JAGO Accountancy Policies

Terms & Conditions: Jago Accountancy

Effective Date: 01/01/2025

1. Introduction

These Terms & Conditions govern the services provided by Jago Accountancy ("we," "us," "our") to clients ("you," "your"). By engaging our services, you agree to these terms.

2. Business Information

Business Name: Jago Accountancy

Registered Address: Poll Pri, Currian Road, Nanpean, Cornwall, PL26 7YB

Email: queries_jago@outlook.com

3. Services Provided

Jago Accountancy provides the following services:

Bookkeeping

Payroll

VAT Returns

Financial Statements Preparation & Submission to Companies House

Monthly Management Accounts (Profit & Loss, Balance Sheet, Cashflow)

Corporation Tax Computation & Submission

Self-Assessment Tax Returns

Other Discretionary Services

4. Client Responsibilities

You agree to:

Provide accurate, complete, and timely financial information as required by Jago Accountancy.

Respond to queries and requests within specified timelines.

Ensure all necessary documentation is provided to meet regulatory deadlines.

Make timely payments for services as per the agreed terms.

Acknowledge that failure to provide requested information in the required timeframe may impact the quality and accuracy of the services provided.

5. Fees & Payment Terms

Fixed Fees: Paid in full upfront upon acceptance of the quotation.

Monthly Fees: Paid in advance on the 1st of each month for that month's services.

Other & Hourly Fees: Paid upon receipt of invoice.

If payment is not received within the agreed timeframe, services will cease immediately until payment is made.

6. Liability & Disclaimers

Jago Accountancy is not liable for penalties, fines, or losses incurred due to client delays, omissions, or failure to provide relevant financial information within the specified deadlines.

While we strive for accuracy, we cannot guarantee that all financial and tax computations are free from error if the data provided by you is incorrect or incomplete.

We do not offer legal or financial advisory services beyond the scope of accounting and taxation compliance.

7. Termination of Services

Either party may terminate the engagement with one month’s written notice.

No refunds will be provided for payments already made.

If we identify unlawful or suspicious activity, we reserve the right to immediately terminate services and report to the relevant authorities where required.

8. Governing Law

These Terms & Conditions are governed by the laws of England & Wales.

JAGO Accountancy
Client Engagement Agreement

Effective Date: Thursday 6^th March 2025

Introduction

Welcome to Jago Accountancy. This Client Engagement Agreement ("Agreement") outlines the terms and conditions under which Jago Accountancy ("we," "us," "our") will provide online accounting services to you ("Client," "you"). By engaging our services, you agree to the terms outlined in this Agreement. Jago Accountancy provides professional financial services while maintaining compliance with relevant regulations, including AML (Anti-Money Laundering), CDD (Customer Due Diligence), and GDPR (General Data Protection Regulation).

Key Engagement Terms

• New Client Process: Video Call, Quotation, Client Engagement and Onboarding.
• Scope of Services: Regular monthly services & bespoke services.
• Intellectual Property & Non-Disclosure: Jago retains ownership of all creations.
• Responsibilities, Relationship & Compliance: Client accountability & independent service.
• Fees & Payment Terms: Terms for each fee category.
• Liability & Disengagement: Jago Liability & termination of services.
• Communication: methods of contacting each other.

1.      New Client Process

• Video Call, Quotation, Engagement and Onboarding
• Our engagement begins with a video call meeting to identify your specific needs and required services.
• For compliance, before we can take you on as a client, we require information about you and your business set out in section 4 (this information will need to be received before the client engagement phase)
• During the process we will:
  • Gather relevant financial and operational details using our checklist.
  • Outline potential services that could help you.
  • Provide a quotation for the requested services.
• On acceptance of the quotation and all relevant information received set out in section 4, we will:
  • Send a client engagement letter sign by us for you to read through, sign and return to us.
• Once the signed the client engagement agreement has been received, we will:
  • Establish a timeline for onboarding and commence services or project discovery.
  • Guide you through the onboarding process, ensuring we have everything we need to commence services and all necessary documentation.

2.     Scope of Monthly Services

3.  
4. • We will provide the following monthly services as agreed upon:
     • Bookkeeping
     • Payroll
     • VAT Returns
     • Monthly Management Accounts (Profit & Loss, Balance Sheet, Cashflow).
   • The following will also be paid monthly services in advance and the first month will be calculated as pro-rata for the date of the quotation: -
     • Financial Statements Preparation & Submission to Companies House.
     • Corporation Tax Computation & Submission.
     • Self-Assessment Tax Returns.
   • Bespoke Services which include Excel models, Power BI Reporting, Training, and Consultancy
   • Monthly Services will continue unless terminated as set out in section 10

3.     Scope of Bespoke Services

• Bespoke services are anything that takes a significant timeframe to deliver these include:
  • Custom Xero Reports
  • Excel Reports & Models
  • Power BI Reporting
  • Training
  • Consultancy projects not listed in section 3
• These services will be produced as projects with 4 phases Discovery, Design, Development & Delivery this is the “build” part of the service.
• There will be a monthly service fee for access and use where applicable.
• Monthly Services will continue unless terminated as set out in section 10

