Terms of service

This agreement is between the accounting practice named on the order form (you, your practice) and [registered company name], a company registered in England and Wales, company number [company number], registered office [registered office address], which trades as Compliance Cockpit (we, us, our).

We contract with practices, not with consumers. If you are using the product because your accountant invited you to the Client Portal, this agreement is not yours — it is theirs, and clause 1.4 explains where you stand.

The order form, these terms, the privacy notice and the data processing terms referred to in clause 10. Together they are the whole agreement. Where they conflict, the order form comes first, then these terms, then the notices.

Whoever signs the order form or first activates the account must be authorised to bind the practice. By accepting, that person confirms they have that authority. If they do not, we may treat the agreement as ended and will not charge for the period before it was.

Access is for your practice’s own staff, on named individual accounts — not shared logins. Your practice decides who has an account and at what role, and remains responsible for what is done through them.

People your practice invites to the Client Portal are not parties to this agreement. The client role exists only by explicit invitation from your practice, it is not a role your practice can assign to its own staff, and it carries none of the practice permissions. You decide which documents a portal user is shown, and your engagement with that client remains yours alone. We have no professional relationship with your clients.

You are responsible for the client, company and personal data your practice enters or uploads, for its accuracy, and for having a lawful basis to hold it. The product checks arithmetic and internal consistency — an over-allocated share class, a statement of capital that omits the shares being allotted, a PSC band that does not match the reconstructed holding — and it flags a conflict rather than resolving it. It cannot check whether a record is true.

Where the reconstruction and the filings disagree, the product stops and asks. The decision is your practice’s to make and to record.

Keep passwords, multi-factor devices and recovery codes safe, and do not share accounts. Time-based multi-factor authentication is available and your practice can require it of everyone; we recommend that you do. Tell us promptly if you suspect an account has been compromised, and disable the accounts of staff who leave — an administrator can revoke every session for a user at once.

Company authentication codes are the most sensitive thing the product holds. Only an owner or administrator may add, replace or remove one, and your practice is responsible for who it gives those roles to.

Before any document produced by the product is signed, sent to a client or relied on, a qualified person at your practice must read it in full, complete every bracketed item and satisfy themselves that it is correct. That check is the point at which responsibility for the document rests with your practice, and it is not a formality: a generated minute states what the records support, and only your practice knows what happened in the room.

Approving a corporate action, applying an ownership proposal to a live register and marking work ready to file are decisions taken by named people at your practice, recorded against the user who took them. The audit trail is only worth what the identity behind it is worth, which is the practical reason not to share a login.

You are responsible for your own internet access, devices and up-to-date browsers, and for keeping them secure enough for the data you put into the product.

The subscription fee, the portfolio band it is based on, the currency and the billing period are set out in the order form: [subscription fee, portfolio band and billing period — to be set in the order form]. Fees are exclusive of VAT, which is added at the prevailing rate.

Invoices are payable [payment terms — to be set] from the date of invoice, by the method stated on the order form. Fees are payable for the whole of the term and, except where these terms say otherwise, are not refundable in part when an account is closed early.

Where your practice is taking part in a pilot or evaluation, the fee — which may be nil — the duration and any support arrangements are those given to you in writing for that pilot: [pilot commercial terms — to be set in the pilot agreement]. Clause 8.2 applies to every pilot account and qualifies the warranties in this agreement.

We may change our fees for a renewal term on [notice period for a price change — to be set] written notice, taking effect from the start of the next renewal term rather than during a term you have already paid for. If a practice does not accept the new fee it may decline to renew under clause 6.1, and nothing is owed beyond the current term.

Interest on overdue sums runs at [late payment interest rate — statutory rate under the Late Payment of Commercial Debts (Interest) Act 1998 unless the order form states otherwise]. We will not suspend an account for non-payment without first giving [notice before suspension for non-payment — to be set] written notice and a chance to put it right, because an account that goes dark mid-deadline is a problem for your clients rather than for you.

The software, its interfaces, the rule sets behind the corporate actions and filing preparation, the canonical ownership engine, the document templates and the documentation are ours or our licensors’. Your practice receives a non-exclusive, non-transferable, revocable right to use them during the term for its own professional work. Nothing else is granted, by implication or otherwise.

Your practice’s client and company records, uploaded documents, notes and working papers remain yours throughout. You grant us only the licence we need to host, process, transmit, back up and display that material in order to provide the service, and to act on your instructions as your processor. We do not use it for our own purposes, we do not pool it with another practice’s, and we do not train any model on it.

Minutes, resolutions, document packs, filing packages and health-check reports generated from your records are yours to use with your clients, without further fee and without any obligation to credit us. We claim no rights in the output, which would otherwise make the product useless for the purpose it was built for.

