Terms of Service

1. Service Description

MTD Landlord Services provides online software for UK landlords and, where enabled, sole traders to manage digital tax records and Making Tax Digital for Income Tax Self Assessment (“MTD ITSA”) workflows.

The Service may include tools for:

• recording income, expenses, properties, businesses, and receipts;
• categorising transactions and estimating tax figures;
• property portfolio, co-ownership, and tenant management features;
• AI-assisted receipt scanning, document extraction, and categorisation;
• bank transaction import and reconciliation features;
• HMRC MTD ITSA authorisation, quarterly update workflows, year-end workflows, and final declaration support where available; and
• reports, exports, filing reminders, and support resources.

Some features are available only on certain plans, to certain users, or when HMRC, banking, payment, or other third-party services are available. Current plan information is shown on our Pricing Page.

2. Eligibility and Accounts

You must:

• be at least 18 years old;
• use the Service only for UK tax affairs that you are authorised to manage;
• provide accurate, complete, and current account and tax information;
• keep your password, account, devices, and authentication methods secure;
• notify us promptly if you suspect unauthorised account access or a data issue; and
• comply with applicable law, including UK tax law, data protection law, and HMRC requirements.

You are responsible for all activity under your account, except where caused by our breach of these Terms or applicable law. If you invite a co-owner, accountant, collaborator, or other user into your account or property records, you must ensure you have authority to share the relevant data with them.

3. HMRC Integration and Tax Responsibility

When you use HMRC-connected features:

• you authorise us through HMRC's secure OAuth process to access or submit data within the scopes you approve;
• we do not see or store your Government Gateway password because you authenticate directly with HMRC;
• we may store encrypted HMRC access and refresh tokens so the Service can maintain your connection;
• you must review all figures, categories, dates, business sources, adjustments, updates, and declarations before submission;
• HMRC may reject, delay, query, amend, or require correction of submissions; and
• you can revoke HMRC authorisation by disconnecting HMRC in your account or through HMRC's own authorisation management tools.

We are not HMRC, we do not decide your tax position, and we do not guarantee that HMRC will accept any submission. You should not leave tax submissions until the last minute before an HMRC deadline.

4. Not Professional Advice

You should obtain advice from a qualified accountant, tax adviser, solicitor, or other professional where your circumstances are complex or where you are unsure how tax rules apply to you.

5. Subscriptions, Billing, and Refunds

The Service may include free and paid subscription plans. Paid subscriptions are billed through a payment processor we appoint. We do not store your full card details.

• Plans and pricing: current plans, features, limits, and prices are shown on our Pricing Page and at checkout.
• Auto-renewal: paid subscriptions renew automatically unless cancelled before the next billing date.
• Trials: if we offer a free or discounted trial, the trial terms shown at signup or checkout apply. A trial may convert to a paid plan unless cancelled before it ends.
• Cancellation: you can cancel from your account settings or, where available, through the billing portal. Cancellation usually takes effect at the end of the current paid period.
• Plan changes: upgrades, downgrades, credits, and proration are handled as shown in the Service or by our payment processor at the time of the change.
• Fee changes: we will give at least 30 days' notice of a material price increase for existing paid subscribers, unless the change is required by law, tax, or a third-party provider on shorter notice.

Refunds, cancellation rights, and cooling-off rights are explained in our Refund Policy. Nothing in these Terms reduces your statutory rights under UK consumer law.

6. AI Features and Fair Use

AI-assisted features, including receipt scanning, document extraction, and category suggestions, are designed to speed up data entry. They do not replace your review. You must check AI-generated outputs before saving records, relying on calculations, or submitting anything to HMRC.

Usage allowances, file type restrictions, file size limits, and other feature limits may vary by plan and may be shown in the Service. Where a plan describes a feature as “unlimited”, that means reasonable use for your own tax affairs, not unrestricted automated or commercial bulk processing.

You must not:

• scan documents for third parties unless your plan expressly allows it;
• resell, share, or redistribute AI scanning or categorisation access;
• use scripts, bots, or automation to create excessive processing load;
• create multiple accounts to avoid plan or fair-use limits;
• upload documents you do not have permission to process; or
• upload unlawful content, malware, or documents unrelated to your permitted use of the Service.

We may monitor usage patterns to protect the Service and enforce fair use. We may warn you, throttle features, require an upgrade, suspend a feature, or terminate your account where usage is excessive, abusive, unlawful, or harmful to the Service or other users.

7. Bank Import and Third-Party Services

Bank import features are optional and may be provided through a regulated open banking or account information provider. If you connect a bank account:

• you authorise the connection directly with your bank or provider;
• we do not see or store your online banking password;
• we may store encrypted bank connection tokens and limited account metadata;
• imported transactions may be incomplete, delayed, duplicated, or incorrectly categorised; and
• you must review imported transactions before using them for tax records or HMRC submissions.

The Service also relies on providers such as hosting, authentication, payment, email, analytics, error monitoring, HMRC APIs, and AI infrastructure. Their availability and processing are partly outside our control.

8. Data, Privacy, and Retention

Our Privacy Policy explains how we collect, use, store, share, and protect personal data. Our Cookie Policy explains how we use cookies and similar technologies.

You retain ownership of the tax, property, business, transaction, and document data you provide. You grant us the rights we need to host, process, display, back up, analyse, transmit, and otherwise use that data to provide the Service, support your account, maintain security, comply with law, and submit data to HMRC where you authorise us to do so.

HMRC record-keeping rules generally require business records, including property letting records, to be kept for at least 5 years after the 31 January submission deadline for the relevant tax year. Longer retention may apply for late returns, disputes, investigations, legal claims, fraud prevention, accounting records, security logs, or other legal obligations.

