Terms & Conditions

ACSYS is an internal client management and workflow system developed for and operated by The Accounting Crew ("the Company"). These Terms & Conditions govern access to and use of ACSYS by authorised staff members ("Users").

By accessing ACSYS you agree to be bound by these Terms. If you do not accept these Terms, you must not use the system.

Access to ACSYS is restricted to employees, contractors, and partners of The Accounting Crew. Users sign in with their Company-issued Microsoft 365 work account (single sign-on) or, where issued, individual email and password credentials. Only accounts linked to an active staff record can access client data.

• You must not share your login credentials — including your Microsoft 365 account — with any other person.
• You are responsible for safeguarding the account you use to sign in, including complying with the Company's multi-factor authentication requirements.
• You are responsible for all activity carried out under your account.
• You must notify your administrator immediately if you believe your account has been compromised.
• Access may be revoked at any time by a system administrator without prior notice, and ends automatically when your Microsoft 365 account is disabled or your engagement with the Company ends.

You may use ACSYS solely for legitimate business purposes in the course of your role at The Accounting Crew. You must not:

• Access, view, or process client data beyond what is necessary for your role
• Export, copy, or transmit client data to unauthorised systems or individuals
• Attempt to bypass, circumvent, or interfere with any security controls
• Use the system for any unlawful purpose or in breach of any applicable law or regulation
• Introduce malicious software, scripts, or code into the system
• Misrepresent the ownership, source, or accuracy of data entered into the system

All client and personal data held in ACSYS is confidential. As a User, you are required to:

• Handle all data in accordance with The Accounting Crew's Privacy Policy and UK GDPR obligations
• Ensure data you enter or update is accurate, complete, and up to date
• Not remove or alter data without proper authority
• Report any actual or suspected data breach to a system administrator immediately

Your obligations under data protection legislation continue beyond the termination of your employment or engagement with The Accounting Crew.

ACSYS integrates with the following external services to provide certain functionality:

• HMRC API — used to verify VAT registration numbers. Queries made through the system are subject to HMRC's own terms of service.
• Companies House API — used to retrieve and monitor company registration information. Use is subject to Companies House data terms.
• Supabase — database and authentication infrastructure (hosted in the EU). Data is stored and processed in accordance with their Data Processing Agreement.
• Vercel — application hosting platform (compute located in London). Operates under a Data Processing Agreement.
• Microsoft Entra ID — provides Microsoft 365 single sign-on for staff authentication, under Microsoft's Data Protection Addendum.

The Accounting Crew does not warrant the accuracy, availability, or completeness of data returned by third-party services.

ACSYS, including its design, code, and content, is the property of The Accounting Crew. No licence is granted to copy, modify, distribute, or create derivative works from any part of the system without express written permission.

The Accounting Crew will endeavour to keep ACSYS available during normal business hours but does not guarantee uninterrupted access. The system may be temporarily unavailable for maintenance, updates, or due to circumstances beyond our control.

To the fullest extent permitted by law, The Accounting Crew shall not be liable for:

• Loss of data resulting from user error
• Inaccuracies in data returned by third-party services (HMRC, Companies House)
• Any indirect, consequential, or incidental loss arising from use of or inability to use the system

Nothing in these Terms limits liability for fraud, death or personal injury caused by negligence, or any other liability that cannot be excluded by law.

The Accounting Crew reserves the right to monitor use of ACSYS for security, compliance, and operational purposes. Users should have no expectation of privacy in respect of their system activity.

We may revise these Terms from time to time. The date at the top of this page reflects when they were last updated. Continued use of ACSYS following any update constitutes acceptance of the revised Terms.

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising shall be subject to the exclusive jurisdiction of the courts of England and Wales.

For questions about these Terms, please contact:
The Accounting Crew
rowan@thecrew.co.uk