Terms of Service & Legal Information

1. Terms of Service

1.1 Agreement

The HydraTax service is provided by Hydra Consultancy Services Ltd (company number 14633422), trading as HydraTax. By using HydraTax services, you agree to these Terms of Service. If you're using HydraTax on behalf of an organisation, you're agreeing to these terms for that organisation. These Terms of Service incorporate by reference our Privacy Policy, Data Processing Agreement, and Sub-processor List.

1.2 Service Description

HydraTax provides online practice software to help UK accountants, bookkeepers and businesses prepare and submit:

• MTD VAT returns to HMRC
• Corporation Tax returns (CT600) to HMRC
• Self Assessment / Income Tax digital updates to HMRC
• PAYE / RTI filings (FPS and EPS) to HMRC
• Companies House filings including confirmation statements, annual accounts (iXBRL) and related services
• Supporting ledgers, documents and practice workflow tools

1.3 Eligibility

To use HydraTax, you must:

• Be authorised to act on behalf of the practice or company you're filing for
• Have valid HMRC credentials (or agent credentials) for submissions you authorise
• Have valid Companies House authentication credentials where filing to Companies House
• Ensure the entities you file for qualify under applicable UK law for the filings you submit

1.4 Your Responsibilities

You are responsible for:

• The accuracy and completeness of all information you provide
• Maintaining the confidentiality of your login credentials
• Ensuring you have proper authorisation to file on behalf of each client or company
• Reviewing all documents before submission to HMRC and Companies House
• Meeting all statutory filing deadlines

1.5 Acceptable Use

You agree not to:

• Use the service for any unlawful purpose or fraudulent activity
• Submit false or misleading information
• Attempt to access other users' accounts or data
• Reverse engineer or attempt to extract the source code of our software
• Use automated systems or software to extract data from the service without permission

1.6 Payment Terms

HydraTax operates on a subscription and/or per-filing basis as shown on our pricing page. All prices are exclusive of VAT unless stated otherwise. VAT at the prevailing rate may be added at checkout.

Subscription coverage: Your paid plan unlocks the modules and client limits described at checkout (practice desk, VAT, Corporation Tax, Self Assessment, PAYE, Companies House discounts, and related features).

Cancellation: If you cancel your subscription, access to paid features may end at the close of the billing period (or immediately where stated at cancellation). We recommend downloading any documents you need before cancelling.

Refunds: Subscription and filing fees are generally non-refundable once access or a digital service has been provided. Refunds may be issued at our sole discretion in exceptional circumstances. To request a review, contact support@hydratax.co.uk.

Fair usage: Plans are designed for the client volumes stated on the pricing page. If usage substantially exceeds the intended plan tier, we may contact you to discuss an upgrade so the service continues to meet your needs.

1.7 Self-Serve Subscription Terms

HydraTax is primarily a self-serve subscription product. We do not enter into bespoke contracts, master services agreements, amended terms, or third-party non-disclosure agreements at the standard subscription tier. Confidentiality obligations are set out in these Terms of Service and in our Data Processing Agreement. Customers requiring negotiated paper should contact us to discuss options.

2. Privacy Policy

For UK GDPR purposes, the data controller of personal data relating to your account and use of the website is Hydra Consultancy Services Ltd (company number 14633422), trading as HydraTax. Where you use HydraTax to process your clients' personal data, you are typically the controller of that client data and we act as your processor under our Data Processing Agreement.

2.1 Information We Collect

We collect information you provide directly to us, including:

• Company and practice information (name, number, address)
• Financial and payroll data necessary for accounts, tax and RTI returns
• Contact information (email, name)
• HMRC and Companies House credentials (used for the submission you authorise; stored only as required to provide the service and in accordance with our security measures)

2.2 How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process and submit your filings to HMRC and Companies House on your instruction
• Send you technical notices and support messages
• Respond to your comments and questions
• Comply with legal obligations

2.3 Information Sharing

We do not sell, trade, or rent your personal information. We share data only:

• With statutory recipients — HMRC and Companies House — to make filings on your instruction
• With our sub-processors — service providers we engage to deliver the platform (hosting, database, payment processing, email delivery). Each is bound by a written agreement with terms equivalent to those in our Data Processing Agreement. See Sub-processors.
• With your consent or at your direction
• To comply with legal obligations or to protect our rights, privacy, safety, or property

2.4 Retention

We retain your data for the periods set out below. After the relevant period, data is deleted or anonymised. We retain longer where required by law (for example, accounting records under HMRC and Companies Act 2006 requirements).