If you delete your account, we may delete or anonymise personal data where possible, but tax-related records, audit logs, submission records, invoices, and security records may need to be retained until the relevant retention period expires. You should export records you need before closing your account.

9. Acceptable Use

You must not use the Service to:

• break the law or facilitate tax evasion, fraud, or other illegal conduct;
• submit information to HMRC that you know or suspect is false;
• access, alter, or delete data you are not authorised to access;
• interfere with, overload, scan, scrape, or reverse engineer the Service;
• introduce malware, vulnerabilities, or harmful code;
• copy, resell, lease, or provide the Service as a bureau service without our written permission;
• misrepresent your identity or authority to act for another person; or
• abuse, threaten, harass, or mistreat our team or other users.

We may investigate suspected misuse and may cooperate with HMRC, regulators, law enforcement, payment providers, or courts where legally required or where reasonably necessary to protect the Service and our users.

10. Intellectual Property

The Service, including its software, user interface, design, content, documentation, workflows, databases, trade marks, logos, and other materials, is owned by us or our licensors and is protected by intellectual property law.

Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the Service for your permitted tax record keeping and MTD workflows. You may not copy, modify, distribute, sell, rent, reverse engineer, or create derivative works from the Service except as allowed by law or with our written permission.

If you provide feedback, suggestions, or ideas, we may use them without restriction or payment to you.

11. Service Availability and Changes

We aim to provide a reliable Service using reasonable care and skill, but we do not guarantee that the Service will be uninterrupted, error-free, secure, or available at all times. Downtime may occur because of maintenance, security work, HMRC outages, banking provider issues, payment provider issues, hosting incidents, network failures, or events outside our reasonable control.

We may add, remove, suspend, limit, or change features to improve the Service, maintain security, comply with law, respond to HMRC or third-party API changes, or manage commercial viability. We will give notice where a change materially reduces the core functionality of a paid plan, unless urgent legal, security, or operational reasons require faster action.

12. Support

Support is provided through the channels shown in the Service or on our website. Support levels may vary by plan. Unless expressly stated in your plan, we do not guarantee response or resolution times. Support does not include professional tax, legal, financial, or accounting advice.

13. Disclaimers and Limitation of Liability

Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, breach of your statutory rights where they cannot be excluded, or any other liability that cannot be excluded or limited by law.

To the fullest extent permitted by law:

• we are not responsible for tax, penalties, interest, fines, losses, or HMRC action caused by inaccurate, incomplete, late, or unauthorised data you provide or approve;
• we are not responsible for HMRC outages, HMRC rejection of submissions, banking provider outages, payment provider issues, or other third-party failures outside our reasonable control;
• we are not responsible for indirect or consequential losses, including loss of profits, revenue, business opportunity, goodwill, or anticipated savings;
• you are responsible for keeping independent records and exports where needed for tax, accounting, or audit purposes; and
• for users acting wholly or mainly for business purposes, our total liability arising from or relating to the Service is limited to the fees you paid us in the 12 months before the event giving rise to the claim.

If you use the Service as a consumer, your statutory rights under the Consumer Rights Act 2015 and other applicable consumer laws are not affected.

14. Suspension and Termination

You may stop using the Service or close your account at any time, subject to these Terms, any active subscription, our Refund Policy, and applicable data retention requirements.

We may suspend or terminate access immediately if:

• you breach these Terms or another policy referenced in them;
• payment fails or subscription fees are overdue;
• we reasonably suspect fraud, abuse, security risk, or illegal activity;
• you misuse HMRC, banking, payment, AI, or account features;
• your use creates risk for us, our users, our providers, or the Service;
• we are required to do so by law, court order, regulator, HMRC, or provider; or
• you behave abusively or threateningly towards our team or other users.

We may also close an account or discontinue a plan for any other reason by giving at least 30 days' notice where reasonably practicable. After termination, your right to use the Service ends, but provisions intended to survive will continue, including payment obligations, data retention, intellectual property, liability limits, and dispute provisions.

If you start signup or onboarding but do not complete it, and your account has no active subscription, HMRC connection, bank connection, tax records, or uploaded documents, we may close the incomplete account and delete or anonymise related onboarding data after 14 days of inactivity. We may retain limited security, fraud-prevention, consent, or legal records where necessary.

15. Changes to These Terms

We may update these Terms from time to time. If a change is material, we will give at least 30 days' notice by email, in-product notice, or another reasonable method before it takes effect, unless a shorter period is needed for legal, security, HMRC, third-party provider, or operational reasons.

If you continue using the Service after updated Terms take effect, you accept the updated Terms. If you do not accept them, you must stop using the Service and cancel any paid subscription before the change takes effect.

16. Governing Law and Disputes

These Terms are governed by the laws of England and Wales. The courts of England and Wales will have exclusive jurisdiction over disputes arising from or relating to these Terms or the Service, except where applicable consumer law gives you the right to bring proceedings in another UK jurisdiction.

17. General Legal Terms

• Entire agreement: these Terms, together with our Privacy Policy, Cookie Policy, and Refund Policy, form the agreement between you and us for the Service.
• Severability: if part of these Terms is invalid or unenforceable, the rest will continue to apply.
• No waiver: if we do not enforce a right immediately, that does not mean we give up that right.
• Assignment: you may not transfer your account or rights under these Terms without our written consent. We may transfer our rights and obligations as part of a merger, acquisition, restructuring, sale of assets, or by operation of law.

18. Contact

If you have questions about these Terms, contact us at support@mtdlandlordservices.co.uk.

• MTD Landlord Services Ltd
• 31 Nightjar Way, Rainworth, Mansfield, England, NG21 0WG
• Company number: 16989676
• Support: mtdlandlordservices.co.uk/support