1. Mutual Confidentiality

1.1 Definition of Confidential Information
“Confidential Information” means any non-public information disclosed by one party (the “Discloser”) to the other party (the “Recipient”), whether orally, electronically, or in writing, that is identified as confidential or that should reasonably be understood to be confidential given the nature of the information and the circumstances of disclosure.

Confidential Information may include, but is not limited to, business information, client data, financial information, service details, pricing, software functionality, user interface design, and other proprietary information relating to the Taxflex platform and services.

1.2 Protection of Confidential Information
The Recipient agrees to:

• Use reasonable care to protect the Confidential Information from unauthorised disclosure or use, which shall be no less than the level of care used to protect its own confidential information.
• Use Confidential Information solely for the purposes of providing or receiving services under this Agreement.
• Not disclose Confidential Information to any third party except to employees, contractors, or professional advisers who require access to such information for the purposes of performing services and who are bound by confidentiality obligations no less protective than those contained in this Agreement.

1.3 Exclusions
Confidential Information does not include information that:

• Becomes publicly available through no breach of this Agreement.
• Was lawfully known to the Recipient prior to disclosure by the Discloser.
• Is lawfully received from a third party without breach of any confidentiality obligation.
• Is independently developed by the Recipient without reference to or use of the Confidential Information.

If the Recipient is required by law, regulation, or court order to disclose Confidential Information, the Recipient shall, where legally permitted, provide the Discloser with prompt notice in order to allow the Discloser the opportunity to seek a protective order or other appropriate remedy.

2. Scope and Updates to These Terms

These Terms of Service (“Terms”) govern your access to and use of the services provided by Taxflex Ltd (“Taxflex”, “we”, “us”, or “our”), including any services provided through our website, online platform, client portal, or related software systems used to deliver our services.

The terms “you”, “your”, “client”, or “customer” refer to the individual or entity using Taxflex services or accessing the Taxflex platform.

Taxflex provides accounting and tax-related services, including tax registrations, tax return preparation and submission, and related support. These services are provided on a pay-as-you-go basis, unless otherwise agreed in writing.

Taxflex Ltd is registered in England and Wales under Company Number 13936504 with its business and registered address at: Unit B, Formal Tailors 1885 Ltd, Roseville Road, Leeds, England, LS8 5DR.

These Terms apply whenever you use our services, whether on a trial basis, through a paid subscription or pay-as-you-go service or create an account, access our platform, or purchase any service through our website www.taxflex.co.uk.

We may update these Terms from time to time to reflect changes to our services, legal requirements, or business practices. Where we make material changes, we may notify users via our website or platform. Your continued use of our services after such updates constitutes acceptance of the revised Terms.

3. Fair Usage Policy

Taxflex aims to provide a reliable and responsive service to all clients. To ensure that our services remain fair and accessible, clients are expected to use the platform, communication channels, and support services in a reasonable and proportionate manner.

Fair Usage means using Taxflex services in a way that is consistent with the normal and intended use of the service by other clients. This includes reasonable communication with our team and the provision of information required to complete the requested services.

Taxflex reserves the right to determine, at its sole discretion, what constitutes unreasonable or excessive use of the service. Examples may include, but are not limited to, excessive messaging or support requests unrelated to the services purchased, repeated requests for the same information, or behaviour that disrupts the delivery of services to other clients.

Where a client’s usage is considered excessive or unreasonable, Taxflex may limit support, request that communication be consolidated, or in serious cases suspend or terminate services in accordance with these Terms.

4. Taxflex Services

4.1 Third party platforms
Taxflex uses secure third-party platforms, including client portals and software systems, to provide services and communicate with clients. By using our services, you acknowledge that your information may be processed or stored on such platforms where necessary for service delivery.

4.2 Tax Registration
For the purposes of these Terms, “Tax Registration” refers to the registration of a client with HMRC for tax purposes, including Self Assessment registration and VAT registration.