2.5 Deletion

You can request deletion of your account and associated data at any time by emailing support@hydratax.co.uk. We will:

• Acknowledge your request within 5 working days
• Delete or anonymise your account, profile, and any data not subject to a legal retention obligation, within 30 days
• Retain only categories required by law (typically filing records for the statutory period), with identifiers redacted where possible
• Confirm completion in writing, including a summary of what was deleted and what was retained

2.6 Security

We implement appropriate technical and organisational measures to protect your data, including encryption in transit (TLS 1.2+), access controls, regular backups, and monitored production hosting.

3. Cookie Policy

3.1 What Are Cookies

Cookies are small text files stored on your device when you visit our website. We use cookies to provide essential functionality and to measure how the service is used.

3.2 Cookies We Use

Essential cookies: required for the website to function properly — session cookies, security cookies (including CSRF protection), and preference cookies.

Measurement cookies: we may use analytics or conversion-tracking tools to understand how visitors find and use the service. Providers are listed on our Sub-processors page.

3.3 Managing Cookies

You can control or block cookies through your browser settings. Disabling essential cookies may prevent you from using certain features of our service.

4. Data Protection Rights (UK GDPR)

Under UK data protection law you have the following rights in respect of your personal data:

• Access — request a copy of your personal data
• Rectification — request correction of inaccurate data
• Erasure — request deletion, subject to legal retention requirements (see §2.4 and §2.5)
• Restriction — request that we limit processing
• Portability — request your data in a portable format
• Objection — object to certain types of processing

To exercise any of these rights, contact support@hydratax.co.uk.

4.1 Lawful Basis for Processing

• Contract — processing necessary to provide our services to you
• Legal obligation — compliance with HMRC, Companies House and tax legislation
• Legitimate interests — business operations, service improvement, fraud prevention and conversion measurement (where this does not override your rights)
• Consent — for non-essential cookies and marketing communications, withdrawable at any time

4.2 International Transfers

Production infrastructure may be provided by hosting and data providers in the UK, EEA or other countries. Transfers outside the UK rely on UK adequacy regulations (for EEA countries) or the UK International Data Transfer Agreement / UK Addendum to the EU Standard Contractual Clauses (or another approved mechanism). See Sub-processors.

5. Liability & Disclaimers

5.1 Service Disclaimer

Important: HydraTax provides software tools to assist with tax and accounting compliance. We are not accountants, tax advisers, or legal professionals. The service does not constitute professional advice.

5.2 Your Responsibility

You remain fully responsible for:

• The accuracy of all information submitted
• Meeting all filing deadlines
• Ensuring compliance with all applicable laws and regulations
• Obtaining professional advice where appropriate

5.3 Limitation of Liability

No warranty: The service is provided "as is" and "as available" without warranties of any kind, whether express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

Exclusion of liability: To the maximum extent permitted by applicable law, HydraTax shall not be liable for:

• Errors, inaccuracies, or omissions in calculations, tax computations, or generated documents
• Penalties, fines, interest, or other charges imposed by HMRC, Companies House, or any other authority
• Late filings, rejected submissions, or missed deadlines for any reason
• Indirect, incidental, special, consequential, or punitive damages
• Loss of profits, revenue, data, business opportunities, or goodwill
• Service interruptions, downtime, or unavailability
• Actions or failures of third parties including HMRC and Companies House

Liability cap: Our total aggregate liability to you for all claims arising out of or relating to these terms or your use of the service shall not exceed the total fees actually paid by you to HydraTax in the twelve (12) months immediately preceding the event giving rise to the claim.

5.4 No Guarantee of Acceptance

HydraTax does not guarantee that any submission will be accepted by HMRC, Companies House, or any other authority. Rejection may occur due to data validation errors, authority system issues, or other factors. You are responsible for monitoring submission status and resubmitting if necessary.

5.5 Indemnification

You agree to indemnify and hold harmless HydraTax, its officers, directors, and employees from any claims arising from your use of the service, your violation of these terms, your violation of any rights of another party, or any inaccurate or incomplete information you provide.

6. Contact Us

For support & enquiries: support@hydratax.co.uk

Hydra Consultancy Services Ltd
Trading as HydraTax
Company number: 14633422
Registered office: 34 Fanshawe Avenue, Barking, England, IG11 8RG
Companies House record

6.1 Complaints

If you have any complaints about our service or how we handle your data, please contact us first at support@hydratax.co.uk. We will try to resolve any issues promptly.

If you're not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO): ico.org.uk · Phone 0303 123 1113.

6.2 Changes to These Terms

We may update these terms from time to time. We will notify you of any material changes by email or through the service. Your continued use of HydraTax after changes constitutes acceptance of the updated terms.

6.3 Governing Law

These terms are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.