Terms of Use

Quantify.tax terms of use

Scope of service, Terms & Conditions, Acceptable Use and Privacy Policy (together the “Agreement”)

SCOPE OF SERVICE

About Quantify.tax

Quantify.tax is a software platform for UK companies prepare claims for innovation incentive funding from HM Revenue and Customs through the tax system (either through R&D tax relief, R&D tax credits, R&D Expenditure Credit or a combination of those incentives). Depending which fee package you select, the Quantify.tax service consists of:

self-guided software only service;
self-guided use of the software platform with a review by Quantify.tax;
adviser-led claims process with your claim build in Quantify.tax, or
by your accountant under our partner programme.

Who does what?

Quantify.tax will help you prepare a calculation of your R&D tax relief claim and a report supporting the claim (the “Purpose”). Our work is entirely based on the information you provide us and so you take responsibility for the claim being accurate and complete. R&D tax relief is claimed by including the relevant figures on your company’s corporation tax return. We will provide you with a note explaining the changes to be made to your corporation tax return, which would normally be made by your accountant. You are responsible for approving the changes to your tax return and submitting the claim to HM Revenue and Customs.

Only UK companies can claim R&D tax incentives from HM Revenue and Customs.

We may, at our discretion and at any time, decline to handle or stop handling your R&D tax claim.

How much support can I expect?

You can select different levels of service when you sign up for Quantify.tax and you can switch between packages as you go.

IMPORTANT NOTE – Quantify.tax is not a no-win, no-fee service. It is a software platform with varying levels of support and you pay for the use of the platform rather than paying us a percentage of your claim value.

If you chose the self-guided package, you will have access to the Quantify.tax platform which you can use to build your R&D claims. This is a software led service and has been designed by our tax experts to be a straight-forward, self-explanatory process. This is primarily intended for businesses that have made previous R&D claims and are familiar with the process.

If you chose the self-guided service with a review, you will have access to the Quantify.tax platform to build your R&D claims, and when you’re ready to submit the claim, one of our team of experienced R&D tax advisers will review the claim and provide you with constructive feedback. This is carried out as a ‘traffic light’ review, i.e. we will let you know if it is ready to go, needs work or if it should be stopped (which would be if you have not set out any qualifying activities). We review R&D claims and provide feedback on whether or not the supporting documentation for your claim is in line with the tax legislation, HM Revenue and Customs practice and the Department of Business Innovation & Skills guidance on R&D. This review service does not involve us writing your claim for you; if that is the level of support you are looking for, you should choose the adviser-led service.

If you chose the adviser-led service, a Quantify.tax adviser will discuss your business with you, identify areas of qualifying activities that you may have, and will then build your R&D claim for you using the Quantify.tax platform. We aim to strike a commercial balance between the amount of your time we take up and the value of your claim.

We do not guarantee that HM Revenue and Customs will process your R&D claim as submitted. HM Revenue and Customs regularly make enquiries into claims for R&D tax incentives and in the event that is the case the value of your claim may be adjusted. We will assist in any HM Revenue and Customs enquiries into your R&D claim by providing details of the information we hold that has been used in the preparation of your claim.

What are the fees?

The fee levels are based on the amount of support you ask for. You can switch between different level of support from time to time, typically only once a claim has been produced.

The fee packages are:

PCM Annual Annual

Monthly PCM Total

Self-guided use of the Quantify.tax platform £40 £36 £432
Self-guided use with pre-submission review £100 £90 £1,080
Adviser-led service £450 £405 £4,860

All prices are exclusive of VAT. Billing can be monthly or annual. A 10% discount on the pricing set out above is offered to companies that pay annually.

Use of Quantify.tax

Selecting a pricing package and clicking “Accept” to the terms and conditions of use and / or continuing to use Quantify.tax, signifies the acceptance of the following requirements by you as the company for which the R&D claim is prepared and also to the individual users (the ‘User(s)’) of the system:

You (the company) and Users are aware that the validity of your R&D claim depends on the accuracy of the information provided and you and Users will input accurate data into Quantify.tax and will provide complete and accurate replies to any questions in the preparation of your R&D claim;
The User(s) are authorised by you (the company), as your directors, staff or representatives, to use Quantify.tax and to provide us with the information required to produce the R&D claim;
You (the company) are responsible for telling us when a User is no longer authorised to use Quantify.tax;
You agree to provide us with any information we request within a reasonable time frame;
You agree to make sure your R&D claim is filed with HM Revenue and Customs within 2 years of the end of the accounting period to which the claim relates;
You agree to only use Quantify.tax to prepare a R&D claim for your company and not for any other company or companies;
You agree that the reports provided by Quantify.tax shall only be used for the Purpose and shall not be used for any other reason.