4.     Intellectual Property & Non-Disclosure Agreement (IP, NDA)

• Ownership of Intellectual Property
  • All models, calculations, reports, software, templates, methodologies, and other materials developed by Jago Accountancy during the provision of services remain the exclusive intellectual property of Jago Accountancy.
  • The Client is granted a non-exclusive, non-transferable, revocable license to use the deliverables for their own internal business purposes only.
  • The Client must not download, copy, modify, distribute, sublicense, or resell any work product provided by Jago Accountancy without prior written consent.
• Confidentiality & non-disclosure
• • Both parties agree to maintain the strict confidentiality of all non-public, proprietary, or sensitive information exchanged during the engagement ("Confidential Information").
  • The Client shall not disclose, share, or use any Confidential Information, including proprietary models, methodologies, pricing structures, and financial insights, for any purpose other than the intended engagement.
  • The obligation of confidentiality survives termination of this agreement.
• Protection of Proprietary Work
• • Jago Accountancy may use technical measures (e.g., password protection, restricted access, watermarks) to safeguard proprietary models and ensure compliance with these terms.
  • If unauthorized disclosure or misuse of proprietary materials occurs, Jago Accountancy reserves the right to terminate services and seek legal remedies, including but not limited to injunctive relief and financial damages.

5.     Regulatory Compliance (AML, CDD, GDPR)

• As part of our compliance with UK regulations:
  • We will conduct AML and CDD checks during onboarding this includes: -
    • a passport style photo, Photo ID UK Passport, Utility Bill for both residency and place of business, companies house registration number (if applicable).
  • All personal and financial data will be handled per GDPR guidelines and be retained for 6 years.
  • Jago Accountancy is registered with the ICO and adheres to its data protection standards.
  • Clients are responsible for declaring ALL relevant regulatory and compliance information accurately and promptly.
  • Jago Accountancy reserves the right to decline services if regulatory requirements are not met.
  • Client information is strictly confidential and will not be disclosed to third parties without consent, except as required by law.
  • This Agreement is governed by the laws of England & Wales.
  • Any disputes will be resolved under the exclusive jurisdiction of English courts to avoid cross-border legal complexities.
  • In the event of a data breach the client and ICO will be informed immediately along with a full investigation and review
  • In the event of a force majeure e.g. pandemics, cyber-attacks, natural disasters etc., affected clients will be promptly notified. We will make reasonable efforts to mitigate the impact of the event and resume activities as soon as possible.
  • Jago Accountancy reserves the right to update this document to reflect regulatory or service changes. Clients will be notified promptly of any updates.
  • Jago Accountancy reserves the right to terminate services immediately if new compliance concerns arise post-onboarding

6.     Client Responsibilities

• To ensure a smooth and compliant engagement, you agree to:
  • Provide ALL necessary and accurate financial data and documentation promptly.
  • Respond to queries or requests for additional information promptly.
  • Maintain compliance with all applicable tax laws and regulations.
  • Ensure payments are made as per the agreed terms outlined in Section 8.
  • Subscribe to Xero independently or via Jago Accountancy as part of our accounting process.
  • Acknowledge that failure to provide relevant documentation may impact service quality.

7.      Professional Relationship

• Jago Accountancy acts as an independent professional service provider, not an employee of your business.
• Our engagement defines a professional client-service provider relationship.
• Due to the nature of our business, all meetings are conducted remotely.
• No in-person meetings will be conducted under this engagement. All services will be performed remotely and communicated as set out in section 11.

8.     Fees & Payment Terms

• Our fees and payment terms are as follows:
  • First Month Payment: Payment in full upfront upon acceptance of the quotation.
  • Monthly Services: Payment due in advance on the 1st of each month.
  • Bespoke “Build” Services: 50% Payment in full upfront upon acceptance of the quotation, then the remainder paid in full before the delivery phase
  • Bespoke Monthly Services: Payment due in advance on the 1st of each month.
  • Fixed Fee Services: Payment in full upfront upon acceptance of the quotation.
  • Hourly Services: Payment due upon receipt of invoice.
  • Non-Payment: Services and Access will cease immediately if payment is not received within the agreed timeframe, unless an invoice is in dispute and under investigation by Jago Accountancy.
  • Any disputes must be raised by email within 5 days of the invoice.
• By signing this Client Engagement Letter you agree to the quotation.
• We reserve the right to update the fees with 30 days notice.

9.     Limitation of Liability

• Jago Accountancy shall not be liable for penalties, fines, or losses incurred due to delays, omissions, or inaccurate financial data provided by the client.
• While we ensure accuracy in our work, we are not responsible for consequences arising from incorrect or incomplete client-provided information.

