Last updated: 29 October 2026
These terms are the agreement between you and The Paperwork Team whenever we provide services to you. Please read them alongside your proposal. Any questions, call 01608 755608 or email help@paperworkteam.com.
1. About us and these terms
1.1 “We”, “us” and “our” means The Paperwork Team Ltd, company number 07668357, registered office 5 Manor Lane, Shipston-on-Stour, Warwickshire, CV36 4EF.
1.2 “You” means the client named in your proposal.
1.3 “Services” means the services set out in your proposal. “Agreement” means your proposal, these terms and any changes or extra work we agree with you.
1.4 These terms apply once you accept your proposal, whether you sign it, accept it by email or agree it with us verbally. The same applies to any extra work we agree with you. No other terms apply unless we both agree them in writing.
1.5 A “working day” is Monday to Friday, except bank holidays and the days our office is closed over Christmas.
1.6 We may change these terms at any time. The current version, with the date it was last changed, is always on our website. It’s your responsibility to check it.
2. Your proposal and getting started
2.1 Your proposal is our offer to provide the Services. It’s valid for 30 days from its date, unless we withdraw it sooner.
2.2 Either of us can cancel before you accept the proposal.
2.3 The law requires us to complete anti-money laundering checks on every new client. We’ll need proof of identity and address before we start, and we may ask for references. We don’t have to start work until these checks are complete and we’re satisfied with them, and we may decline to take you on if we’re not.
2.4 Work starts on the date set out in your proposal.
3. What we’ll do
3.1 Provide the Services with reasonable care and skill, following the relevant rules, regulations and professional standards.
3.2 Keep you updated on progress and reply to your questions promptly.
3.3 Prepare returns, reports, documents and online content from the information you give us. We’re not responsible for errors caused by information that is wrong or incomplete.
3.4 Refuse to publish any content we consider indecent, obscene or offensive.
3.5 Only use reputable third parties, such as software providers, that meet data protection and security standards.
3.6 Take reasonable steps to keep your Services running, including when team members are away.
4. What we need from you
4.1 Everything we need to do the work, on time. This includes receipts, bank statements, payroll and employee details, contracts, website content, brand guidelines and access to your systems and social media accounts.
4.2 Information that is accurate, complete, up to date and lawful. Please tell us in writing straight away if anything changes.
4.3 Check and approve our work, such as drafts, designs, content and returns, before it is used or filed. Once you approve it, you are responsible for the final version.
4.4 The rights, permissions and access we need to do the work. If a claim arises because you didn’t have them, you’ll cover our costs.
4.5 Prompt replies to our questions.
4.6 We’re not responsible for delays or problems caused by any of the above not happening.
5. Fair use and changes to the work
5.1 Your fees are based on the volume and complexity of work you described when we wrote your proposal. Fair use covers day-to-day requests in line with your Services, the size of your business and that pricing.
5.2 If your needs grow or change a lot, we’ll tell you in writing. Examples include more transactions, more complex work, extra reporting, repeated changes after approval, extra time on calls and emails, more people involved, or urgent and last-minute requests. We may then:
- suggest a new scope, fee or timeline
- charge the extra work at our current hourly rate
- reschedule work
- pause the affected work until we’ve agreed the change in writing
5.3 For fixed-price work, we may pause if the job turns out different from what we agreed. If a change adds cost or time, we’ll tell you in writing first, and the work done so far becomes payable straight away.
5.4 If you’d like to change your Services, tell us in writing as soon as you can. We’ll do our best to help and invoice any extra cost.
5.5 If something outside our control means we have to change your Services, we’ll tell you straight away, keep changes to a minimum and offer the closest alternative we can.
5.6 Any change we both agree in writing becomes part of the Agreement. If we let something go once, we can still apply this section later.
6. Fees
6.1 Your fees are set out in your proposal. They don’t include VAT, which we add where it applies.
6.2 We review your package every three months to make sure it still fits, and our charges once a year. We’ll tell you in writing at least one month before any fee change.
6.3 Work outside your proposal is charged at our current hourly rate, or a rate we agree with you.
6.4 Out-of-pocket costs, such as postage, couriers, stationery and third-party services, are agreed with you in advance and charged at cost. Mileage is charged at the current HMRC rate.
6.5 If your proposal includes a deposit, it’s due when you accept the proposal or within 14 days. If it isn’t paid, we may hold off starting until it is, or end the Agreement. The deposit is non-refundable unless we fail to provide the Services through our own fault.
7. Billing and payment
7.1 Unless your proposal says otherwise, we invoice monthly in advance. One-off work is invoiced as your proposal sets out, or when it’s finished.
