About these terms
These terms apply to TradeMate, desktop software for keeping VAT records and filing VAT returns, made by Block Software Ltd (“Block”, “we”, “us”). You can contact us at hello@blocksoftware.uk.
TradeMate is intended for VAT-registered sole traders keeping their own records in the course of their business. By installing or using it, you agree to these terms. If you do not agree, do not use it.
How TradeMate handles your data is set out in the TradeMate privacy policy, which forms part of these terms.
Your licence
We give you a personal, non-exclusive, non-transferable licence to install and use TradeMate for your own business. You may not sell, sublicense or redistribute it, or attempt to reverse engineer it except where the law allows you to.
TradeMate includes components made by other companies, which are licensed to us and used under their own terms. TradeMate remains our property; you own the records you keep in it.
Preview releases
TradeMate is currently in preview. Features may change, and some may not be finished. Features we describe as “coming soon”, including filing VAT returns with HMRC through Making Tax Digital, are not available until we release them, and we cannot promise when that will be.
Your responsibilities
TradeMate is a tool to help you keep records and file returns. It does not give tax advice. You are responsible for:
- the accuracy of what you enter, including amounts, dates and VAT rates, and for checking that each VAT return is correct before you submit it;
- filing on time and paying what you owe. TradeMate shows your deadlines as a reminder, but meeting them is up to you;
- keeping your records for as long as HMRC requires, which for VAT is at least six years;
- backing up your data. Your records are held only on your PC, so if it is lost, damaged or replaced, they go with it unless you have a copy; and
- keeping your PC secure, including a password or PIN on your Windows account, since anyone who can use your account can see your records.
If you are unsure how VAT applies to your business, ask an accountant or HMRC.
Filing with HMRC
When submitting returns is available, TradeMate will send your VAT return to HMRC only when you tell it to, after you confirm that the figures are correct. Submitting a VAT return is a legal declaration to HMRC, and it cannot be undone from TradeMate. If you find a mistake after submitting, you need to correct it with HMRC as HMRC’s guidance describes.
Filing depends on HMRC’s own systems, which are outside our control and are sometimes unavailable. HMRC may also change or withdraw its services, or the permission that lets TradeMate connect to them. If that happens, we will tell you as soon as we can, but you remain responsible for filing on time by another means if you need to.
TradeMate is not made, endorsed or approved by HMRC.
Your data
Your records belong to you. They are stored on your PC, not by us, and you can export them to Excel at any time. When you connect TradeMate to HMRC, you authorise it to send HMRC the information described in the privacy policy, including the fraud prevention information HMRC requires.
Where your records include details of your own customers and suppliers, you are responsible for handling that information in line with data protection law.
Updates and support
We may release updates to fix problems, keep TradeMate working with HMRC, or add features. Some updates may be needed to keep filing with HMRC, because HMRC changes its requirements from time to time. If you need help, email hello@blocksoftware.uk and we will do our best to help.
Our liability
We build TradeMate carefully and test its VAT calculations, but no software is free of faults. Apart from what these terms say, TradeMate is provided “as is”.
We are not liable for:
- penalties, interest or other losses caused by figures you entered, a return you submitted without checking, or a return filed late;
- losses caused by HMRC’s systems being unavailable or changing;
- loss of data that a backup would have prevented;
- loss of profit, business or opportunity, or any indirect loss.
Otherwise, our total liability to you in connection with TradeMate is limited to the greater of the amount you have paid us for TradeMate in the twelve months before the claim, and £100.
Nothing in these terms limits our liability for death or personal injury caused by our negligence, for fraud, or for anything else that cannot be limited by law, and nothing affects your rights under law that cannot be excluded.
Ending these terms
You can stop using TradeMate at any time by uninstalling it. We may end your licence if you break these terms in a way that matters. If TradeMate is ever discontinued, we will give you reasonable notice, and your records stay on your PC and can still be exported.
If these terms end, you must stop using TradeMate. The sections on your responsibilities, our liability and the general terms continue to apply.
General
We may update these terms, for example when we add features or when HMRC’s requirements change. We will change the date at the top when we do, and tell you in TradeMate about any change that materially affects you. Continuing to use TradeMate after a change means you accept it.
If any part of these terms is found to be unenforceable, the rest still applies. These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction over any dispute.