Terms of Business

Fees, Terms of Business, Data Storage and Data Protection

Terms of Business

Fees, Terms of Business, Data Storage, and Data Protection

These terms and conditions govern the client relationship between us. By continuing to engage our services, you agree to the terms and conditions outlined here.

Hours of Business
Our office hours are Monday to Thursday, 9:00 am – 5:30 pm, and Friday, 9:00 am – 5:00 pm. Outside these hours, you can leave a voicemail, and we will respond on the next working day.

Storage of Documents
Following the completion of our work, we will retain your documents for a minimum of 6 years, unless you request their return. After this period, we reserve the right to dispose of your documents as we deem appropriate, or we may charge for storage if you have not collected your papers.

Data Protection
We use the information you provide primarily to deliver our services and for related purposes, including client record updates, practice management, statutory compliance, and regulatory obligations. Our use of this information adheres to your instructions, data protection laws, and our duty of confidentiality. We may need to share this information with third parties, such as other professionals involved in your project or service providers who assist us. Our practice may also be subject to audits by our accountants or regulators.

You have the right to access your personal data under data protection laws. We strive to keep your data accurate and up to date, so please inform us if any corrections are needed. We are registered with the Information Commissioner’s Office. For more details on data protection and privacy, visit the Information Commissioner’s Office at www.ico.gov.uk.

Data Protection Representative
For data protection inquiries, please contact our representative, Helena Clinksales.

Your Data Protection Obligations
If you provide us with personal data about others, ensure you have the necessary consents and notices to transfer and use that data as required.

Equality and Diversity
We are committed to promoting equality and diversity in all interactions with clients, third parties, and employees.

Communications
We will communicate with you in the most effective manner as agreed. Note that email is not always secure for confidential matters. We take precautions against viruses but cannot guarantee email security. If you require correspondence to be addressed to a specific person or marked confidential, please inform us.

Complaints Procedure
We are dedicated to high-quality service and client care. If you are dissatisfied with any aspect of our service or our billing, please contact our Complaints Partner, Helena Clinkscales, at admin@optimisedoffice.co.uk. We have a written complaints procedure available upon request. We will address your complaint within eight weeks. If unresolved, you may escalate it to the relevant Professional Body.

Cancellation Policy
Please notify us of any cancellations at least 48 hours in advance. Cancellations made within 48 hours of the scheduled meeting will incur a charge.