Terms of Service

1. Agreement to Terms

By accessing our website or engaging our services, you agree to be bound by these Terms of Service. If you do not agree, please do not use our services. These terms apply to all clients of Taxbix, a trading name of Gain Financial Solutions Ltd.

2. Services Provided

Taxbix provides accounting, bookkeeping, tax advisory, payroll and related financial services to UK-based businesses and individuals. The specific services included in your engagement are defined by the package you have subscribed to or the engagement letter issued to you.

All services are provided by Gain Financial Solutions Ltd, trading as Taxbix, which is a member of the Institute of Certified Bookkeepers (ICB Member ID: 22465).

3. Client Responsibilities

To enable us to provide services effectively, you agree to:

• Provide accurate, complete and timely information and records as requested
• Notify us promptly of any changes to your business, personal circumstances or financial position
• Review and approve all documents, tax returns and filings before submission (pre-submission approval)
• Respond to our requests and queries within a reasonable timeframe
• Make payments in accordance with the agreed schedule

We cannot be held responsible for errors, penalties or missed deadlines arising from late, inaccurate or incomplete information provided by you.

4. Fees and Payment

Our fees are set out in your chosen service package. Monthly subscription fees are billed in advance via Stripe. By subscribing, you authorise recurring charges until you cancel your subscription.

All prices are exclusive of VAT unless otherwise stated. VAT will be charged at the applicable UK rate where required.

Promotional discounts (such as introductory offers) apply to the stated period only. Standard pricing applies thereafter.

We reserve the right to revise our fees with 30 days' written notice.

5. Cancellation

You may cancel your subscription at any time by contacting us at contact@taxbix.com. Cancellation takes effect at the end of the current billing period. No refunds are issued for partial months.

We reserve the right to terminate services with immediate effect in cases of non-payment, breach of these terms, or where providing services would place us in breach of our professional obligations.

Closing your Taxbix account and deleting your data

In Taxbix Books you can close your account in Settings, Close account and delete data. Before anything is deleted we show you what will be deleted, what must be kept and for how long, and we ask you to confirm in writing: you type your full name and a set sentence, tick a box and confirm with two-step verification. We keep a record of your confirmation and email you a copy.

• Nothing is deleted for 14 days after you confirm. During those 14 days you can cancel in the same place.
• After 14 days the deletion runs. Deletion is permanent and cannot be undone: deleted data cannot be recovered. Download anything you want to keep before you confirm.
• Any subscription is cancelled when your account closes. There is no refund for the current billing period or any past period.
• Records the law says must be kept are not deleted until their period ends: tax records (invoices, bills, bank lines, journals) for 6 years from the end of the financial year they relate to; payroll and CIS records for 3 years after the end of the tax year they relate to; anti-money laundering records kept by an accounting practice for 5 years after the client relationship ends (or longer if the practice sets it). Until then they are locked, nobody can sign in to them, and they are used only to meet these legal duties. They are deleted when their period ends.

6. Pre-Submission Approval

We will not submit any tax return, filing or document to HMRC or Companies House without your prior written approval. You are responsible for reviewing all documents carefully before approving submission. By approving a filing, you confirm that the information is accurate to the best of your knowledge.

7. Confidentiality

We treat all client information as strictly confidential. We will not disclose your information to third parties except where required by law, regulatory obligation, or with your explicit consent. This includes our obligations as a registered HMRC Agent and ICB member.

8. Limitation of Liability

Our liability for any loss or damage arising from our services is limited to the fees paid by you in the 12 months preceding the claim. We are not liable for indirect, consequential or special losses, including loss of profit or business.

We are not liable for penalties, interest or other charges imposed by HMRC or other authorities where these arise from information you have provided to us that was inaccurate, incomplete or late.

9. Professional Standards

All services are provided in accordance with the professional standards of the Institute of Certified Bookkeepers (ICB). We are bound by the ICB's Code of Professional Conduct, which includes obligations around integrity, confidentiality and competence.

10. Anti-Money Laundering

As a regulated firm, we are required to comply with the Money Laundering, Terrorist Financing and Transfer of Funds Regulations 2017. We may be required to verify your identity and the source of funds. We are required to report suspicions of money laundering to the National Crime Agency (NCA) and cannot notify you if such a report has been made.

11. Governing Law

These Terms of Service are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

12. Changes to Terms

We may update these Terms of Service from time to time. We will notify you of material changes via email. Continued use of our services after notification constitutes acceptance of the updated terms.

13. Contact

For any questions regarding these Terms of Service, please contact us:

• Email: contact@taxbix.com
• Phone: 07892 656 897
• Address: 102 Rookery Court, 80 Ruckholt Road, Mainyard Studios Office C05, London, E10 5FA