Software Terms

Last updated: September 2026.

About these terms

These terms cover the software and IT systems that SMB Accountancy Group Ltd (company number 16609652, "we", "us") provides to the accountancy practices in our group (our "member firms"), including the Clients Portal, the bookkeeping tools, client file storage and the sign-in and security systems behind them (together, "the software"). They apply to each member firm and to every member of its staff who uses the software.

How we handle personal information in the software is set out in Part B of our privacy policy.

Who can use the software

The software is provided only to our member firms. It is not offered to the public or to any other business. Each member of a firm's staff is given a personal work account by the group, and may use the software only for their work for that firm.

What we provide

• The software, hosted and maintained by us, with the aim of keeping it available during working hours. We may need to take it offline for maintenance or to deal with a security issue, and we will try to give notice when we can.
• Secure sign-in with multi-factor authentication, and access limited to the clients of the firm or firms each person works for.
• Where a firm connects the software to HMRC, retrieval of the information HMRC makes available to the firm as its clients' agent. We send HMRC the fraud prevention data it requires with every request, as described in our privacy policy.
• Help for staff using the software, through the group's usual support contacts.

Each member firm's responsibilities

• The firm remains responsible to its clients for its professional services, its engagement terms, and the accuracy of what it files with HMRC and others. The software is a tool to support that work; it does not give advice.
• The firm decides what client information it keeps in the software and how long it keeps it, in line with its own obligations as data controller.
• The firm is responsible for obtaining its clients' authority before acting for them with HMRC, and for keeping that authority current.
• A partner of the firm authorises any connection to HMRC by signing in to HMRC directly. The firm must never give HMRC sign-in details to us.

Each user's responsibilities

• Keep your work account to yourself. Do not share your sign-in, your security key or passkey, or your device's unlock code, and tell us at once if you think any of them has been compromised.
• Use the software only for your work for your firm, and look only at the clients you need to.
• Do not try to get around the software's security, access information you are not permitted to see, or copy client information out of it except as your work requires.
• Report anything that looks wrong, including a suspected security weakness or data leak, to hello@smbaccountancygroup.com.

Information in the software

The client information in the software belongs to the member firm that holds it. We use it only to provide the software to that firm, as described in our privacy policy. If a firm leaves the group, we will give it a copy of its information in a usable format, and then delete it from the software, subject to any period the law requires us to keep it.

Security incidents

We monitor the software for security problems. If we become aware of an incident affecting a firm's information, we will tell the firm without undue delay, take steps to contain it, and notify the ICO, HMRC and others as the law requires.

Changes to the software and these terms

We improve the software over time and may change or withdraw features. We will tell member firms about changes that affect how they work, and about changes to these terms, before they take effect.

Liability

We take care to keep the software accurate, available and secure, but we cannot guarantee it will be free from errors or interruptions. Member firms should check the software's output before relying on it in their work for clients. Nothing in these terms limits liability that cannot lawfully be limited.

Governing law

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Contact

Questions about these terms: hello@smbaccountancygroup.com. Security concerns: hello@smbaccountancygroup.com.