We are not required to check the validity of any information you or Users provide us with.

Our systems have been built in line with current practice at the time of our last computational update. The law and practice in relation to R&D tax incentives changes from time to time. We make no representation that the system reflects any changes in law or practice after the date of our last computational update which was October 2019.

HM Revenue and Customs enquiries

HM Revenue and Customs regularly enquire into corporation tax returns and can request wide-ranging information to substantiate a claim and this can both delay processing a claim and affect the value of the claim. It is open to HM Revenue and Customs to take a different interpretation of the facts presented in a n R&D claim to that which we place on them (in the event you have selected a review service or an adviser-led service) and for a different interpretation of the law or guidance to be applied. In the event of HM Revenue and Customs enquiries we will handle your HMRC enquiry by providing you and / or your accountant (as you direct) with information as to how the claim has been put together. You should consider taking tax fees insurance to cover the cost of any further enquiries or disputes that may arise with HMRC in the event that HMRC takes a different interpretation of the facts, law or practice to that which we have applied.

Your information

It is necessary for us to be able to produce your R&D claim for you for us to hold the data you provide us with in our databases and to process it in order to produce the claim and supporting documentation. You agree that we hold your data in this way and that we can also produce reports based on your data, combined with data of others, in a way in which you cannot be identified. We will take appropriate security measures to protect your confidentiality in relation to the data we hold for you.

TERMS & CONDITIONS

This Agreement is made between Quantify R&D Limited, a company registered in England and Wales (number 08679284) with registered office at Clavering House, Clavering Place, NE1 3NG (“us”, “our”, “we”) and the company and / or User(s) using the Service (“you”, “your”).

The following terms and conditions are incorporated into the Agreement and apply to your use of Quantify.tax (the “Services”):

This Agreement shall begin when you click “Accept” in relation to these terms and conditions (the “Terms”) or otherwise continue to use Quantify.tax (“Commencement”). This Agreement shall end by notice from either party or as otherwise set out below. We reserve the right to cancel the Agreement for any reason at any time.
Use of Quantify.tax is subject to accepting these Terms.
The services we will provide are the production of information to support a claim for R&D tax relief, R&D tax credits and / or R&D Expenditure Credit, based on the information provided to us by you and your Users. We will carry out the Services with reasonable skill and care. Your Services are provided solely for your benefit and cannot be relied on by anyone else.
We can amend the Terms at any time by posting new terms on the Quantify.tax website. Use of Quantify.tax after we have posted new Terms will indicate acceptance of those Terms.
You can only rely on the final version of our review and advice work, signed off by Quantify.tax. Draft versions and any oral advice provided cannot be relied on.
In using Quantify.tax you agree to ensure that all information provided to us is complete and accurate, provided promptly and that any assumptions are made on a reasonable basis.
Our role is only to process the information you provide us with. You accept that inevitably this may mean costs and / or activities which may have formed the basis of a claim for R&D tax relief, R&D tax credits or R&D Expenditure Credit are not included in your R&D claim.
Our Services do not extend to verifying the data you provide us with, nor looking to identify fraud or misrepresentations.

Fees

You agree to pay a monthly or an annual fee for the Services as set out below (the “Fee”):
1. self-guided claims £40 per month + VAT or £432 annually + VAT

self-guided claims with a review £100 per month + VAT or £1,080 annually + VAT

adviser-led claims £450 per month + VAT or £4,860 annually + VAT

Payment terms
1. Payment is due monthly or annually, depending on the pricing package you select when you sign up. Packages can be varied by agreement, typically after a claim has been made.
Cancellation
1. You can cancel your Quantify.tax subscription at any time. You will not be entitled to a refund in the event that you cancel your subscription. If you cancel your subscription your data will be deleted.

Confidential Information

We agree to use your confidential information only for the purposes of carrying out this Agreement.
We will keep your data confidential; however you specifically authorise us to release your data to you, your Users, other members of your corporate group, your accountant, HM Revenue and Customs and any sub-contractors or consultants that we use, in each case only for the purposes of clarifying and / or processing your R&D claim.
We may refer to you as a client, without disclosing confidential information, and may use your logo in marketing literature, presentations and on our website. If you are not happy about this you must inform us by sending an email to info@quantify.tax or writing to us at Clavering House, Clavering Place, NE1 3NG.
The reports and supporting documents we produce for you are confidential and should not be disclosed other than to make your R&D claim.

