1. Who we are and who these terms cover
- Legal name
- Iter Automation Consulting LTD
- Address
- 75 Avondale Road, CR2 6JF, United Kingdom
- Contact
- support@vatrail.uk
- Registration number
- 17541073
- Registered in
- England and Wales
VatRail is the trading name of Iter Automation Consulting Ltd. These terms form the agreement between the company and the organisation that creates a workspace or purchases a plan. The person accepting must be at least 18 and authorised to bind that organisation. VatRail is intended for business use.
2. Beta and service
The initial beta is intended for clients introduced by participating accounting partners and is free. Beta access may be limited or changed while the service is tested. We will not automatically move a beta workspace to a paid plan or take payment; an authorised workspace owner must separately choose a paid plan and accept the price shown before checkout.
VatRail provides tools to connect accounting services, organise transaction data, prepare and review VAT working papers, and export information. Xero, Intuit QuickBooks and Sage connections are available only when each integration is enabled and the customer has authorised it. The HMRC connection is currently documented for sandbox use. A sandbox request is not a filing with HMRC. VatRail cannot submit a live VAT return unless we have separately confirmed that production approval and access are enabled. VatRail does not provide MTD Income Tax filing.
We will use reasonable care to keep the service available, but do not promise uninterrupted access or a particular uptime. We may carry out maintenance or change features. Where practicable, we will notify customers about planned work or significant interruptions.
3. VAT workflows and AI suggestions
VatRail is software. It is not an accountant or tax adviser and does not replace professional advice. You remain responsible for the accuracy and lawfulness of your source records, authorising connected accounts, reviewing calculations and evidence, meeting filing deadlines, and deciding whether to approve a filing or other action.
AI-assisted review may produce incomplete or incorrect suggestions. VAT arithmetic is performed by deterministic software. AI suggestions do not change your source accounting records or submit a return by themselves; the product requires human review and approval for actions. We do not guarantee a tax saving, entitlement, filing acceptance or particular result.
4. Your account and acceptable use
You must provide accurate account information, protect your login details, give access only to authorised users, and tell us promptly if you suspect that an account is compromised. You must have permission to connect each accounting or HMRC account and to provide the information you upload.
You must not access another organisation's information, bypass security controls, disrupt the service, or use VatRail for an unauthorised filing or unlawful purpose. We may suspend access where reasonably necessary to address a legal, security or serious misuse risk. Where practicable, we will explain the reason and give you a way to resolve it.
5. Plans and payment
Beta access is free. If paid plans are offered, the plan, monthly price, applicable taxes, renewal date and included features will be shown before purchase. Subscriptions renew monthly until cancelled. Stripe processes checkout and subscription payments; full card details are entered with Stripe rather than stored by VatRail. No setup fee is charged under the current published pricing. Payment processing and paid plans remain subject to the Stripe configuration being completed and shown at checkout.
An authorised workspace owner can manage or cancel a paid subscription through the billing portal or by contacting support@vatrail.uk. Cancellation stops the next renewal; access normally continues to the end of the paid period. See our cancellation and refund policy.
6. Support
Contact support@vatrail.uk for help, billing questions, privacy requests or complaints. You can also use the in-app feedback form when it is available. We aim to acknowledge ordinary support requests within two UK business days and suspected security incidents within one UK business day. We aim to give a substantive response within ten UK business days or explain what investigation is still needed. These are response targets, not guarantees of resolution time.
7. Your data and confidentiality
You retain your rights in the information you provide. You authorise us to use it to provide, secure and support VatRail, as described in the privacy notice. Where we process personal data for you, the linked data-processing agreement is part of these terms. The person accepting these terms for the organisation must also accept that agreement before the related processing begins; the acceptance is recorded with the policy version shown during registration. Each party will take reasonable steps to protect the other's confidential information. We and our licensors retain rights in VatRail software, interface and documentation. You may use the service for your authorised business users while your access is active.
8. Suspension, cancellation and ending access
You may leave the free beta by contacting us or your participating accounting partner. For a paid plan, you may cancel renewal as described above. We may suspend or end access if you materially breach these terms, fail to pay an amount due, or if continued access creates a legal or serious security risk. Where practicable, we will give notice and a reasonable opportunity to fix the issue. We may end or materially change the beta with reasonable notice where circumstances allow.
Before closing a workspace, export any records you need. We will handle customer information under the privacy notice and applicable data-processing agreement. Some VAT, submission and audit records may remain after account closure for the retention period and purposes described in the privacy notice.
9. Liability
Nothing in these terms excludes or limits liability that cannot lawfully be excluded or limited, including liability for fraud or for death or personal injury caused by negligence. We do not set a fixed monetary cap in these terms. Subject to rights that cannot be excluded, each party remains responsible for loss caused by its breach of these terms under applicable law. Nothing here removes responsibility for our own breach of contract or applicable law.
You should review VAT records, calculations and evidence before relying on them. This does not remove our responsibility for the service we have agreed to provide.
10. Complaints and disputes
Please first email support@vatrail.uk with your organisation name, relevant dates and the outcome you are seeking. We aim to acknowledge a complaint within two UK business days and provide a substantive response within ten UK business days, or explain what further investigation is needed. Both sides will try in good faith to resolve a dispute before starting court proceedings. This does not prevent an urgent court application or a complaint to a regulator.
These terms and any non-contractual disputes are governed by the law of England and Wales. The courts of England and Wales have jurisdiction, subject to any mandatory rights or jurisdiction rules that apply to a customer.
11. Changes to these terms
We will identify material changes and their effective date. A change that materially reduces a paid service will not apply to a period already paid for. If a material change affects an active customer, we will give notice in advance where practicable. These terms take effect when an authorised person accepts them during registration or checkout.