TERMS OF USE FOR PRIZM BY SAPPHIRE (“PRIZM”)
Effective Date: 17th February 2026
These Terms of Use (“Terms”) govern your access to and use of Prizm (the “Service”), a software-as-a-service platform provided by Sapphire Accounting Limited, a company registered in England and Wales with company number 08612257 and registered office at Bramhall House, 14 Ack Lane East, Bramhall, Stockport, England, SK7 2BY (“we,” “us,” or “our”) or any other associated or related company in the Sapphire Group of companies.
The Service is designed to assist sole traders in the United Kingdom with preparing and submitting quarterly tax returns in compliance with HM Revenue & Customs (HMRC) requirements under Making Tax Digital (MTD) for Income Tax Self-Assessment (ITSA), effective from April 2026.
By accessing or using the Service, you agree to be bound by these Terms. If you do not agree to these Terms, you must not access or use the Service. These Terms form a legally binding agreement between you and us.
- Eligibility and Account Registration
1.1 By using the Service, you represent and warrant that all information you provide is accurate, complete, and current
1.2 To access certain features of the Service, you must create an account (“Account”). You agree to provide accurate information during registration and to keep your Account information updated. You are responsible for maintaining the confidentiality of your Account credentials and for all activities that occur under your Account. You must notify us immediately of any unauthorised use of your Account.
1.3 The Service may require you to authorise us to interact with HMRC on your behalf via the MTD API or other approved mechanisms. You represent that you have the authority to grant such permissions and that you comply with all HMRC guidelines for digital record-keeping and submissions.
- Description of the Service
2.1 The Service provides tools for sole traders to track income and expenses, generate quarterly updates, calculate estimated tax liabilities, and submit returns to HMRC in line with MTD for ITSA requirements starting from the tax year beginning April 6, 2026. This includes features for digital record-keeping, automated calculations, and reminders for quarterly submission deadlines (typically the end of July, October, January, and April for the relevant periods).
2.2 The Service is intended as a compliance aid and does not constitute professional tax advice, accounting services, or legal counsel unless covered under a separate arrangement with us. We do not guarantee the accuracy, completeness, or timeliness of any calculations, reports, or submissions generated through the Service. You are solely responsible for verifying all data and ensuring compliance with HMRC rules.
2.3 We may update the Service from time to time to reflect changes in HMRC regulations or to improve functionality. The Service is provided on an “as is” and “as available” basis. We do not warrant uninterrupted access and may suspend or discontinue the Service for maintenance, updates, or other reasons.
- User Obligations
3.1 You agree to use the Service only for lawful purposes and in compliance with all applicable UK laws, including but not limited to the Taxes Management Act 1970, the Finance Act, and HMRC’s MTD guidelines. You must not use the Service to submit false, misleading, or fraudulent information to HMRC.
3.2 You are responsible for the accuracy and completeness of all data you input into the Service, including financial records, personal details, and tax-related information. We are not liable for any errors, penalties, or losses arising from inaccurate data provided by you.
3.3 You must not:
– Use the Service to engage in any illegal activity, including tax evasion or fraud.
– Reverse engineer, decompile, or attempt to derive the source code of the Service.
– Upload viruses, malware, or any harmful code.
– Interfere with the Service’s operation or other users’ access.
– Share your Account with third parties without our prior written consent.
– Use the Service for commercial purposes beyond your sole trader activities (e.g., reselling access).
3.4 You are responsible for backing up your data. While we implement reasonable security measures, you acknowledge that no system is entirely secure, and you use the Service at your own risk.
- Fees and Payment
4.1 Access to the Service may require a subscription fee (“Fees”). Details of pricing plans, including any free trials, are available on our website or within the Service. Fees are quoted in GBP and exclusive of VAT unless stated otherwise.
4.2 You agree to pay all Fees in advance via the payment methods we accept. Any subscriptions renew automatically unless cancelled. We may change our Fees with at least 30 days’ notice. Late or bounced payments may incur interest at 4% above the Bank of England base rate.
4.3 Fees are non-refundable except in cases of our material breach or as required by law. Free trials do not require payment but may convert to paid subscriptions if not cancelled.
4.4 You are responsible for any taxes, duties, or levies on your use of the Service, excluding taxes on our income.
- Intellectual Property
5.1 We own all rights, title, and interest in the Service, including software, algorithms, designs, and any modifications. You are granted a limited, non-exclusive, non-transferable license to use the Service for your personal sole trader purposes during the term of your subscription.
5.2 You retain ownership of any data or content you upload (“User Content”). By uploading User Content, you grant us a worldwide, royalty-free license to use, store, and process it as necessary to provide the Service, including submissions to HMRC.
5.3 Any suggestions or feedback you provide about the Service becomes our property, and we may use it without compensation.
- Data Protection and Privacy
6.1 We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Our Privacy Policy https://wearesapphire.co.uk/privacy-policy/ details how we collect, use, and protect your data.
6.2 As a data processor for your tax-related data, we will only process it as instructed by you and in compliance with HMRC requirements. You consent to us sharing data with HMRC via authorised channels.
6.3 In the event of a data breach, we will notify you and relevant authorities as required by law.
- Limitation of Liability
7.1 To the fullest extent permitted by law, the Service is provided “as is” without warranties of any kind, express or implied, including accuracy, fitness for a particular purpose, or non-infringement.
7.2 Our total liability to you for any claim arising from these Terms or the Service shall not exceed the Fees paid by you in the 12 months preceding the claim. We are not liable for indirect, consequential, or punitive damages, including loss of profits, data, or goodwill.
7.3 Nothing in these Terms excludes or limits our liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded under UK law.
7.4 We are not liable for any HMRC penalties, fines, or interest arising from your use of the Service, including delays in submissions or errors in calculations.
- Indemnification
You agree to indemnify and hold us harmless from any claims, losses, or damages arising from your misuse of the Service, violation of these Terms, or submission of inaccurate data to HMRC.
- Termination
9.1 You may terminate your Account at any time by notifying us, subject to any outstanding Fees.
9.2 We may suspend or terminate your access if you breach these Terms, fail to pay Fees, or if required by law. Upon termination, your license to use the Service ends, and we may delete your data after 30 days.
9.3 Termination does not relieve you of obligations accrued prior to termination, including payment of Fees.
- Governing Law and Dispute Resolution
These Terms are governed by the laws of England and Wales. Any disputes shall be resolved exclusively in the courts of England and Wales. We encourage informal resolution first via contact at [Your Contact Email].
- Changes to Terms
We may update these Terms from time to time. We will notify you of material changes via email or within the Service at least 30 days in advance. Continued use after changes constitutes acceptance.
- Miscellaneous
12.1 We are not liable for delays caused by events beyond our control, such as HMRC system outages or natural disasters.
12.2 If any provision is held invalid, the remainder remains in effect.
12.3 Failure to enforce any right does not constitute a waiver.
12.4 We may assign these Terms without your consent; you may not assign without our written consent.
12.5 These Terms, together with our Privacy Policy, constitute the entire agreement.
Contact Us
For questions about these Terms or the Service, contact us by emailing support@sapphireorg.co.uk writing to Prizm by Sapphire, Bramhall House, 14 Ack Lane East, Bramhall, Stockport, SK7 2BY or call us on 01625 539997.
By using the Service, you acknowledge that you have read, understood, and agree to these Terms.
