common questions

FAQ's

If you can’t find what you are looking for, call us, we would love to hear from you and if we can’t help we probably know someone who can.

These are our contact details

We offer bookkeeping, administration, secretarial, PA and training services. Use our skills to support you and your business. We can handle all your back-office procedures, efficiently and cost effectively and be the person you can delgate to.

When you contact us, we will talk through your requirements, discuss how best we can help and whether we are able to carry out the work you need within your timeframe. Once the Terms of Engagement have been agreed, we will arrange the next steps. We can organise collection of paperwork if necessary, however, most of the work we carry out is via email or cloud-based services, negating the need for paper, which we would recommend.

Below are five good reasons to delegate your back office tasks to the Paperwork Team.

 

  • More time to concentrate on your business and clients
  • A flexible workforce at your fingertips without the responsibilities
  • Additional knowledge and skills without the overheads
  • Support and help when you need it.
  • To find practical solutions for business success.

We have over 50 years of combined experience and are constantly updating our skills. We are approachable, flexible and build a partnership with our clients so that we can add value to the services we provide. We will not only save you money, but also free you up to run your business or take time for yourself.

Very few clients who start using our service have detailed information about their business and the support they need. This is all part of the service we provide. We will take time to understand your needs and your business and agree a plan of action to suit you.

Yes, we can work for you or as many, or as few hours to suit your business, either on a regular, or an ad hoc basis.

Our charges reflect the actual time we spend on getting your job done and is dependant on the task we are doing for you and the frequency of the work.  To discuss the costs of your project, please call or email us for a free no obligation quotation or take a look at our pricing information which will give you an overview.

Our invoice will be sent upon completion of the work or at the end of each month for ongoing projects. Terms for payment are strictly 14 days from the date of the invoice unless otherwise agreed.   Payment should be made by bank transfer. For larger projects we may request a 50% deposit of the estimated overall charge, to be paid before the work commences.  If this is required, it will be discussed with you at the outset.

No problem, how you use the service is up to you. The service is designed to be used as much or as little as you need it. We have many clients who use the service daily, but we equally have clients who only call when they need extra support for a particular challenge.

Certainly! The majority of work undertaken is completed without the need to meet but we understand the benefits of getting to know the people you will be working with and are happy to arrange a meeting.

We work hard to complete any work we undertake within the time restraints of your requirements.

We have a “can-do” attitude to work and will work whatever hours necessary to get the job done.

Our office has everything it needs to operate however if you wish to use your own letterhead and stationery you will need to supply this.

Absolutely! We are very flexible and will endeavour to assist you on short term, urgent tasks.

Because we have the technology and are used to working virtually, we can provide all our services remotely, so can work with people or organisations throughout the UK and even worldwide.

Yes, we are more than happy to work in the client’s premises, although this is not always the most efficient use of our services.

Customer care is very important to us and we recognise the importance of being available to our clients.  Kate as head of the team, can be contacted at any time via direct email kate@thepaperworkteam.com.  Alternatively, you can call or use our online chat facility.

We want the transition to outsourcing to progress as smoothly as possible and are happy to discuss any reservations you may have.

Businesses, people working from home, frequent travellers, families, students and anyone who wants to have more time to spend on things other than administration.

All courier charges, postage, stationery, and telephone calls are charged at cost. We also charge a mileage charge for travel.  Clear arrangements will be made so you know exactly what costs will be incurred. Invoices will be sent out once the job is complete or at the end of each month, whichever is sooner, with a breakdown of expenditure.

PRIVACY POLICY

CONFIDENTIALITY

The Paperwork Team Ltd understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our clients and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

We are committed to complete confidentiality in all communications between our clients/ potential clients and ourselves. We undertake to preserve the confidentiality of the information you exchange with us and of the terms of our relationship. We expect you and any partner to reciprocate this policy.

All of our staff enter into a Non-Disclosure Agreement and are under obligation to keep our clients’ information safe, secure and confidential and only to use it for the agreed purpose.
Full details of how we assure confidentiality are defined when you have a Service Agreement with us.

1. Information About Us
The Paperwork Team Ltd.
Limited Company
Registered in England under company number 07668357
Registered address: 5 Manor Lane, Shipston-on-Stour, Warwickshire. CV36 4EF
VAT number: 377695040
We are registered with the ICO under the Data Protection Act

2. What Does This Policy Cover?
This policy explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.

3. What Is Personal Data?
Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
The personal data that we use is set out in Part 5, below.

