Version 2026-11-09 · Privacy notice · Data processing agreement

Terms of Service

These terms are an agreement between [Company name - add COMPANY_NAME in Render] (company number [company number], registered office [registered office address]) ("we", "us") and the business that signs up ("you"). By ticking the box when you sign up, or by using Nexa Practice, you agree to them on behalf of your business.

1. Business use only

Nexa Practice is for businesses, such as accountancy and bookkeeping firms and employers, acting in the course of business. It is not offered to consumers. You confirm that the person accepting these terms has authority to bind your business.

2. What the service is

Nexa Practice is software made of two parts. Wagewise helps you work out pay, deductions and statutory payments, make payslips and reports, and send Real Time Information to HMRC when you choose to. CaptureBooks helps you keep books, read receipts, bring in bank transactions, and prepare returns (such as VAT, accounts, Corporation Tax and Self Assessment) and send them to HMRC or Companies House when you approve them. It is a tool. It does not give tax, legal, pensions or employment advice, and it does not take decisions for you.

3. Your responsibilities

• You check and approve every pay run before it is paid or sent to HMRC. Sending a submission, paying staff, and paying HMRC and pension providers are your decisions and your responsibility.
• You make sure the information you enter or upload (tax codes, pay, hours, leave, pensions, bank details and so on) is complete and correct, and you keep it up to date.
• You keep your own records as the law requires, and you download copies of anything you need to keep.
• You keep your logins, your HMRC Government Gateway details and devices secure, and you switch on two-step login.
• You have a lawful basis to give us the personal data of your clients and their staff, and you have told those people how their data is used.
• You use the service lawfully, do not try to break or copy it, and do not upload harmful files.

3A. Returns, filings and AI suggestions

• You are responsible for every return and filing. CaptureBooks prepares returns and runs checks, but it can make mistakes, and the checks will not catch every error. Before anything is sent, you must review the full return and its figures, tick "I have checked this return and I am happy to submit it" and press Approve. Nothing is sent to HMRC or Companies House without that approval, and an approved return is your submission (or your client's, made by you as their agent).
• You confirm that you have your client's authority to prepare and send each return, that your client has approved its contents where the law or your engagement requires it, and that you hold any agent authorisation HMRC or Companies House needs.
• Suggestions are not advice. Account codes, VAT codes, receipt readings, matches and any other suggestions (whether from rules, past choices or AI) are there to save time. They may be wrong. You must check them before posting or filing.
• We keep a record of each approval: the return and figures you saw, a fingerprint of the document, who approved it, when, from which device and network address, and the reply from HMRC or Companies House. You agree this record can be used as evidence of what was approved and sent.
• Bank transactions come through an FCA-authorised Open Banking provider with your client's consent. We only read them; we cannot move money. Bank data may be incomplete or late, so check it against statements.
• Penalties, interest, surcharges and tax due because a return was wrong, late or not sent are your responsibility (or your client's), not ours, except where a loss was caused by our own failure to provide the service as described, in which case section 9 applies.

4. HMRC, Companies House, banks, pension providers and other services

Submissions to HMRC and Companies House, bank feeds and files for pension providers depend on systems we do not control. We are not responsible for their outages, delays, rejections or changes. Whether or not the software is recognised by HMRC at any time, recognition is not a guarantee from HMRC or from us that every result will be right in every situation.

5. Rates and rules

We aim to keep tax, National Insurance, statutory payment and pension figures up to date with official sources. New rates are shown to you before they are used. You remain responsible for checking that the rules applied suit each employee.

6. Free trial, fees and payment

New accounts get a free trial (usually 30 days). After that, fees are as shown on our price list or agreed in writing. Fees are paid in advance and are not refundable except where the law says so. We may pause an account that is not paid; we will warn you first.

7. Your data

You own the data you put into Nexa Practice. For the personal data of your clients and their staff, you are the controller and we are your processor. Our Data Processing Agreement forms part of these terms. How we use the details of the people who log in is explained in our Privacy notice.

8. Security and availability

We protect data with encryption, access controls, two-step login, activity logs and backups. We aim to keep the service running at all times but do not promise it will never be interrupted, for example during maintenance or problems with our hosting provider.

9. Our liability to you

• Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law does not allow us to limit.
• We are not liable for: loss of profit, revenue, business, goodwill or savings; indirect or consequential loss; or penalties, interest, charges, back pay or claims that arise because information given to us was wrong or late, because a pay run, return or submission was not checked before it was approved, because a suggestion (including an AI suggestion) was accepted without checking, or because of the acts or failures of HMRC, pension providers, banks or other third parties.
• Our total liability to you for all claims in any 12-month period, whether in contract, negligence or otherwise, is limited to the fees you paid us in the 12 months before the event giving rise to the claim.
• If we find an error in our calculations, we will correct it promptly and help you put right any submission affected.

10. Your responsibility to us

You will cover our reasonable losses and costs from any claim by a third party (including your clients or their staff) that arises from data you supplied, from your failure to review and approve pay runs and returns, or from your breach of these terms or of data protection law.

11. Ownership of the software

We own Nexa Practice and all its code, designs and content. We give you a non-exclusive, non-transferable right to use it while your account is active. You may not copy, resell, reverse-engineer or build a competing product from it.

12. Ending the agreement

You can close your account at any time. We can end it on 30 days' notice, or straight away if you seriously breach these terms. When an account closes you have 30 days to download your data; after that we delete it, except anything we must keep by law.

13. Changes

We may update these terms. We will tell you before important changes take effect, and you will be asked to agree to the new version when you next log in.

14. Law

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Questions: [support email]