If you tell us what is broken or what ought to exist, we may act on it freely and without obligation, and any improvement we make remains ours. This covers the suggestion, never the data behind it.

Company profiles, filing history, officers and PSC data come from the Companies House public register and remain subject to the registrar’s own terms of use. Ownership figures reconstructed from those filings are our software’s reading of public documents, presented with the filing behind each figure precisely so that your practice can check them rather than take them on trust.

You may say that your practice uses Compliance Cockpit. Any other use of our name, logo or marks needs our written permission, and we will not unreasonably withhold it.

Nothing in this agreement limits or excludes either party’s liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, for breach of the terms implied by section 12 of the Sale of Goods Act 1979 or section 2 of the Supply of Goods and Services Act 1982, or for anything else that cannot lawfully be limited — including by section 2(1) of the Unfair Contract Terms Act 1977. Your obligation to pay fees properly due is also outside every limit below.

Indirect or consequential loss, and loss of profit, revenue, business, goodwill, reputation or anticipated savings, however arising.

And, as the counterpart of clause 2: penalties, interest, professional-body sanction or loss arising from a filing that was made late, made incorrectly or not made at all, where the act of filing and the content filed were your practice’s. We do not perform the submission, we do not sign the document, and we do not price this agreement as though we did.

Subject to clause 9.1, our total liability arising out of or in connection with this agreement in any twelve-month period — whether in contract, tort including negligence, breach of statutory duty or otherwise — is limited to [liability cap — to be set: commonly the fees paid in the twelve months before the claim, or a stated sum].

The fee reflects this allocation of risk. Each party is expected to carry its own insurance for the risks it keeps: [professional indemnity insurance requirement, if any — to be set].

A claim must be notified in writing, with reasonable detail, within [period for notifying a claim — to be set] of the party bringing it becoming aware of the circumstances giving rise to it.

We update these terms when the service or the law changes. The date at the top always reflects the current version. Where a change materially affects your practice’s rights or obligations we will tell affected practices directly, at least [notice period for a material change to these terms — to be set] before it takes effect, rather than relying on anyone noticing a new date. A practice that does not accept a material change may end the agreement before the change applies, and we will refund fees covering any period after that.

One change we will never make quietly: if the software ever gains the ability to transmit a filing to a registrar, that will be an announced change your practice opts into, not a clause edited into this page.

Notices under this agreement are in writing, to the contacts named on the order form, and to us at [address and email for legal notices — to be set]. Notice by email is effective when it is acknowledged or on the next working day, whichever is earlier. Routine operational messages in the product are not notices under this clause.

Each party keeps the other’s confidential information confidential, uses it only for this agreement, and discloses it only to people who need it and are under equivalent obligations. This does not cover information that is already public through no fault of the receiving party, or that the law or a regulator requires to be disclosed. It continues after the agreement ends.

Your practice may not assign or transfer this agreement without our written consent, which we will not unreasonably withhold — a merger of practices being the ordinary case where it should be given. We may assign to a successor to the business on written notice, and may use sub-processors as described in clause 10.4, remaining responsible for them.

Nobody other than the parties has any right to enforce this agreement under the Contracts (Rights of Third Parties) Act 1999. That includes your clients and your portal users, whose rights sit with your practice under clause 1.4.

The documents listed in clause 1.2 are the whole of what is agreed, and replace anything said beforehand. Neither party has relied on any statement not set out in them — but nothing here limits liability for fraudulent misrepresentation.

A failure to enforce a term is not a waiver of it. If a provision is held to be unenforceable, it is modified to the least extent needed to make it enforceable, or struck out, and the rest stands. Nothing in this agreement creates a partnership, joint venture or employment relationship, and neither party may bind the other.

Neither party is in breach for a failure caused by something genuinely outside its reasonable control, provided it tells the other promptly and works to resume. If such an event continues for more than [force majeure termination threshold — to be set], either party may end the agreement without liability for the failure itself. Non-payment is not such an event.

Before starting proceedings, both parties will try to resolve the dispute by escalating it to a senior person on each side and meeting within a reasonable period: [escalation contacts and dispute resolution route — to be set]. This does not stop either party seeking an injunction where one is genuinely needed.

This agreement, and any dispute or claim arising out of or in connection with it or its subject matter — including a non-contractual one — is governed by and construed in accordance with the law of England and Wales.

The courts of England and Wales have exclusive jurisdiction, sitting at [venue — to be set, for example the courts of England and Wales sitting in London].

Ask before you sign rather than afterwards. Our contact page reaches us, and we would far rather explain a clause than argue about it later.

Last updated: 28 July 2026.