Terms of Service

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.