Terms of Service
1. Who we are and what these terms cover
These terms are a contract between you and Britannia Digital Limited ("we", "us"), the maker of Quarvex, for your use of the Quarvex accounting platform at quarvex.com and app.quarvex.com, including invoicing, quotes, purchases, bank feeds and reconciliation, expenses and mileage, inventory and fixed assets, VAT returns, payroll (RTI), CIS, Self Assessment, Pay Now card payments, AI invoice scanning, reports and related services (together, the "Service"). By creating an account you accept these terms.
2. Your account
You must provide accurate information and keep your login credentials secure. You are responsible for activity under your account, including users you invite. Business plans are for business use; you confirm you are entitled to act for the company or companies you add.
3. Plans, trials and billing
- New accounts start with a 7-day free trial. No charge is taken until the trial ends. Cancel during the trial and you pay nothing.
- Subscriptions are billed monthly or annually in advance through our payment provider, Stripe. Prices are stated exclusive of VAT; VAT is added at the applicable rate.
- You can upgrade, downgrade or cancel at any time in Settings → Billing. Changes to a higher plan take effect immediately; cancellations and downgrades take effect at the end of the current billing period. Except where the law requires otherwise, payments already made are not refunded.
- Business plans have a limit on the number of companies you may own. We may ask you to move to a suitable plan if your usage exceeds it.
- Accountant and bookkeeper practice accounts are free and have no limit on the number of staff or clients. A practice is billed per client company it pays for, at the tier that client is on, monthly in advance. Each new client is free for its first 30 days, once per company. Archived clients are not billed.
- We may change prices with at least 30 days' notice. Changes apply from your next billing period.
4. Who the subscriber is
Every company on Quarvex has exactly one paying party, called the subscriber: either the business itself, or the accountancy practice that holds it as a client. The subscriber controls the subscription and the plan. Whoever the subscriber is, the business owns its own accounting data and may export it at any time, in full, including after the relationship with its accountant ends.
If you are a practice, you must agree with each client who the subscriber is, and you must tell that client how they will get their data if you stop acting for them. You are responsible for collecting your own fees from your clients. We bill the practice, not the client, for any company the practice pays for.
5. Moving a company between a practice and a client
Either side may start a transfer. The other side has 14 days to accept it. Nothing changes until they do, and the company keeps working normally throughout. We charge no fee for a transfer.
- Practice to client: from the day the client accepts, the client pays for their own plan and the practice stops being billed for that company. The practice keeps its access as accountant, free of charge, unless the client removes it.
- Client to practice: the client's own subscription ends and any unused portion already paid is refunded pro rata. The practice is billed from that day on the tier it chooses.
- If a company ends up with no subscriber, it becomes read only. The data stays and can still be exported. We do not delete it for non-payment.
6. Practice verification and your status as an agent
Before a practice account can put a client on a wholesale price, we verify one credential: an HMRC agent reference, a professional body membership number, or an HMRC anti-money-laundering supervision number. We re-check it every 12 months. If verification lapses, existing clients are unaffected and continue to be billed as normal, but no new client may be added at wholesale prices until it is renewed.
You, not Quarvex, are the tax agent. Quarvex is software. If you act for clients you are responsible for your own HMRC agent registration, your own anti-money-laundering supervision, your own engagement terms with your clients, and your own professional indemnity cover. Nothing in these terms makes Quarvex your agent or your client's agent, and we do not supervise, endorse or take responsibility for the work you do for your clients.
You may hold your own businesses, and businesses connected to you, in your practice account. They are charged at the same tier prices as any other client, with no free allowance. Giving us false information to obtain wholesale prices is a breach of these terms and we may withdraw practice pricing.
7. Filings to HMRC
The Service can prepare and submit VAT returns, RTI payroll submissions (FPS/EPS), CIS returns and Self Assessment information to HMRC using HMRC's APIs, acting on your instruction and under the authorisation you grant. You remain responsible for the accuracy and timeliness of your filings. Quarvex prepares figures from the data you enter or connect; reviewing and approving each submission is your responsibility.
8. Not accountancy or tax advice
Quarvex is software, not an accountancy firm. Nothing in the Service, its outputs or estimates (including tax estimates) is accountancy, tax or legal advice. For advice on your circumstances, consult a qualified professional.
9. Bank feeds
Bank connections are provided through a regulated open-banking provider. You authenticate directly with your bank; Quarvex never receives or stores your online-banking credentials. You can revoke a bank connection at any time in the Service or with your bank.
10. Pay Now payments
Pay Now uses Stripe Connect. Card payments are processed by Stripe under Stripe's own terms, into your connected Stripe account. Stripe's processing fees are set by Stripe and are your responsibility. Quarvex is not a party to the payment between you and your customer.
11. Your data
Your accounting data belongs to you. We host it securely, back it up, and process personal data as described in our Privacy Policy. You can export your data at any time. If your subscription ends, we retain your data for a reasonable period so you can export it, after which it may be deleted.
12. Acceptable use
You must not use the Service unlawfully, attempt to breach its security, resell it without our agreement, or upload content that is malicious or infringes others' rights. We may suspend accounts that put the Service or other customers at risk.
13. Availability and changes
We aim to keep the Service available at all times but do not promise uninterrupted operation. Dependencies such as HMRC's systems, banking providers and Stripe may affect specific features. We improve the Service continually and may add, change or withdraw features; if we withdraw something material, we will give reasonable notice.
14. Liability
Nothing in these terms excludes liability that cannot be excluded by law. Subject to that, we are not liable for indirect or consequential loss, loss of profit, or losses arising from inaccurate data you entered, missed filing deadlines, or decisions made in reliance on estimates. Our total liability in any 12-month period is limited to the fees you paid us for that period.
15. Ending the agreement
You can cancel at any time as described in section 3. We may end the agreement with 30 days' notice, or immediately for serious breach or non-payment. Sections that by their nature survive (including data export, liability and governing law) continue after termination.
16. General
These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction. If any part of these terms is found unenforceable, the rest remains in effect. We may update these terms; material changes will be notified in the Service or by email, and continued use after the effective date constitutes acceptance.
17. Contact
Britannia Digital Limited · Registered in England & Wales, company number 17253824 · support@quarvex.com