Terms and Conditions

Last updated: May 2026

1. Applicable Law and Jurisdiction

These terms and conditions are governed by, and construed in accordance with, English law. Each party irrevocably agrees that the courts of England and Wales will have exclusive jurisdiction in relation to any claim, dispute, or difference concerning this engagement.

2. Engagement Letter and Scope of Services

A signed engagement letter is strictly required before any work commences. Unless otherwise agreed, our work will begin when we receive your explicit written acceptance of that letter. We will only carry out the work detailed in the scope of services within that signed agreement.

Our liability to you is strictly limited to the specific scope of services defined within the engagement letter. If we agree to carry out additional services for you, we will provide you with a new or amended engagement schedule before work begins.

3. Anti-Money Laundering (AML) and Client Identification

As a professional accounting practice, Goldfin is subject to the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017. We are required to verify the identity of all clients before commencing work and to maintain records of identity verification for a minimum of five years.

Clients must cooperate fully with Goldfin's AML obligations. This includes providing satisfactory proof of identity and address — typically two forms of government-issued identification and proof of residence — as well as any additional verification such as facial recognition or document scans where requested. Engagement cannot commence, and services may be suspended or terminated, if a client fails to provide the required documentation within a reasonable timeframe or if identity verification cannot be completed to the required standard.

We are required to report suspicious activity to the National Crime Agency where legally required to do so. We may retain verification information and make searches of appropriate databases for these purposes.

4. Conditional Acceptance of Engagement

A signed engagement letter does not by itself create a binding engagement between you and Goldfin. All engagements are conditional upon the successful completion of our client acceptance procedures, even where this engagement letter has been signed by both parties.

These procedures include, but are not limited to:

Identity and AML verification: Satisfactory completion of the Anti-Money Laundering, Know-Your-Client, and identity verification checks set out in Section 3.

Beneficial ownership: Verification of the legal existence, ownership structure, and beneficial ownership of your business, including (where relevant) Persons with Significant Control.

Sector and activity check: Confirmation that your business activities fall within the sectors and services that Goldfin is willing and able to support. Certain sectors are outside our service offering — these are listed on our Client Acceptance Policy at goldfin.uk/client-acceptance-policy.

Conflicts of interest: Confirmation that there is no conflict of interest with our existing clients, in line with Section 15.

Professional clearance: Where applicable, receipt of satisfactory professional clearance from your previous adviser, in line with Section 5.

Payment setup: Successful setup of agreed payment arrangements, including direct debit mandates where required.

Right to decline: Where any of the above conditions are not satisfied to our reasonable professional judgement, we reserve the right to decline the engagement without obligation. We are not required to disclose the specific reason for declining where doing so would breach legal, regulatory, or professional obligations, including the tipping-off provisions of the Proceeds of Crime Act 2002.

Refund of pre-paid fees: Where we decline an engagement after this engagement letter has been signed, no fees are payable. Any pre-paid amounts will be refunded in full within 14 days, less any reasonable third-party costs already incurred on your behalf (such as AML check fees, Companies House filings, or similar disbursements).

Confirmation of engagement: Engagement is deemed to commence only once we have confirmed acceptance in writing following completion of all client acceptance procedures. Until that point, no work will be undertaken on your behalf and you should not rely on Goldfin to take any action in respect of your affairs.

5. Professional Clearance

Where you are transferring to us from another accountant or adviser, we will request professional clearance from your previous practice before commencing work. This is standard professional practice and ensures an orderly handover of your affairs. We will not normally begin substantive work on your file until clearance has been received or a reasonable period has elapsed without response from your previous adviser.

6. Client Responsibilities and Provision of Information

To enable us to carry out our work, you agree to provide all information necessary for dealing with your affairs. We will rely on the information and documents provided being true, correct, and complete, and we will not audit the information unless specifically engaged to do so.