Where a client requests a Tax Registration service, Taxflex will prepare and submit the relevant application to HMRC using the information provided by the client.

The information used to complete the application will be based on the details supplied by the client through the Taxflex platform, online forms, email, or other written communication.

Once the application has been submitted, HMRC will review the request and determine whether the registration is approved. Taxflex does not control or influence HMRC’s decision and cannot guarantee that an application will be accepted.

If the registration is approved, HMRC will typically issue the relevant confirmation and tax reference details (such as a UTR number or VAT number) directly to the client.

Taxflex is not responsible for any delays, rejections, or requests for additional information made by HMRC, nor for errors arising from incorrect or incomplete information provided by the client.

4.3 Tax Returns
For the purposes of these Terms, “Tax Returns” refers to the preparation and submission of Self Assessment Tax Returns and VAT Returns to HMRC.

Taxflex will prepare Tax Returns based on the information provided by the client. This information may include, but is not limited to, expense records, invoices, financial documents, and information submitted through the Taxflex platform, online forms, email, or other written communication.

Once the Tax Return has been prepared, Taxflex will provide the client with a summary of the return for review and approval. Taxflex will not submit any Tax Return to HMRC until the client has confirmed that the information is accurate and approved the submission.

All applicable service fees must be paid before any Tax Return is submitted to HMRC.

Self Assessment Tax Returns. When a client requests a Self Assessment Tax Return service, Taxflex will aim to prepare the return within six (6) weeks of receiving: payment for the service, the completed client questionnaire, and all information and documents required to prepare the return.
VAT Returns. When a client requests a VAT Return service, Taxflex will aim to prepare the return within two (2) weeks of receiving: payment for the service, and all information and documents required to prepare the return.

Once the client has approved the prepared return, Taxflex will submit the Tax Return to HMRC electronically on the client’s behalf.

If Taxflex does not receive the client’s approval within five (5) working days of the relevant HMRC filing deadline, Taxflex cannot guarantee that the return will be submitted on time. In such cases, the client remains responsible for any late filing penalties, interest, or charges imposed by HMRC.

If Taxflex is unable to complete a Tax Return within the timeframes outlined above due to delays in receiving required information or other circumstances outside our control, we will notify the client and provide an updated estimated timeframe for completion.

HMRC is responsible for processing submitted Tax Returns. Taxflex is not responsible for delays, enquiries, or decisions made by HMRC following submission.

4.4 Tax deregistration
For the purposes of these Terms, “Tax Deregistration” refers to notifying HMRC that a client wishes to end or cancel their tax registration. This may include Self Assessment deregistration and VAT deregistration.

Where a client requests a Tax Deregistration service, Taxflex will prepare and submit the relevant deregistration request to HMRC using the information provided by the client.

The information used to complete the deregistration request will be based on the details supplied by the client through the Taxflex platform, online forms, email, or other written communication.

Once the request has been submitted, HMRC will review the application and determine whether the deregistration is accepted. Taxflex does not control or influence HMRC’s decision and cannot guarantee that a deregistration request will be approved.

HMRC may issue confirmation of the deregistration directly to the client and may request additional information where required.

Clients remain responsible for submitting any outstanding tax returns or payments required by HMRC prior to or following deregistration.

Taxflex is not responsible for any delays, decisions, or requests for further information made by HMRC, nor for errors arising from incorrect or incomplete information provided by the client.

5. Accountancy Advice

Taxflex may provide general accounting and tax-related guidance to clients in connection with the services provided under these Terms.

Any advice provided by Taxflex is based on the information supplied by the client and is intended solely to support the preparation and submission of tax registrations, tax returns, or related services.

Clients remain responsible for their own financial decisions and tax affairs, including any actions taken based on information or guidance provided by Taxflex.

Taxflex does not provide legal, investment, or regulated financial advice. Where a matter requires specialist support outside the scope of our services, we may, with the client’s consent, refer the client to an appropriate third-party professional or service provider.

