TERMS & CONDITIONS

Last updated: 2 September 2026

ABOUT THESE TERMS

These terms explain the general basis on which The Equine Business Hub provides bespoke business systems, administration and ongoing support. Each client will also receive a written proposal or service agreement confirming the agreed services, responsibilities, fees, timescales and limits before work begins. That client-specific agreement takes priority if it differs from this general information.

SCOPE OF SERVICES

Services are limited to the work agreed in writing. The Equine Business Hub provides business administration, operational record-keeping, system setup, invoicing support and related consultancy. It is not an accountancy, bookkeeping, tax advisory, legal or regulated financial advisory service. Clients should obtain advice from a suitably qualified professional where required.

FINANCE, INVOICING AND MTD

The Finance Hub may help record completed services and chargeable extras, prepare invoice information, track payment status and organise records for the client and their accountant. It may be configured to work alongside the client’s chosen MTD-compatible accounting software where a suitable integration is available and has been confirmed. The Equine Business Hub does not itself submit tax or VAT returns, make tax decisions, represent clients before HMRC or guarantee that any third-party platform or integration will remain available.

CLIENT APPROVAL AND ACCURACY

The client must approve their prices, services, invoice template, payment terms, billing information and opening data before use. The client remains responsible for the accuracy and legality of information supplied, for reviewing invoices and records, and for meeting accounting, tax, employment and other legal obligations. No invoice will be issued outside the agreed approval process.

PAYMENTS AND CLIENT MONEY

Payments from the client’s customers must be made directly to the client through the client’s own bank account or payment provider. The Equine Business Hub does not receive, hold or control client money. Hub setup fees are separate from Hub Care. Hub Care costs £15 per month, is paid monthly and begins when the personalised Hub goes live. It has an initial 12-month term, during which the £15 monthly price is guaranteed. After the initial term, Hub Care continues monthly and may be cancelled with 30 days’ written notice. Any future price change will be notified in advance and will not apply during a current guaranteed period. If Hub Care ends, the client’s business records remain theirs and the available export and handover options will be explained before managed support ends. Client-specific payment dates, early-ending arrangements and any exceptional circumstances will be confirmed in the written proposal or service agreement.

ACCOUNT ACCESS AND HMRC CREDENTIALS

Clients must not provide HMRC usernames, passwords, security answers or authentication codes. The Equine Business Hub will not use a client’s HMRC sign-in details or contact HMRC as the client’s tax agent. Access to other platforms must use properly authorised user access wherever available and may be withdrawn by the client.

DATA PROTECTION AND CONFIDENTIALITY

Personal information will be handled only for the agreed services and in accordance with the Privacy Policy and any applicable data-processing terms. The client is responsible for having a lawful basis to collect and share information provided to The Equine Business Hub. Confidential business and personal information will not be disclosed except where required to deliver the service, comply with law or with the client’s permission.

INSURANCE AND COMPLIANCE

Services requiring access to client systems or personal information will not begin until the relevant service scope, data-protection arrangements and appropriate professional indemnity and cyber/data insurance requirements have been confirmed. The Equine Business Hub will check whether registration and payment of the ICO data protection fee is required before processing live client information.

THIRD-PARTY SERVICES

The Hub may use services supplied by third parties, such as workspace, form, booking, invoicing or payment platforms. Their availability, security, pricing and terms are controlled by those providers. Any proposed integration will be confirmed during system design before it is described as included.

CONTACT

Questions about these terms can be sent to beth@equinebusinesshub.co.uk.