You must provide complete and accurate records within agreed timeframes. Delays caused by late, incomplete, or inaccurate client information do not constitute a breach of our service obligations by Goldfin, nor are we liable for any resulting penalties, surcharges, or interest imposed by HMRC or any other authority.

You are also responsible for notifying Goldfin promptly of any changes to your business circumstances, reviewing and approving documents before submission to HMRC or Companies House, maintaining your own copies of financial records, and meeting any deadlines communicated to you by Goldfin in sufficient time for us to act.

7. Website Use and Accuracy of Information

By using goldfin.uk you agree to use the website only for lawful purposes, not to attempt to gain unauthorised access to any part of the website or its systems, not to transmit any harmful, offensive, or disruptive content, and not to reproduce, copy, or redistribute website content without our written permission.

The information on this website is provided for general guidance only and does not constitute professional accounting, tax, or financial advice. While we take care to keep information current and accurate, we make no warranty that the website content is complete, accurate, or up to date. You should not rely on website content as a substitute for professional advice tailored to your specific circumstances.

We reserve the right to suspend or withdraw access to the website or client portal at any time without notice.

8. Fees, Payment Terms, and Suspension of Services

Goldfin operates on transparent, fixed monthly pricing plans (Essentials, Growth, Premium, and Enterprise), with optional add-ons billed as agreed. Our fees reflect the time spent on your affairs, the levels of skill and responsibility involved, and the value of the digital platform and portal provided.

Direct debit: Monthly plan fees are collected by direct debit on the same date each month. Annual plan fees are collected upfront or as otherwise agreed in your engagement letter.

Annual billing: Where you select annual billing, you are committing to a 12-month term at the discounted monthly rate. If you choose to terminate before the end of the 12-month period, the remaining monthly fees to the end of the committed term are payable in full. No refund is due for months already paid. Where annual fees are collected upfront, the pro-rata amount for any unused months beyond the date services are last actively delivered will be refunded in accordance with Section 13.

Ad-hoc invoices: Additional out-of-scope work will be invoiced separately and is payable within 14 days of the invoice date. Our fees are exclusive of VAT, which will be added where chargeable.

Annual fee review and price adjustments: Our plan pricing and add-on rates are reviewed annually, typically in April, to account for changes in the cost of providing our services, market conditions, and continued investment in our platform. Each year, fees for existing clients will increase by a minimum of 2%, with any additional uplift applied at our discretion based on prevailing inflation, market conditions, and operating costs. The total annual increase for existing clients will not exceed 8% in any single year, save in exceptional economic circumstances which we will explain to you in advance. We will notify you in writing at least 30 days before any change takes effect. By continuing to receive services after the notified change date, you are deemed to accept the new fees. If you do not wish to accept the new fees, you may terminate this engagement on 30 days' written notice in accordance with Section 14, with no early termination charge.

Grandfathered pricing: Where we introduce new plans or update the features included in our existing plans, you will continue on your current plan structure at the agreed annual escalation set out above. If you wish to move to a new plan to access additional features, you may do so at the new plan pricing applicable at the time. Movement between plans is otherwise at your discretion and ours by mutual agreement.

Late payment interest: We reserve the right to charge interest on late-paid invoices at the rate of 10% above the Bank of England base rate, accruing daily from the due date until payment is received in full.

Suspension: Goldfin reserves the right to suspend services and your access to the client portal where invoices remain unpaid beyond 30 days. We intend to exercise this right only where it is fair and reasonable to do so.

Invoice disputes: If you do not accept that an invoiced fee is fair and reasonable, you must notify us in writing within 21 days of receipt of the invoice, failing which you will be deemed to have accepted that payment is due.

No surprise charges: Where transaction or payroll add-ons apply, these will be invoiced monthly with a clear breakdown. No additional charges will be applied without prior notification.