4. What Are My Rights?
Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:
1. The right to be informed about our collection and use of your personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 9.
2. The right to access the personal data we hold about you. Part 8 will tell you how to do this.
3. The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 9 to find out more.
4. The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold. Please contact us using the details in Part 9 to find out more.
5. The right to restrict (i.e. prevent) the processing of your personal data.
6. The right to object to us using your personal data for a particular purpose or purposes.
7. The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
8. The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 9.
It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves, however, so please contact us first, using the details in Part 9.

5. What Personal Data Do You Collect and How Do You Use It?
Under the Data Protection Legislation, we must always have a lawful basis for using personal data. The following information describes how we may collect and use your personal data, and our lawful bases for doing so:

a) Basic identification and contact information such as your name and contact details (including without limitation; role, email address, telephone and mobile numbers, company address).

This information is used:
• To provide you with the services which you requested;
• For billing you for the services you use;
• To enable us to answer your enquiries.

b) Information volunteered by you for a particular purpose.

For example, an enquiry made to us. This information will be used exclusively for the purpose for which you have provided it.

c) Business information

This is information given to us in the course of your business and ours. Such information is retained for business use only and it is not used for any other purpose.

d) Disclosure to Government
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

e) The Paperwork Team Website

The website uses cookies to improve your experience while you navigate through the website. Out of these, the cookies that are categorised as necessary are stored on your browser as they are essential for the working of basic functionalities of the website. We also use third-party cookies that help us analyse and understand how you use this website. These cookies will be stored in your browser only with your consent. You also have the option to opt-out of these cookies. But opting out of some of these cookies may affect your browsing experience.

6. How Long Do We Hold Your Data?
When we no longer need to keep certain data we destroy paper documents securely by shredding and deleting the electronic record in the relevant software systems.

Data will only be retained when it is necessary to meet with UK statutory requirements. We only retain contact information for as long as it is relevant for day-to-day contact.

7. Do You Share My Personal Data?
Collected personal information is only used for the business purposes of The Paperwork Team Ltd. and is not shared with external, non-affiliated companies except as provided in this Privacy Policy.
We may work with other parties when required if this enhances the functionality of our bookkeeping, admin, PA and call handling services. We will only share names or other contact information when it is necessary for the third party to provide these services.
We may also provide your personal information to third party agents we have hired to help us provide a product or service you have requested. For example, we would need to provide your address to a shipping company to deliver a package you have ordered etc.
On occasion, we outsource certain functions of our business, and those agents may have access to your personal information; however, in such cases our agents are prohibited from disclosing your personal information to others.
If any of your personal data is shared with a third party, as described above, it is only done with your consent and we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law.

8. How Can I Access My Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal address shown in Part 9.

9. How Do I Contact You?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of Kate Clifton).
Email address: help@thepaperworkteam.com
Telephone number: 01608 755608.
Postal Address: 5 Manor Lane, Shipston-on-Stour, Warwickshire. CV36 4EF

10. Changes to this Privacy Notice
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

The Paperwork Team Ltd understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our clients and will only collect and use personal data in ways that are consistent with our obligations and your rights under the law. The Paperwork Team Ltd are fully compliant with the Data Protection Act and GDPR and all data protection regulations will be strictly adhered to. We are committed to complete confidentiality in all communications between our clients/ potential clients and ourselves. We undertake to preserve the confidentiality of the information you exchange with us and of the terms of our relationship. All of our staff enter into a Non-Disclosure Agreement and are under obligation to keep our clients’ information safe, secure and confidential and only to use it for the agreed purpose.

For more information, please refer to our Privacy Policy, available on our website.

Terms and conditions of service.

 

The terms and conditions detailed below are set out to confirm that both parties understand the work/tasks to be carried out, the costs involved, deadlines and the timescale set for payments. The Paperwork Team reserves the right to update these terms and conditions and it is the responsibility of the customer to check the website regularly for these changes.

Supply of service

After an initial consultation, the Paperwork Team will supply written confirmation of the work required, the duration of the project (where appropriate), the deadline date and agreed payment rates and terms.

Prior to the commencement of the project The Paperwork Team must receive signed confirmation of agreement to proceed and of our Terms and Conditions. Confirmation returned by email will be deemed to have been signed if received from the client’s email address.

If there are any variations or additions made to the original requirements, the Paperwork Team reserves the right to amend the original quotation and charge accordingly.

General

The client accepts responsibility for final proofreading and accuracy. Any errors or omissions brought to the attention of The Paperwork Team within seven days of the final draft being sent to the client will be amended free of charge. Any other additions or amendments will be charged at the agreed rate.