10. Disengagement/Termination

• Either party may terminate this Agreement with 30 days written notice.
  • No refunds will be provided for payments already made.
  • If unlawful or suspicious activity is identified, Jago Accountancy reserves the right to immediately terminate services and report the matter to relevant authorities.
  • Failure to respond to our communications for 21 days may result in disengagement.
  • A disengagement notice will be sent, and services will cease 9 days after issuance.
  • Jago Accountancy reserves the right to update this document to reflect regulatory or service changes. Clients will be notified promptly of any updates.
  • All client records will be retained for 6 years in compliance with legal and regulatory requirements. The Right to be Forgotten under UK GDPR does not apply to records required for HMRC compliance and Anti-Money Laundering (AML) regulations, which must be retained for this period.
  • All other personal data not subject to these legal obligations can be deleted upon request via email.
  • All intellectual property & non-disclosure set out in Section 4 remains in place even after termination and disengagement.

11.  Communication and Contact Hours

• All services are conducted at our registered office in Cornwall:
• All methods of contact will be 100% online/virtual/remote via the following:
  • Email
  • Xero
  • Video Call online meetings - bookings via our website
  • Phone - Our office opening times and contact hours are as follows: -
  • Monday to Thursday 09:30 to 16:00 only
  • The phone line will only be active during the office hours above.
• The office will be closed for England Bank Holidays, St. Piran's Day 5th March & St. George's Day 23rd April & 2nd January

12. Signatures

• By signing this document, both parties agree to the terms outlined above:

Jago Accountancy:

Signature: ___________________________

Name: Jamie Baker

Title: Chartered Accountant/Owner

Date: ___________________________

The Client:

Signature: ___________________________

Name: ___________________________

Business Name: ___________________________

Title: ___________________________

Date: ___________________________

Anti-Money Laundering & Counter-Terrorist Financing Policy (AML & CTF)

Jago Accountancy

Effective Date: 01/01/2025

1. Introduction

Jago Accountancy ("we," "us," "our") is committed to full compliance with the UK AML/CTF regime, including the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017, the Money Laundering and Terrorist Financing Regulations (Amendment) Regulations 2019 and 2022, and the Proceeds of Crime Act 2002.

The Money Laundering Reporting Officer (MLRO) for Jago Accountancy is Jamie Baker. This policy is reviewed at least annually to ensure it remains up-to-date. Any changes must be recorded, communicated to staff, and acknowledged in writing.

2. Practice Risk Assessment

Jago Accountancy conducts a formal risk assessment to identify potential money laundering and terrorist financing risks. This includes assessing risks related to:

Client types (e.g., high-cash businesses, politically exposed persons).

Services offered.

Geographic locations of clients.

Methods of delivering services.

This risk assessment is reviewed annually and updated as necessary.

3. Client Due Diligence (CDD) & Identification

Prior to establishing a business relationship, Jago Accountancy must perform CDD to:

Verify the identity of the client.

Understand the nature and purpose of the relationship.

Identify beneficial owners (if applicable).

Verify details on Companies House PSC Register, reporting discrepancies where necessary.

Use reliable electronic ID verification sources.

The level of CDD required depends on the risk assessment of each client. Services cannot commence until CDD is complete. If a client is evasive or uncooperative, a Suspicious Activity Report (SAR) may be submitted to the National Crime Agency (NCA).

4. Ongoing Monitoring of Clients

We conduct ongoing monitoring throughout the client relationship by:

Reviewing transactions to ensure consistency with the client's profile.

Keeping client records up to date.

Checking the Companies House PSC Register for changes and reporting discrepancies.

Reassessing client risk profiles periodically.

If significant risks arise during ongoing monitoring, the practice may consider submitting an SAR and/or terminating the relationship.

5. Enhanced Due Diligence (EDD)

EDD measures apply to high-risk clients, including:

Politically Exposed Persons (PEPs).

Clients in high-risk jurisdictions.

Complex or unusually large transactions.

EDD may involve:

Obtaining additional client information.

Scrutinizing the source of funds.

Seeking senior management approval.

Conducting enhanced transaction monitoring.

6. Reliance on Third Parties

If relying on another regulated entity for CDD, Jago Accountancy must:

Obtain confirmation that CDD has been conducted.

Ensure records are accessible upon request.

Retain responsibility for compliance.

7. Money Laundering Reporting Officer (MLRO)

The MLRO (Jamie Baker) is responsible for:

Overseeing AML/CTF procedures.

Ensuring staff receive adequate training.

Investigating and reporting suspicious activity to the NCA.

Any internal SARs must be submitted to the MLRO, who will determine if an external report is required. The client must not be informed of any SAR to comply with anti-tipping-off laws.

8. Suspicious Activity Reporting (SARs)

All employees must report any suspicion of money laundering or terrorist financing to the MLRO. The MLRO will assess the report and, if necessary, submit an SAR to the NCA.

Failure to report suspicious activity is a criminal offence. Employees must not disclose to clients that a report has been made ("tipping off").

9. Staff Training

All staff involved in regulated activities must receive AML/CTF training, including:

Recognizing and reporting suspicious transactions.

Understanding legal responsibilities under AML/CTF laws.

Training records must be maintained and updated regularly.

10. Record Keeping

Jago Accountancy maintains records for at least 5 years after the business relationship ends, including:

CDD documentation.

Transaction records.

Training records.

SAR submissions and justifications.

11. Policy Review & Updates

This policy is reviewed annually. Any changes are documented, communicated to staff, and acknowledged in writing.