6. Client Responsibilities
To enable Taxflex to provide services effectively, clients agree to the following responsibilities.

6.1 Cooperation and Information

Clients must:

• Cooperate with Taxflex and follow all reasonable instructions related to the provision of services.
• Provide accurate, complete, and up-to-date information required for the preparation of tax registrations and tax returns.
• Promptly respond to requests for information or clarification where required.

Taxflex relies on the information provided by the client and is not responsible for errors, penalties, or additional liabilities arising from inaccurate or incomplete information supplied by the client.

6.2 HMRC Authorisation and Accounts
Where required to provide services, clients must:

• Create and maintain an HMRC Business Tax Account where applicable.
• Enrol for Making Tax Digital (MTD) where required for VAT.
• Authorise Taxflex to act as their agent for the purpose of submitting tax returns or communicating with HMRC.

Failure to provide the necessary authorisation may prevent Taxflex from delivering the requested services.

6.3 Deadlines and Submission Requirements

Clients must provide all information required to complete tax filings within the following timeframes:

VAT Returns: Full and complete information must be provided at least two (2) weeks before the HMRC filing deadline.

Self Assessment Tax Returns: Full and complete information must be provided at least four (4) weeks before the HMRC filing deadline.

If the required information is not provided within these timeframes, Taxflex cannot guarantee that submissions will be completed before the HMRC deadline. The client remains responsible for any resulting late filing penalties, interest, or charges imposed by HMRC.

6.4 Acceptable Use of Services

Clients must not:

• Use Taxflex services for any unlawful or fraudulent purpose.
• Attempt to hack, disrupt, or interfere with the operation of the Taxflex platform or services.
• Copy, distribute, or resell any part of the Taxflex service without permission.
• Offer gifts, payments, or incentives to Taxflex employees or representatives in connection with services provided.

Failure to comply with these obligations may result in the suspension or termination of services in accordance with these Terms.

7. Charges and Payments

7.1 Fees – Pay-as-You-Go Pricing
Taxflex operates on a pay-as-you-go basis. Clients pay a fixed fee for each service requested.

The applicable fee for each service will be displayed on the Taxflex website or communicated to the client before the service begins.

Unless otherwise stated, payment must be received before Taxflex begins or submits any work on behalf of the client.

7.2 Additional Charges and Payment Methods

Additional charges may apply for services that fall outside the standard scope of work. Examples may include, but are not limited to:

• preparation of overdue tax returns
• complex tax situations requiring additional work
• additional services requested by the client

Where additional charges apply, Taxflex will inform the client and obtain agreement before commencing the additional work.

Payments may be made through secure online payment links, payment processors, or other payment methods approved by Taxflex.

7.3 Late Payments and Service Suspension

Taxflex will not begin or submit services until full payment for the requested service has been received.

If payment is not received within the requested timeframe, Taxflex reserves the right to delay or suspend services until payment has been made.

Repeated failure to complete payment for requested services may result in the refusal of future services or termination of the client relationship.

7.4 Website Discounts

From time to time, Taxflex may offer promotional discounts on services displayed on the website.

These discounts are typically offered to new customers, defined as individuals who have not previously purchased any services from Taxflex Ltd.

If a promotional discount is removed from the website, the standard service fees displayed on the website will apply.

Clients who have previously purchased one or more services from Taxflex may be considered existing customers and may not be eligible for certain promotional discounts.

7.5 Partner Promotions and Discount Codes

Taxflex may partner with third parties who offer promotional discount codes for Taxflex services.

Where a valid partner discount code is applied by a new customer, the discounted price will apply to the relevant service or services as specified in the promotion.

Unless otherwise stated, discount codes apply only to the initial purchase and standard service fees will apply to any future services requested by the client.

Taxflex reserves the right to withdraw or modify promotional offers or discount codes at any time.