Acceptable use

Use restricted to making R&D claims
1. You must only use Quantify.tax for the Purpose and must not upload any information to Quantify.tax for anything which is not part of the Purpose. You and your Users must not upload any information to Quantify.tax which infringes anyone else’s intellectual property rights, anything which is threatening, defamatory, offensive, inappropriate or which could be perceived as such. You and your Users must not upload anything which may harm the integrity of our software systems, violates any laws, regulations or confidentiality agreements that you have entered into.
2. You and your Users must only use Quantify.tax for the Purpose and must not use it for any other reason. You accept responsibility for any of your Users accessing, or attempting to access, any part of Quantify.tax for any other reason than carrying out your R&D claim. You and your Users must not modify Quantify.tax, create any derivative works, decompile, reverse engineer or otherwise copy or derive the source code for our software. You and your Users must not misuse Quantify.tax, nor attempt to remove our branding, affect the CSS, sell, lease, rent, white label, redistribute or otherwise use Quantify.tax in a way other than for the production of your own R&D claim. You and your Users must not attempt to undermine the integrity of our systems, attempt to find flaws in our security or our systems and networks.
Quantify.tax retain IP
1. We retain all intellectual property in Quantify.tax, any information held within our databases and any reports or supporting documents produced by Quantify.tax and any such reports or supporting documents are provided to you by way of a non-transferable licence to use the reports and / or supporting documents only for the purposes of claiming R&D tax relief, R&D tax credits or R&D Expenditure Credit.

Data protection

You agree that we may hold and process your personal data for the purposes of providing the Services, administrative and marketing purposes, risk management purposes and for normal commercial use.
You agree that we may release your personal data to our subcontractors for the purpose of carrying out the Services.
To the extent that we act as a data processor in relation to data related to you we will act on your lawful instructions and in accordance with the Data Protection Act 1988.
We use a third party cloud-based provider of data hosting. You agree that any data uploaded to Quantify.tax will be transferred to our third party hosting provider. This means your data could be hosted outside of the UK and outside of the EEA in countries that do not have the same level of personal data protection. You acknowledge this and agree that Quantify.tax shall have no liability for any loss of data, breach of data, unavailability of data, suspension of service or otherwise, whether caused by accident, deliberate act or omission on our part or that of any such data host.
We may use data hosting outside of the UK and outside of the EEA in which case data may be transferred outside of the UK or outside of the EEA. If we do we shall only do so in a country which provides an adequate level of personal data protection or under an agreement covering the EU requirements for personal data transfers to data processors outside the EEA.
We make no warranty as to the availability of Quantify.tax or the availability of data within our databases. It is important that you keep copies of all data that you put in Quantify.tax in case we are temporarily or permanently unable to provide it to you for any reason.

Limitation of our liability

You agree that we have no liability in relation to any of the following:
1. Loss, corruption, erasure or lack of availability of data in Quantify.tax;
2. Not being able to access all or part of Quantify.tax, whether through technical problems or by being locked out;
3. Loss of time, profit, opportunity or unavailability of any anticipated benefit of using Quantify.tax;
4. Any form of consequential loss related to the use of Quantify.tax.
Cap on liability
1. You agree that in the event we have any liability to you in relation to the Services, our liability is capped at the greater of £150,000 or 3 times our fee in relation to the accounting period to which your R&D claim relates, with each R&D claim being treated separately for these purposes.
2. This Agreement shall not limit our liability in the event of death or personal injury caused by negligence, fraud or anything else that cannot be limited by law.
3. You agree that any claims shall be brought only against Quantify R&D Limited and not against any individual involved in Quantify R&D Limited or in the delivery of the Services.
Neither party shall be liable for any matters arising outside of its reasonable control.
You may only bring a claim against Quantify R&D Limited within 2 years of the time at which you were aware, or reasonably ought to have been aware, of the matter giving rise to the claim and in any event you may not bring a claim for any matter arising under this Agreement more than 4 years after the event or omission giving rise to any such claim.

Termination

Quantify.tax may end this Agreement at any time, for any reason, without notice.
Quantify.tax may suspend the Service at any time, for any reason, without notice.
You may terminate this Agreement on 60 days’ written notice sent to our registered office or by email to info@quantify.tax
You agree to pay any Fees due immediately on termination of this Agreement.

