Terms & Conditions

ACSYS is an internal client-management and workflow system developed for and operated by The Accounting Crew Limited ("the Company", "we", "us"), a company registered in England & Wales (company number 08097388, registered office: Office Suite 3, Shrieves Walk, Stratford-upon-Avon, Warwickshire, CV37 6GJ). These Terms & Conditions govern access to and use of ACSYS by authorised staff members ("Users").

By accessing ACSYS you agree to be bound by these Terms. If you do not accept these Terms, you must not use the system. These Terms should be read together with our Privacy Policy.

Access to ACSYS is restricted to employees, contractors, and partners of The Accounting Crew Limited. Users sign in with their Company-issued Microsoft 365 work account (single sign-on). Only accounts linked to an active staff record can access client data, and the functions available to you depend on the role and permissions assigned to your account.

• You must not share your login credentials - including your Microsoft 365 account - with any other person.
• You are responsible for safeguarding the account you use to sign in, including complying with the Company's multi-factor authentication requirements.
• You are responsible for all activity carried out under your account.
• You must notify your administrator immediately if you believe your account has been compromised.
• Access may be revoked at any time by a system administrator without prior notice, and ends automatically when your Microsoft 365 account is disabled or your engagement with the Company ends.

You may use ACSYS solely for legitimate business purposes in the course of your role at The Accounting Crew Limited. You must not:

• Access, view, or process client data beyond what is necessary for your role
• Export, copy, or transmit client data to unauthorised systems or individuals
• Attempt to bypass, circumvent, or interfere with any security controls or access restrictions
• Use the system for any unlawful purpose or in breach of any applicable law or regulation
• Introduce malicious software, scripts, or code into the system
• Misrepresent the ownership, source, or accuracy of data entered into the system

All client and personal data held in ACSYS is confidential. As a User, you are required to:

• Handle all data in accordance with the Company's Privacy Policy and UK GDPR obligations
• Ensure data you enter or update is accurate, complete, and up to date
• Not remove or alter data without proper authority
• Report any actual or suspected data breach to a system administrator immediately

Your obligations of confidentiality and under data protection legislation continue beyond the termination of your employment or engagement with the Company.

ACSYS can connect to HM Revenue & Customs as the Company's authorised agent - for example to establish digital authorisation, retrieve Making Tax Digital (MTD) information, and submit data on a client's behalf. When using these functions:

• You must only act within the scope of the authorisation the client has given the Company.
• You are responsible for the accuracy and completeness of any information reviewed or submitted to HMRC through the system.
• As required by HMRC, the system automatically submits fraud-prevention header data (including device and connection information) with HMRC requests. You must not attempt to suppress, falsify, or interfere with this data.
• Use of HMRC services through ACSYS is subject to HMRC's own terms and conditions.

ACSYS integrates with the following external services to provide certain functionality. Your use of features that rely on them is subject to each provider's own terms, and further detail on the data involved is set out in our Privacy Policy:

• HMRC APIs - VAT registration verification, Making Tax Digital data, and agent authorisation, subject to HMRC's terms of service.
• Companies House API - retrieving and monitoring company registration information, subject to Companies House data terms.
• Xero and FreeAgent - synchronising invoice, contact and account data for clients who use these bookkeeping platforms, subject to each provider's terms.
• Microsoft 365 - single sign-on (Entra ID), sending email from staff mailboxes (Microsoft Graph), and making the Company's records searchable to authorised staff, under Microsoft's Data Protection Addendum.
• Supabase - database, file storage and authentication infrastructure (hosted in the EU), under its Data Processing Agreement.
• Vercel - application hosting (compute located in London), under its Data Processing Agreement.

The Company does not warrant the accuracy, availability, or completeness of data returned by third-party services.

ACSYS, including its design, code, and content, is the property of The Accounting Crew Limited. No licence is granted to copy, modify, distribute, or create derivative works from any part of the system without express written permission.

The Company will endeavour to keep ACSYS available during normal business hours but does not guarantee uninterrupted access. The system may be temporarily unavailable for maintenance, updates, or due to circumstances beyond our control, including outages affecting the third-party services listed above.

To the fullest extent permitted by law, the Company shall not be liable for:

• Loss of data resulting from user error
• Inaccuracies in, or unavailability of, data returned by third-party services (including HMRC, Companies House, Xero and FreeAgent)
• Any indirect, consequential, or incidental loss arising from use of or inability to use the system

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

The Company reserves the right to monitor use of ACSYS for security, compliance, and operational purposes, including through the system's audit logs. Users should have no expectation of privacy in respect of their system activity.

We may revise these Terms from time to time. The date at the top of this page reflects when they were last updated. Continued use of ACSYS following any update constitutes acceptance of the revised Terms.

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising shall be subject to the exclusive jurisdiction of the courts of England and Wales.

For questions about these Terms, please contact:
The Accounting Crew Limited
rowan@thecrew.co.uk