It is the client’s responsibility to abide by copyright laws. No work will be undertaken which is considered immoral, illegal, or offensive.

Anti-virus software is used in the preparation of work, but anti-virus protection remains the responsibility of the client.

Confidentiality

Please refer to our Privacy policy in the list above.

Delays

The Paperwork Team will not be liable for any delay or failure to perform its obligations if the delay or failure is caused by circumstances outside their reasonable control. Any losses, penalties, surcharges, interest, or additional tax liabilities which become due because of the acts or omissions of any other person will be the sole responsibility of the client. This also applies to any incomplete, misleading, or false information provided by the client, their directors, officers, employees, agents or advisers or failure to act on The Paperwork Team’s advice.

Should work be suspended or delayed through any default of the client, The Paperwork Team shall be entitled to immediate payment for the work carried out and any expenses incurred.

If the client wishes to cancel a one-off project booking, 48 hours’ notice is required. In the event of a client cancelling less than 24 hours before a booking commences full payment will be due. If a cancellation is made less than 48 hours before and more than 24 hours before then 50% of the charge will made. For ongoing projects one month’s notice is required.

Charges

All work will be charged at an hourly rate of 15 minutes intervals, unless otherwise agreed. The minimum cost for any task undertaken will be £25.00. The minimum invoice amount is for one hour at the standard hourly rate. Disbursements including telephone calls, emails, photocopying, postal costs, mileage and any other out-of-pocket expenses may be charged separately. Upfront costs such as booking fees, software charges etc will be charged at cost and may be invoiced prior to completion of the assignment.

Invoices

Invoices will be raised at the end of each month or at the end of the project (whichever is sooner).

Payment is due 14 days from the invoice date unless otherwise agreed. Interest may be charged on any late payments at 8% above the Bank of England base rate in accordance with terms of the Late Payment of Commercial Debts (Interest) Act 1998.

Costs for collecting overdue payments, including sending warning letters, making telephone calls and the involvement of solicitors will be the full responsibility of the customer and will be charged accordingly.

Payment must be made in pounds Sterling by BACS transfer. Account details will be clearly marked on all invoices.

Xero Discounts

Discounts are only available to clients who pay their subscriptions through us for a period of 12 months or more. No other purchase necessary. 

Should a request for the transfer of the subscription be received before the end of the 12-month period, an invoice will be raised for the unpaid discounted amount plus an admin charge of £20, which will need to be paid in full before the subscription is amended.

Complaints

Our aim is to provide high quality, cost effective business support solutions. We perceive ourselves as approachable, flexible and want to build a partnership with our customers.

In the unlikely event that you do have a complaint about our service, or one of our team. Please give us the opportunity to take action by talking to us. We value your opinion.

Terms and Conditions for The Paperwork Team June 2021 charity donation competition.

  • There is 1 prize of £100, to be given to a charity or good cause with a local interest.
  • The prize may only be given to 1 charity or good cause with a local interest and will be subject to the T & C’s of that organisation.
  • Open to UK residents aged 16 or over, excluding employees and relatives of The Paperwork Team ltd
  • Closing date for entries is 11.59pm GMT on 27th June 2021
  • Only 1 entry per person, per day
  • Entrants must ‘Like’ and leave a comment on the Facebook promotional post on Facebook ***Charity Donation competition
  • The competition will be advertised on our other social media platforms
  • The winner will be chosen by the highest number of tags on the promotional post
  • The winner will be informed by a Facebook message within 5 days of the closing date and will need to respond within 5 days or a new recipient will be chosen
  • The winners name will be available on request and published on The Paperwork Team’s social media accounts
  • The prize must be claimed within 6 months.
  • The promoter is The Paperwork Team Ltd, Manor Lane, Shipston-on-Stour. CV36 4EF
  • There is no alternative gift
  • The prize is non-transferable
  • By nominating in the competition, you agree to receiving further correspondence from The Paperwork Team Ltd on services that may be of interest
  • By participating in this competition, entrants confirm they have read, understood and agreed to be bound by these terms and conditions
  • This competition is in no way sponsored, endorsed or administered by, or associated with, Facebook

Not exactly sure what you need help with?

Worried that if you call you will get the sales pitch?

We are friendly and approachable and will happily take the time to talk through your thoughts and fears with a view to finding a solution which is right for you and your business. If we don’t think we can add value and there is another solution that would be more suitable for your needs, we will say.

Still not sure if we can help....?