9. Client Money

We may from time to time hold money on your behalf. Such money will be held in trust in a client bank account, which is kept entirely segregated from the firm's own funds. The account will be operated and all funds dealt with in accordance with the Clients' Monies Rules of the Certax Accounting network.

10. Electronic Communication and Client Portal

We deliver a modern accounting experience through our secure Goldfin Client Portal, where your documents, messages, and accounts are accessible in one place. We use virus-scanning software and encrypted transmission to reduce security risks within the portal.

Electronic communication outside of our portal — such as standard, unencrypted email — is not totally secure. By using our portal or corresponding via unencrypted email, you accept the inherent risks of non-receipt, delayed receipt, interception, or accidental errors. We cannot accept liability for problems relating to commercially sensitive material transmitted outside of the secure portal.

We will endeavour to record all advice on important matters in writing via the client portal or email. Advice given orally is not intended to be relied upon unless confirmed in writing. If we provide oral advice and you wish to rely on it, you must ask for it to be confirmed by us in writing.

10a. Recording of Calls and Meetings

Goldfin records telephone calls and virtual meetings, including those conducted via Google Meet or similar platforms, for quality assurance, training, and record-keeping purposes. By engaging in a call or meeting with us you consent to being recorded. You will be notified at the commencement of each call or meeting that recording is taking place. Recordings are handled in accordance with our Privacy and Cookie Policy and UK GDPR obligations.

11. Confidentiality and Data Protection

Communication between us is strictly confidential. We will take all reasonable steps to keep your information confidential, except where we are required to disclose it by law, by regulatory bodies, by our insurers, or as part of an external peer review.

We confirm that we will comply with the provisions of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Please refer to our Privacy and Cookie Policy at goldfin.uk/privacy-policy for full details of how we handle your personal data.

As a member firm of the Certax Accounting network, we are required under ethical and regulatory rules to allow access to client files and records for the purpose of maintaining our membership and ensuring quality assurance. We may also occasionally subcontract work to other tax or accounting professionals, who will be strictly bound by our client confidentiality terms.

12. Limitation of Liability

We will provide our services with reasonable care and skill. Our liability to you is limited to losses, damages, costs, and expenses directly caused by our negligence or wilful default. In addition, our total aggregate liability to you in connection with our services is capped at the fees paid by you in the 12 months immediately preceding the event giving rise to the claim.

Third party acts: We will not be liable for losses, penalties, or additional tax liabilities caused by the acts or omissions of any other person, or due to your provision of incomplete, misleading, or false information.

Circumstances beyond our control: We will not be liable for any delay or failure to perform our obligations caused by circumstances outside our reasonable control.

Fraud or misrepresentation: We will not be liable for any loss incurred where material information is withheld, concealed, or misrepresented to us by you or your employees.

Indirect losses: We are not liable for indirect, consequential, or special losses including loss of profit, loss of business, or loss of data.

Indemnity: You agree to indemnify us against any claim arising out of the unauthorised disclosure of our advice by you to third parties.

Nothing in these terms limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded by law.

13. Limitation of Third-Party Rights

The advice and information we provide is for your sole use. We accept no responsibility to third parties for any advice or material produced as part of our work for you. A party to this agreement is the only person who has the right to enforce any of its terms, and no rights or benefits are conferred on any third party under the Contracts (Rights of Third Parties) Act 1999.

14. Disengagement, Termination, and Refunds

Either party may terminate this agreement by giving not less than 21 days' written notice to the other party. We may terminate this agreement immediately and without notice if you fail to cooperate with us, fail to provide AML documentation within a reasonable timeframe, if our client acceptance procedures cannot be completed to a satisfactory standard (whether before or after the engagement has commenced), or if we have reason to believe you have provided us or HMRC with misleading or false information.

Upon the cessation of our services, we will normally issue a disengagement letter to ensure respective responsibilities are clear. Should we have no contact with you for a period of 12 months, we may issue a disengagement letter to your last known address and cease to act.