Complaints

If you have any complaints about Quantify.tax please let us know. We want Quantify.tax to be as good as possible and will always be grateful for suggestions as to how we can improve our service.
If you are not satisfied with our service please contact Simon Briton, Director, who can be contacted at our registered office. Simon can be emailed at firstname @quantify.tax

General terms

This Agreement is the entire agreement between the parties in relation to the Services. You may not rely on any statements, representations or discussions outside of this Agreement.
Any of the Terms that refer to rights or obligations after the termination of this Agreement shall survive the termination of this Agreement.
This Agreement does not provide any rights to anyone other than the parties to the Agreement. A person that is not a party to this Agreement does not have any rights under the Contracts (Rights of Third Parties Act) 1999.
You may not assign the benefit of this Agreement. We may transfer our rights and / or obligations under this Agreement to a third party by way of a transfer (of all or part of our business) or assignment of the relationship with you. If we do so we will notify you of the transfer or assignment and we will have no obligations to you from the date of such transfer or assignment.
The Services are not provided by a law firm and are not regulated by the Solicitors Regulation Authority (SRA).
The Services are not provided by an accountancy firm and are not regulated by the Institute of Chartered Accountants of England and Wales (ICAEW).
Quantify R&D Limited is proud to be a firm of Chartered Tax Advisers, registered with the Chartered Institute of Taxation.

ACCEPTANCE OF TERMS

By clicking “Accept” or otherwise continuing to use Quantify.tax I confirm that I am authorised to accept the Terms of this Agreement on behalf of the company, I have read the Terms and I accept them on behalf of the company.

Quantify.tax is a trading style of Quantify R&D Limited. Registered in England & Wales under company number 08679284. Our registered office is at Clavering House, Clavering Place, NE1 3NG

Website Privacy Notice

At Quantify we respect and protect your privacy.

Quantify R&D Limited is the data controller responsible for your personal data in respect of Quantify.tax. We have appointed a data privacy manager who is responsible for all privacy matters related to our platform and our website. If you have any questions about your data or our use of data, please contact Simon Briton at our registered office address.

This privacy policy sets out when we collect personal information about people who visit our website and what the purpose of collecting it is. This policy also sets out how we use it and how we may disclose it to other organisations.

Quantify is a cloud based software service. We have a distributed team that work flexibly and we’re headquartered in Newcastle upon Tyne. Businesses use the Quantify.tax platform to cmake R&D claims as part of their innovation finance strategy.

What information do we collect about you?

Personal information means any information that may be used to identify you, such as, your name, title, phone number, email address or postal address. We obtain information about you when you use our website, for example when you contact us about products and services, if you opted to receive regular newsletters or if you’re a registered user of the platform.

Personal data does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
Contact Data includes billing address, delivery address, email address and telephone numbers.
Financial Data includes bank account and payment card details.
Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
Usage Data includes information about how you use our website, products and services.
Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We may also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

How we collect data about you

We collect data directly from you if you enter it into our system. We automatically collect technical data such as the device that you use; that information is provided through third party analytical tools. We may also receive information about you from your accountant, from your employer (if your employer is a company that has signed up for the platform) and from Companies House.

How will we use the information about you?

We pride ourselves on acting fairly and lawfully, and this extends to how we use your information. We will not sell or rent your information to third parties, nor will we share your information with third parties for marketing purposes.

We may pass your information to our third party service providers, agents, subcontractors and other associated organisation for the purposes of completing tasks and providing services to you on our behalf; however, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes. Please be assured that we will not release your information to third parties for them to use for their own purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.

We may use your information to:

Send you communications which you have requested and that may be of interest to you.
To provide the services that you sign up for through the platform
To notify you of changes to our services

We’re not in the business of marketing other people’s products or services to people using our platform and so we don’t profile your data in that way. We don’t match it with data coming in from other sources, other than to the extent necessary to help build your R&D claim and to identify you. We may carry out electronic identification checks on you in order to meet our regulatory requirements and to be sure who we’re dealing with. We purge that data from our systems once we are no longer required to keep it, typically through an annual sweep. We may pull in information from your accountants (such as your accounts or payroll information, to the extent that it is needed to support your R&D claim) and we may pull in information from Companies House to support the services that we’re carrying out for you.

Marketing

R&D claims – that is what we’re here for, and hopefully that is what you’re here for too. If you’ve registered an interest in Quantify and asked us to send you updates, we’ll do that. Unlike a lot of other businesses in the R&D sector, we’re not going to try to push other services to you. We’re not an accountancy firm and if you wanted insurance or a will we’re pretty sure you’ve just accidentally clicked on our website so we’re not going to stalk you. If you sign up as a client we’ll carry on sending you updates but they will be more aimed at giving you hints and tips on your R&D claim rather than selling our service. If you want, you can change your communications preferences at any time by contacting our Privacy Team.

