The terms on which we provide Practice Portal

Last updated 19 August 2026. Written to be read, not just agreed to.

1. Who these terms are between

Practice Portal is provided by Chivvy Ltd, registered in England and Wales (company no. 17040454), registered office 71–75 Shelton Street, London WC2H 9JQ ("we", "us"). By creating a firm account you ("the firm", "you") agree to these terms on behalf of the firm you name. If you are not authorised to bind that firm, do not create the account.

These terms are between us and the firm. Your clients use the portal under the firm's name and on the firm's instructions; they are not party to these terms and have no contract with us.

2. What the service is

Practice Portal is software: a client portal a firm brands as its own, with documents, information requests, messages, key dates, electronic signing and Companies House identity-verification prompts. It is not accountancy, legal or tax advice, and nothing in it is. Templates and starter text (including the engagement-letter skeleton) are examples of structure only; the firm is responsible for the content of anything it sends.

3. Trial, plans and payment

Every new firm gets a 14-day free trial. No payment details are needed to start. When the trial ends, the account stays but is locked to the billing page until a plan is chosen; nothing is deleted.
Plans are monthly, billed in advance by card through Stripe, at the prices shown on the pricing page at the time you subscribe, plus VAT. Each plan has limits (clients, team members) shown on that page.
You may cancel at any time from the billing page. Access continues to the end of the period already paid for; we do not refund part-months.
If a payment fails we will tell you and keep the service running for a reasonable period while you fix it. If it stays unpaid we may suspend access until it is settled.
We may change prices on 30 days' notice by email. A price change applies from your next billing period after the notice.

4. Your responsibilities

Your clients' data. You are the data controller for everything you and your clients put into the portal. You confirm you have the right to hold it and to give it to us to process on your behalf. We are your processor; the data-processing terms in section 7 apply.
Your users. You are responsible for who you give access to, for keeping their sign-in details secure, and for removing people who leave. Seats are for named individuals in your firm.
Your content. You are responsible for what you send through the portal — documents, requests, letters, messages — and for its accuracy and legality. You will not use the service to send anything unlawful, infringing or abusive, or to send marketing to people who have not agreed to it.
Your professional obligations. Engagement letters, AML checks, record keeping and filing deadlines remain your responsibility. The portal helps you do them; it does not do them for you, and it does not guarantee a filing deadline will be met.
Security on your side. Use strong passwords, keep devices secure, and tell us promptly at portal@practiceportal.uk if you think an account has been compromised.

5. Our responsibilities

We will provide the service with reasonable skill and care, keep it secure using measures appropriate to the data it holds, and tell you promptly about anything that affects your data.
We aim to keep the service available at all times but do not promise uninterrupted availability. We may take it down briefly for maintenance, and will avoid UK working hours where we can. No service-level credits apply unless agreed in writing.
We provide support by email during UK working hours.
We may improve or change features. We will not remove a core feature you rely on without reasonable notice.

6. Electronic signatures

The signing feature records a typed name, the time, the signer's IP address and browser, and a SHA-256 fingerprint of the exact wording signed, and produces a PDF certificate. This is a simple electronic signature. You are responsible for deciding whether that is sufficient for a given document; for documents that need a witnessed, advanced or qualified signature, use an appropriate method. We do not warrant that a signature will be enforceable in any particular circumstance.

7. Data processing

Where we process personal data on your behalf, the following applies and forms the data-processing agreement between us under UK GDPR Article 28:

Subject matter and purpose: hosting and operating your firm's client portal. Duration: the life of your account. Data: whatever you and your clients put in — business and personal contact details, documents, messages, Companies House officer details and identity-verification codes, signing records. Data subjects: your staff, your clients and their officers and contacts.
We process personal data only on your documented instructions (which these terms and your use of the service are), keep it confidential, and ensure our staff are bound by confidentiality.
We use the sub-processors listed in our privacy notice (currently Supabase, Netlify, Brevo, Stripe), all under written terms. We will tell you before adding one; you may object on reasonable grounds, in which case you may end the agreement.
We will help you respond to data-subject requests and to meet your security, breach-notification and impact-assessment obligations, and will tell you without undue delay if we become aware of a personal-data breach affecting your data.
Data is held in the United Kingdom (AWS London). If a sub-processor transfers data outside the UK, it is under UK-approved safeguards.
On termination we delete your data within 30 days of your account closing, after giving you the chance to export it (section 10), except what we must keep by law.
We will make available the information reasonably needed to demonstrate compliance with this section, and allow audits on reasonable notice, no more than once a year, at your cost.

8. Intellectual property

We own the software and everything about how it works. You own your firm's content and your clients' content. You give us the licence we need to host, display and transmit that content in order to provide the service, and nothing more. We may use anonymised, aggregated usage data to improve the service.

9. Confidentiality

Each of us will keep the other's confidential information confidential and use it only for the purposes of these terms. Your clients' data is your confidential information. This does not apply to information that is public, already known, independently developed, or required to be disclosed by law.

10. Suspension, termination and export

You may close your account at any time from the billing or settings pages.
We may suspend or end your access if you materially breach these terms and do not fix it within 14 days of our telling you, if payment is more than 30 days overdue, or if we reasonably believe the account is being used unlawfully. We may end the service altogether on 90 days' notice.
For 30 days after your account closes you can ask us for an export of your firm's documents and data. After that we delete it, except what we must keep by law.

11. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, fraud, or anything else that cannot lawfully be limited.
Subject to that, neither of us is liable to the other for indirect or consequential loss, loss of profit, or loss of business, and our total liability to you in any 12-month period is capped at the fees you paid us in that period (or £100 if you have paid nothing).
We are not liable for a filing deadline being missed, for the content or enforceability of any document you send, or for the acts of third-party services outside our control (including Companies House, your email provider, or your clients' devices).

12. General

These terms, the pricing page and the privacy notice are the whole agreement between us. If we agree something different in writing with a particular firm, that takes precedence.
We may update these terms. If a change matters we will email your admin users at least 30 days before it takes effect; continuing to use the service after that is acceptance. The date at the top shows the current version.
Neither of us is responsible for delay caused by events outside our reasonable control.
These terms are governed by the law of England and Wales and the courts of England and Wales have exclusive jurisdiction.

Questions: portal@practiceportal.uk.