7.2 Invoices are due within 14 days, unless the invoice says otherwise. Monthly fees are paid by Direct Debit, collected on or near the due date, so please give us accurate bank details and complete the Direct Debit form.
7.3 If a payment is late, we may charge interest at 8% a year above the Bank of England base rate, and pause or cancel work until it’s paid.
7.4 Please give us one month’s written notice before cancelling your Direct Debit. Cancelling it doesn’t end the Agreement (see section 11). If it isn’t set up, is cancelled or fails, we may pause your Services until a new one is in place and any arrears are paid.
7.5 Fees cover the Services in that billing period. We don’t refund unused hours or part months, including if you leave part way through a billing period. If you leave and your new provider charges you for work we’ve already done, we won’t refund or cover that cost.
7.6 All payments are in pounds sterling. We’ll send a receipt if you ask for one.
8. Confidentiality
8.1 We’ll each keep the other’s confidential information private and use it only for the Agreement. This means anything marked confidential or obviously private, such as business plans, financial information, customer lists and trade secrets.
8.2 We can each share it with our own team and contractors who need it and are bound by the same confidentiality, or where the law, a court or a regulator requires it. Where we reasonably can, we’ll tell the other first.
8.3 This section still applies after the Agreement ends.
9. Data protection
9.1 We’ll both follow the UK GDPR and the Data Protection Act 2018.
9.2 When we handle personal information in your business records, such as your staff’s payroll details or your customers’ details, we do so on your behalf as your processor. We will:
- only use it to provide your Services, following your instructions
- keep it confidential and secure
- only use the software providers named in our Privacy Policy, who must protect it to the same standard
- help you deal with requests from people about their information
- tell you without delay if we become aware of a data breach affecting it
- return or delete it when the Agreement ends, except records the law says we must keep (financial records for 6 years and anti-money laundering records for 5 years)
- give you the information you need to show we’ve followed this section
9.3 Our Privacy Policy at thepaperworkteam.com/privacy-policy explains how we use your own contact details and other personal information.
10. Who owns the work
10.1 We own our own templates, systems, methods and know-how, including any we use or improve while working for you, and we may take action to protect them.
10.2 Once you’ve paid for it in full, you can use the work we create for you, such as designs, content and graphics, for your business.
10.3 Your records and the materials you give us stay yours.
11. Ending the Agreement
11.1 Either of us can end the Agreement by giving one month’s written notice.
11.2 We can end it straight away if:
- you break any of these terms, or don’t give us information we need
- you become insolvent, for example you go into administration, liquidation or receivership, enter a voluntary arrangement, or a winding-up petition is presented
- we suspect money laundering or terrorist financing
11.3 When the Agreement ends, you’ll pay straight away for all Services up to the end date. We’ll return your records so you can hand over smoothly to whoever helps you next.
12. Our liability
12.1 We’re not liable for loss of profit, loss of data or goodwill, or any indirect or knock-on loss, however it’s caused, including by our team or contractors.
12.2 Our total liability to you is limited to the fees you paid us for the Services in the 6 months before the event that led to the claim.
12.3 Advice, drafts, documents and frameworks, such as policies or contract templates, are given in good faith. Please check they’re legally right for you before relying on them. We’re not liable for disputes that arise from them.
12.4 If you damage our equipment or someone else’s while we’re working for you, you’ll cover any costs, claims or damages that result.
12.5 Nothing in these terms limits our liability for death or personal injury caused by our negligence, for fraud, or for anything else the law doesn’t allow us to limit.
13. Events outside our control
Neither of us is responsible for delays or failures caused by things outside our reasonable control. Examples include power, internet or software failures, strikes, unrest, fire, flood, storms, terrorism, war and government action.
14. Treating each other fairly
Neither of us will, directly or indirectly, criticise, run down or make damaging statements about the other, or its owners, directors, team or agents, during the Agreement or afterwards. This includes social media, review sites and online forums. It doesn’t stop either of us telling the truth in legal proceedings or to a regulator.
15. Notices
15.1 Notices under these terms must be in writing. Email is fine.
15.2 Send them to the most recent email or postal address the other has given. Ours are help@paperworkteam.com and our registered office.
15.3 An email counts as received when it’s sent, unless you get a message saying it didn’t arrive. Post counts as received on the fifth working day after posting. A courier delivery counts as received when it’s delivered during working hours.
16. Disputes and the law
16.1 If we disagree about anything, we’ll first try to sort it out by talking in good faith.
16.2 If we can’t, the courts of England and Wales will decide it. These terms are governed by the law of England and Wales.
16.3 If any part of these terms is found to be invalid, the rest still applies.
The Paperwork Team Ltd | 5 Manor Lane, Shipston-on-Stour, Warwickshire, CV36 4EF | help@paperworkteam.com | 01608 755608