7.6 Payment Processing

Taxflex may use third-party payment processors to securely process payments for services. These may include providers such as Stripe or similar secure payment platforms.

By making payment for services, the client acknowledges that payment information may be processed through such third-party providers in order to complete the transaction.

8. Anti-Money Laundering (AML) Compliance
Taxflex complies with:

• The Money Laundering, Terrorist Financing, and Transfer of Funds (Information on the Payer) Regulations 2017
• The Proceeds of Crime Act 2002
• The Terrorism Act 2000

Identity verification checks will be conducted before and during the service period. A soft credit footprint may be placed on your credit file but will not impact your credit rating.

If we are unable to verify your identity, we reserve the right to deny service.

9. Termination

9.1 Termination by Taxflex

Taxflex may suspend or terminate the provision of services immediately if:

• The client fails to pay agreed fees.
• The client behaves in an abusive or inappropriate manner toward Taxflex staff.
• The client excessively uses services beyond reasonable limits under the Fair Usage Policy.
• The client fails to respond to repeated requests for required information or documentation.
• The client repeatedly misses deadlines or fails to meet obligations outlined in these Terms.
• The client provides false, misleading, or incomplete information.
• The client ceases to be a UK tax resident where services are limited to UK tax matters.

Where appropriate, Taxflex may provide notice before terminating services; however, Taxflex reserves the right to terminate services immediately where necessary.

9.2 Termination by Client

Clients may stop using Taxflex services at any time.

As Taxflex operates on a pay-as-you-go basis, clients are not required to maintain an ongoing subscription or contract in order to stop using the service.

Where a client requests termination while work is already in progress, Taxflex may stop work immediately. In such cases, the client will remain responsible for any services already completed or commenced.

9.3 HMRC Responsibilities Following Termination

Termination of services with Taxflex does not affect the client’s obligations to HMRC.

Clients remain responsible for:

• submitting any outstanding tax returns,
• paying any tax liabilities due, and
• completing any required tax deregistration processes.

If the client wishes Taxflex to handle any remaining tax filings or deregistration services, this must be requested as a separate paid service.

9.4 Refunds

All service fees paid to Taxflex are non-refundable, except where required by applicable law.

Once a client has purchased a service and work has commenced, no refunds will be issued, regardless of whether the client chooses to terminate the service early or requests cancellation.

Where services are terminated by Taxflex in accordance with clause 9.1, any fees already paid for services that have commenced remain non-refundable.

This policy reflects the allocation of professional time, resources, and preparation work required to deliver Taxflex services once a service has been requested and work has begun.

10. Legal Disclaimer

While Taxflex assists clients with tax registrations, tax returns, and related matters, clients remain fully responsible for their own tax affairs.

This includes responsibility for:

• the accuracy and completeness of all information provided to Taxflex,
• meeting HMRC deadlines, and
• paying any taxes, interest, penalties, or other liabilities due to HMRC.

Taxflex prepares tax filings based solely on the information supplied by the client and does not independently verify the accuracy of that information.

Taxflex is not responsible for any losses, penalties, interest, or additional liabilities arising from incorrect, incomplete, or late information provided by the client.

11. Limitation of Liability

To the fullest extent permitted by law, Taxflex shall not be liable for any indirect, incidental, consequential, or special damages arising from the use of our services.

Taxflex’s total liability in relation to any claim arising from services provided shall be limited to the amount paid by the client for the specific service giving rise to the claim.

Taxflex shall not be liable for:

• delays, errors, or decisions made by HMRC,
• penalties or interest resulting from late or incomplete information provided by the client,
• failures to meet HMRC deadlines where required information was not provided within the timeframes specified in these Terms, or
• events beyond Taxflex’s reasonable control.

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

12. Governing Law

These Terms of Service and any disputes arising from or relating to the use of Taxflex services shall be governed by and interpreted in accordance with the laws of England and Wales.

Any disputes arising in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.