Upon termination, your final monthly fee will be refunded to you pro-rata, calculated to the exact date services were last actively provided on your behalf. Outstanding ad-hoc invoices and disbursements remain payable on termination.

On termination, we will return your records and data as set out in your engagement letter. We may suspend or terminate your access to the client portal immediately where these terms are materially breached.

15. Internal Disputes Within a Client

If we become aware of a dispute between the parties who own or manage the business, our client remains the business itself. We will not provide information or services to one party without the express knowledge of all parties. If conflicting instructions are received from different directors or partners, we will refer the matter back to the board or partnership and take no further action until a unified direction has been agreed upon.

16. Conflicts of Interest

We will inform you if we become aware of any conflict of interest in our relationship with you or with another client. If there is a conflict capable of being addressed successfully by the adoption of suitable safeguards to protect your interests, we will adopt them. Where conflicts cannot be managed in a way that protects your interests, we reserve the right to cease acting for you.

17. Investment Advice and Commissions

Investment business is regulated under the Financial Services and Markets Act 2000. Goldfin Advisory Ltd is not authorised by the Financial Conduct Authority (FCA). If you require advice on investments or regulated financial products, we will refer you to a suitable independent third party who is FCA-authorised. That party will issue their own terms, be remunerated separately, and take full responsibility for compliance with FCA requirements.

In some circumstances, we may receive introductory fees or commissions for referrals to other professionals. Where this occurs, we will notify you in writing of the amount and terms before making any introduction.

18. Professional Rules and Statutory Obligations

We observe and act in accordance with the bye-laws, regulations, and ethical guidelines of Certax Accounting. You give us the authority to correct errors made by HMRC where we become aware of them on your behalf.

We will not be liable for any loss, damage, or cost arising from our compliance with statutory or regulatory obligations. In accordance with the Provision of Services Regulations 2009, we hold professional indemnity insurance. Details are available on request.

19. Retention of Papers and Right of Lien

You have a legal responsibility to retain documents and records relevant to your tax affairs. To comply with the law, Goldfin will retain records as follows:

Companies, LLPs and other corporate entities: six years from the end of the accounting period. Individuals, sole traders and partnerships: five years and ten months after the end of the relevant tax year. AML identity verification records: minimum five years from the end of the client relationship.

While certain documents legally belong to you and will be returned upon request, we reserve the right to securely destroy correspondence and papers that are more than seven years old.

Insofar as permitted by law, we reserve the right to exercise a lien over all funds, documents, and records in our possession relating to all engagements for you, until all outstanding fees and disbursements are paid in full.

20. Intellectual Property

We will retain all copyright in any document prepared by us during the course of the engagement, save where the law specifically provides otherwise. All content on goldfin.uk including text, design, logos, graphics, and code belongs to Goldfin Advisory Ltd or its licensors. You may not copy, reproduce, distribute, or create derivative works from any website content without our prior written consent.

21. Complaints

We are committed to providing a high-quality service. If you have a complaint, please contact us in the first instance so we can look into it carefully and promptly:

Email: hello.certax@goldfin.uk Telephone: 01245 377 510 Post: Saxon House, 27 Duke Street, Chelmsford, CM1 1HT

We will acknowledge your complaint within 3 working days and aim to resolve all complaints within 28 days. If you remain unsatisfied following our response, you may refer your complaint to our professional body, Certax Accounting.

22. Changes to These Terms

We may update these Terms and Conditions from time to time to reflect changes in our practice or legal requirements. The current version will always be published at goldfin.uk/terms. We will notify existing clients of material changes with reasonable notice via email or the client portal.

Goldfin Advisory Ltd · Registered in England & Wales · Company No. 17072344 Trading as Certax Accounting Chelmsford · ICO Registration: ZC136878 Saxon House, 27 Duke Street, Chelmsford, CM1 1HT · Tel: 01245 377 510 · hello.certax@goldfin.uk · goldfin.uk