Terms of Use
The terms that apply when you use our website and the GateCore software and services provided by CODE AND SYSTEMS LTD.
1. About These Terms
These terms apply to the website codeandsystems.co.uk and to the software and online services of CODE AND SYSTEMS LTD (Company Registration No. 15973638, registered in England and Wales, "we", "us"), including GateCore Secure Access, GateCore CRM and the GateCore Authenticator mobile app (together, "GateCore").
By using the website or GateCore you accept these terms. If you use GateCore on behalf of a business, you accept them for that business and confirm that you have the authority to do so.
Where your business has a signed agreement, order or proposal with us, that document applies together with these terms. If the two conflict, the signed document takes priority.
2. Accounts and Access
- Your business decides who may use GateCore and what each person may see and do.
- Keep passwords, authenticator devices and other sign-in details secure, and do not share accounts.
- Tell us straight away at [email protected] if you believe an account has been misused.
- You are responsible for what is done through your business's accounts, unless it was caused by our failure.
3. Acceptable Use
You must not use the website or GateCore to:
- break the law, or store or send unlawful, fraudulent or harmful content;
- gain unauthorised access to any account, system or data, or test their security without our written permission;
- interfere with, overload or disrupt the service, or try to copy, reverse engineer or resell it;
- submit information to HMRC or any other authority that you know, or should know, is false or misleading.
4. Your Data
The business data you put into GateCore (customers, invoices, expenses, employees, payroll and the like) belongs to your business. Your business is the data controller for it and we process it on your behalf as a data processor, only to provide the service and as you instruct.
We keep your data on UK servers, protect it with access controls and encryption, and do not sell it. How we handle personal data is explained in our Privacy Policy. A data processing agreement is available on request.
You are responsible for the accuracy of the data you enter and for keeping the records the law requires of your business.
5. Filing with HMRC
GateCore CRM can send VAT returns to HMRC under Making Tax Digital for VAT, and PAYE Real Time Information (Full Payment Submissions and Employer Payment Summaries) for your payroll.
Your authority and your figures
- For VAT, you connect GateCore to HMRC by signing in with your business's Government Gateway account and giving permission on HMRC's own website. The permission lasts 18 months. You can withdraw it at any time from GateCore (Disconnect) or from your HMRC online account.
- For payroll, you enter your business's PAYE Government Gateway details in GateCore; they are stored encrypted and used only to send your submissions.
- GateCore works out the figures from the data you have entered. Before a VAT return is sent you see the nine boxes and must confirm that the information is true and complete. You remain responsible for the figures and for filing on time.
- We send exactly what you approve and keep a copy of what was sent together with HMRC's reply and receipt.
What we do not do
- We do not give tax, accounting or legal advice. If you are unsure about a figure, ask your accountant before you submit.
- We cannot change or withdraw a return once HMRC has accepted it. Corrections are made in the way HMRC sets out.
- We are not responsible for HMRC's systems being unavailable or for HMRC's decisions.
Fraud prevention information
The law requires software that connects to HMRC to send fraud prevention information with each request, such as your IP address, device identifier, browser details, screen size and time zone. GateCore collects this information only to send it to HMRC with your submissions and requests.
6. Fees
Fees for GateCore and our services are set out in your order, proposal or invoice. Unless agreed otherwise, invoices are payable within the time shown on them. We may suspend a service if an invoice remains unpaid after we have given you notice.
7. Availability and Support
We work to keep GateCore available and secure, but we cannot promise it will always be uninterrupted or error-free. We may carry out maintenance and updates, and we will try to do this at quiet times and give notice of planned work where we can.
Support is available by email at [email protected] and by phone on +44 203 773 1422 during business hours.
8. Intellectual Property
The website, GateCore and their content, design and code belong to CODE AND SYSTEMS LTD or our licensors. You receive a non-exclusive, non-transferable right to use GateCore for your business's own internal purposes while your subscription is active. Your data remains yours.
9. Liability
- Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.
- We are not liable for loss of profit, revenue, business or goodwill, or for indirect or consequential loss.
- We are not liable for penalties, interest or tax that arise from figures you approved or from late filing that was not caused by our failure.
- Otherwise, our total liability in any 12-month period is limited to the fees your business paid us for the service concerned in that period.
10. Suspension and Ending
We may suspend access if these terms are seriously broken, if an account appears to be compromised, or where the law requires it. Your business may stop using GateCore in line with its agreement with us. When a service ends, you can ask us for an export of your data; after a reasonable period we delete it, except where the law requires us to keep it.
11. Changes to These Terms
We may update these terms from time to time, for example when the law or our services change. The date at the top shows the latest version. If a change is significant, we will let account holders know before it takes effect.
12. Governing Law
These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction over any dispute.