The purpose of this schedule and the Standard Terms of Business is to set out the basis on which we are to provide access to a secure client portal via the Cloud, provided by the third-party software provider stated in Key Facts (the ‘Cloud Supplier’), and to clarify our respective responsibilities in respect of that service. You agree that access will be provided to both the firm and the Cloud Supplier.
Details of the Cloud Supplier are provided in Key Facts.
1.1 You control which documents are uploaded to the portal and for removing them when they are no longer needed.
1.2 If you need to send/process personal data, you will provide us with appropriate contractual assurances that you have secured consents to do so.
1.3 You will provide us with a list of approved users, and will be obliged to keep all usernames, passwords and any additional authentication measures required for access secure and not shared with unauthorised individuals.
1.4 You undertake to use the system for acceptable use, which includes:
1.5 You are responsible for:
1.6 If one of your staff who has access to the portal leaves or is no longer authorised to access the portal, you are responsible for asking the firm to remove their user ID and password if you do not have the administrative rights to do so. You must give us sufficient notice to be able to make the change on your behalf if you are not able to do this directly.
1.7 If you determine to cease using the services of the firm, you will inform the firm immediately.
2.1 We will provide a free voluntary client portal service to allow the secure exchange of documents between the firm and its client, as well as ongoing client access to certain documents (which may include confidential documents) created or maintained by the firm.
2.2 We shall maintain commercially reasonable and appropriate security measures, including administrative, physical and technical safeguards, to protect against unauthorised or unlawful access to data in the portal and against accidental loss, destruction of or damage to the data.
2.3 We undertake to use all reasonable endeavours to obtain from the Cloud Supplier a signed confidentiality agreement with the firm to ensure compliance with the relevant clauses in the firm’s standard terms of business concerning our fees, confidentiality, internet communication, all relevant data protection law and general limitation of liability.
2.4 We are responsible for keeping all usernames, passwords and any additional authentication measures required for access secure, and not shared with unauthorised individuals.
2.5 The firm cannot be held liable for any failures to deliver services due to transmission errors or unavailability of internet networks, or due to the failure or unavailability of any Cloud Supplier infrastructure. We are also not liable for any loss of or corruption to your data or if the service is interrupted due to your breach of Cloud Supplier terms. However, we will liaise with them to help ensure that normal service is resumed as soon as possible.
2.6 We will ensure only authorised staff are provided access.
2.7 On receiving notification of the decision to cease using our services, we will immediately cancel all user access to your portal and discuss with you the way ahead.
2.8 The firm reserves the right to modify these terms and conditions under which the portal is offered, and will provide you with due notice before implementation.
Effective Date: 24 July 2025