If you have opted out of receiving future publications from us, your contact details will remain on our opt-out list to prevent you from receiving any further publications from us.

Access to your information

You can see all of the information that we have about you through your portal in the platform. If any of that is incorrect or out of date, please let us know and we’ll correct it.

Under Data Protection laws you have the right to request access to your personal information, to request that we stop using it, that we transfer it, and you have the right to withdraw your consent to our use of your data. You can usually exercise these rights without charge; however we reserve the right to charge if your request is clearly unfounded, repetitive or excessive. In these circumstances, we may also refuse to comply with your request. If you do want to make such a request, we need you to be as specific as possible about the information you refer to, and we will deal with your request within 30 days of receiving it.

Where we store your information

Our data is held on servers in the UK and it is our intention to keep it that way; however if the data storage providers that we use begin using overseas storage, your data may be transferred within their systems. In that event, we would seek to migrate the data back into the UK as soon as it could be reasonably achieved in a non-disruptive way.

Cookies

Our cookie policy is set out below.

Other Websites

We have links to some other websites on our website, including links to social media. You should read the privacy policies of those external sites too and please be aware that this policy only applies to this site, not the external sites that you can click through to.

Updates to our Privacy Policy

We will update this policy from time to time to keep it up to date with current practices and so you should review it to see if it has changed. When we change it, we include a note at the beginning to flag up the key changes. This policy was last updated in February 2018.

Complaints and compliments

Things go wrong sometimes and we’d like to hear about it when it does, so that we can improve how we operate and so we can try to provide a better service going forward. Equally, things go really well sometimes and we’d love to hear about that too so we can focus on doing more of the good things. If something has gone wrong, please be assured that we’ll take it seriously and we’ll deal with it quickly. If it is a privacy related issue please contact our Privacy Team. You’ve also got the right to make a complaint directly with the ICO about how your personal data is being processed, or how your complaint has been handled. The Information Commissioner’s Office has a website at http://www.ico.org.uk/ or you can call 0330 123 1113.

How to contact us

Our Privacy Team can be contacted at Privacy Team, Quantify, Clavering House, Clavering Place, Newcastle upon Tyne, NE1 3NG, or by email at info @ quantify.tax

Cookie policy

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. By continuing to browse the site, you are agreeing to our use of cookies.

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.

We use the following cookies:

Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.
Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.

You can find more information about the individual cookies we use and the purposes for which we use them in the table below:

SESS*	session	low	A session cookie is set to tell if you are:anonymous – visiting the site but not logged inauthenticated – logged in so that you will be able to view registration protected areas of the site and your user profileadmin – various levels of admin eg full admin or user manager
has_js	session	low	The site will determine if the browser has JavaScript enabled and a cookie is set so that the correct version of particular functionality is served.
SERVERID	session	low	Our sites are hosted on a cluster of servers and a cookie is set so that the browser looks at one of the servers for the duration of the visit.
pw_consent_seen	session	low	A cookie is set when the consent message has been displayed.
pw_consent_session_cookie	session	low	A cookie to indicate if you have consented to cookies being set. Contains either true or false values.
pw_consent_permanent_cookie	permanent12 months	low	A cookie to indicate if you want the browser to permanently remember whether they have consented to cookies or not. Contains either true or false values.
Other cookies – if you do not say No to cookies, these may also be set.
PERSISTENT_LOGIN*	permanent10 years+	low	Remember me function keeps you logged in but for non-secure areas. You will need to login again to view your user profile or see the admin area if you are an administrator of the website.
webform-	permanent12 months	low	Used for webforms eg to tell if clients have submitted the webform to stop multiple submissions.
__utmb	session	low	These are Google Analytics cookies.Google Analytics is used to look at the way people navigate through the site, which pages and links are popular etc to make sure that the site is effective in getting information to the site visitor. Google Analytics will not record any personal information such as your name or login details.For more details, see Cookies and Google Analytics.
__utmc	session	low
__utma	permanent2 years	low
__utmz	permanent6 months	low
__utmv	session	low
__utmx	session	low
Admin cookies – used in the Administration area only
imce*	permanent15 days	low	Cookie set for use in the admin area to remember if you want images/documents sorted by name, size, date etc and for resizing images.

Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies.

You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.

Except for essential cookies, all cookies will expire after 18 months, which we consider to be reasonable as you may only visit our platform annually.

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