updating the enhancing our client records, analysis for management purposes and statutory returns, legal and regulatory compliance and crime prevention we may obtain, process, use and disclose personal data about you.

• Electronic and Other Communication: We will communicate with you and with third parties via email or by other electronic means, unless another method is more appropriate. You will be responsible for virus checking emails and any attachments.
  
  

  With electronic communication, there is a risk of non-receipt, delayed receipt, inadvertent misdirection or interception by third parties.  We use virus-scanning software to reduce the risk of viruses and similar damaging items being transmitted through emails or electronic storage devices.
  
  

  However, electronic communication is not totally secure and we cannot be held responsible for damage or loss caused by viruses nor for communications, which are corrupted or altered after despatch. Nor can we accept any liability for problems or accidental errors relating to this means of communication especially in relation to commercially sensitive material. Any communication by us with you sent through the post system is deemed to arrive at your postal address two working days after the day that the document was initially sent.

• Retention of and Access to Records: You have a legal responsibility to retain documents and records relevant to your tax affairs. During the course of our work and service to you, we may collect information from you and others relevant to your tax affairs. We will return any original documents to you, if requested. Documents and records relevant to your tax affairs are required by law to be retained by individuals and companies for 6 years from the end of the accounting period. Whilst certain documents may legally belong to you, we may destroy correspondence and other papers that we store, electronically or otherwise, which are more than 7 years old.  You must inform us if you require the return or retention of any specific documents for a longer period.

• Contracts (Rights of Third Parties) Act 1999: Persons who are not party to this agreement shall have no rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of this agreement.

• Applicable Law: These Terms of Service are governed by and construed in accordance with English Law, and the parties agree to submit to the exclusive jurisdiction of the Courts of England.

Definitions of Terms Used:

• “Subscriber” &“Account Holder” means a sole trader, partnership (including an LLP) or limited company, which has a Klarmans account;

• “Klarmans account,” means a current subscription to the Service;

• “Service” means our Klarmans online services, which is accessed and used via our password-protected website (www.klarmans.com);

• “Us” “we” and “our” refers to Klarmans Ltd, Winston House, London N3 1HF.

• “You” refers to the Account Holder/Subscriber;

• “Your Data” means any data entered or uploaded by you while using the Service