Terms of Service — DRAFT
Status: draft, not legal advice, not binding. Written to give a solicitor a
concrete starting point rather than a blank page; it must be reviewed and adapted
by a qualified solicitor before being relied on.
Service: Everfiled — document-chasing and deadline-tracking software
for UK accounting practices ("the Service"), provided by Olympus Computing
Limited (company number 03227910), registered office 1 Cornfield Way,
Tonbridge, Kent, TN10 3PT ("we", "us").
Customer: the accounting practice entering into this agreement
("you", "the Practice").
1. What the Service does
The Service helps the Practice track statutory and internal deadlines for its own
clients ("End Clients"), send automated reminders, collect documents from End
Clients via a link, and (where used) generate VAT return workings from documents
received. The Service does not provide accountancy, tax, or legal advice, and
nothing it produces (including VAT return workings) should be relied on without the
Practice's own professional review and sign-off.
2. Data Processing Agreement
Where the Practice uploads or causes to be uploaded any personal data of its End
Clients, the Data Processing Agreement is incorporated into these Terms by
reference and takes precedence over these Terms on any point of conflict regarding
that data.
3. Trial / early access
The Service is currently offered on an early-access/trial basis to a small number
of practices, with no uptime commitment during this phase. Either party may end the
trial at any time on reasonable written notice.
4. Fees
Trial pricing is to be confirmed before this leaves early access - see the
Practice's own agreement with us for the rate that applies.
5. The Practice's responsibilities
- The Practice remains the data controller for all End Client personal data
processed through the Service, and is responsible for having a lawful basis to
process it and for its own End Client privacy notices.
- The Practice is responsible for the security of its own login credentials.
- The Practice must not use the Service to process special category data (e.g.
health data) or data of End Clients outside the United Kingdom without first
discussing this with us.
6. Our responsibilities
- We will process personal data only as described in the DPA.
- We will notify the Practice without undue delay, and in any event within 24
hours, on becoming aware of a personal data breach affecting End Client data.
- We will maintain reasonable technical and organisational security measures
appropriate to a trial-stage service.
7. Sub-processors
Current sub-processors are listed in the DPA's sub-processor annex. We will notify
the Practice before adding a new sub-processor that will process End Client
personal data, and the Practice may object on reasonable grounds related to data
protection.
8. Intellectual property
We retain all rights in the Service's software. The Practice retains all rights in
its own and its End Clients' data uploaded to the Service.
9. Liability
To be finalised with solicitor input before go-live.
10. Termination
Either party may terminate on written notice. On termination, we will return or
delete the Practice's data (the Practice's choice) within 14 days, save for what we
are legally required to retain.
11. Governing law
These Terms are governed by the law of England and Wales.
Version draft-2026-09-23.
Full text and the Privacy Policy and Data Processing Agreement it incorporates are
in the legal/ folder of the Everfiled repository.