A.X.E.L Portal Terms of Use

Introduction

These Terms of Use ("Agreement") govern your use of A.X.E.L (Automated eXecutive for Every Lead) Portal services provided by THEAX LTD (Company No. 11980590), trading as Axel Up, A.X.E.L, AXEL.TRADE, and A.X.E.L Portal.

A.X.E.L Portal is a Software-as-a-Service (SaaS) lead and job management platform designed for tradesmen, contractors, and small businesses.

By creating an account or using our services, you agree to be bound by this Agreement. These terms are separate from and in addition to our general website Terms of Service.

Service Description

A.X.E.L Portal provides:

• Lead Management: Capture, organize, and track customer leads from multiple sources
• Quote Generation: Create professional quotes with automated pricing suggestions
• Invoice Management: Generate, send, and track invoices with payment integration
• Expense Tracking: Record and categorize business expenses with receipt scanning
• AI Features: Voice-to-lead, voice-to-quote, and voice-to-invoice powered by AI
• WhatsApp Integration: Business communications through WhatsApp Business API
• Team Management: Multi-user access with role-based permissions
• Business Reporting: Analytics and insights on business performance
• API Access: Integration capabilities for third-party applications
• HMRC CIS Integration: Connect to HMRC for CIS deduction verification, retrieval, and submission
• Expert Review & Filing: Professional review of your Self Assessment by a qualified accountant, with optional HMRC filing on your behalf (provided via our partner accountancy firm)
• Tax Optimiser: Automated scanning of your financial data to identify potential deductions and reliefs

Important Limitations

A.X.E.L Portal is a software tool, not an accountancy practice. Except where you have separately purchased the Expert Review & Filing service:

• The platform does not provide tax advice, legal advice, or accountancy advisory services
• Tax calculations, estimates, and optimiser suggestions are generated by software based on the data you provide and current HMRC rates — they are estimates only and may differ from your actual tax position
• We make no guarantee that you will be entitled to a tax refund, and no guarantee that any estimated refund or saving shown in the platform will match the actual amount
• Any inaccuracy in calculations does not affect the fees you are required to pay us — results are based entirely on the information you provide

Tax Optimiser & Automated Suggestions

The Tax Optimiser feature scans your financial data and identifies potential deductions, reliefs, and tax-saving opportunities. These suggestions are generated automatically by software and are not professional tax advice. Specifically:

• Estimated savings shown (e.g. “~£260 potential saving”) are approximations based on standard HMRC tax rates and your recorded data — actual savings depend on your full personal circumstances which the software cannot fully assess
• Suggestions such as “claim Marriage Allowance” or “contribute to a pension” are informational prompts based on publicly available HMRC rules, not personalised financial recommendations
• The Tax Optimiser does not account for all possible tax reliefs, complex personal circumstances, or interactions between different tax rules that a qualified accountant would consider
• You should not rely solely on the Tax Optimiser for tax planning decisions — we recommend consulting a qualified accountant for complex situations
• The platform's CIS Refund Calculator and other estimation tools are similarly provided for informational purposes only

For professional review of your tax position, consider our Expert Review service where a qualified accountant examines your full circumstances.

Expert Review & Filing Service

Where you purchase the Expert Review & Filing service, your Self Assessment is reviewed by a qualified accountant provided through our partner accountancy firm. In this case:

• The accountant provides a professional review of your tax return for accuracy and completeness
• For the Full Service tier, the accountant files your return with HMRC on your behalf as your appointed agent
• The accountant's review is subject to the information and records you provide — incomplete or inaccurate information may result in an incorrect return
• The accountant operates under their own professional indemnity insurance and regulatory obligations
• A.X.E.L facilitates the connection between you and the accountant but is not itself providing accountancy services

Filing Responsibility

Whether you self-file or use our Expert Review service, you are ultimately responsible for the accuracy and timeliness of your tax return. Specifically:

• You are responsible for ensuring your Self Assessment is filed before the HMRC deadline (31 January for online returns)
• We are not responsible for any late filing penalties, fines, interest, or other losses arising from missed deadlines
• You are responsible for the accuracy and completeness of all data you enter into the platform
• You should retain your own records and not rely solely on A.X.E.L as your only record-keeping system

Account Registration and Responsibilities

Eligibility

To use A.X.E.L Portal, you must:

• Be at least 18 years of age
• Be legally capable of entering into binding contracts
• Operate a legitimate trade or business
• Provide accurate and complete registration information

Account Security

You are responsible for:

• Maintaining the confidentiality of your account credentials
• All activities that occur under your account
• Immediately notifying us of any unauthorized access or security breaches
• Using strong passwords and enabling multi-factor authentication when available

Account Information

You agree to:

• Provide accurate, current, and complete information during registration
• Update your account information promptly when changes occur
• Not create multiple accounts or share account access inappropriately
• Not register accounts on behalf of others without proper authorization (see Team Accounts below)

Team Accounts

A.X.E.L Portal supports team accounts where a business (“Business Owner”) can invite individuals (“Team Members”) to join their workspace. This section governs the rights and responsibilities of both parties.

Invited Accounts

When a Business Owner invites a Team Member, an independent A.X.E.L account is created for the Team Member using the email address provided. The Team Member:

• Receives their own login credentials and owns their account independently
• May use their account for personal purposes (e.g., Self Assessment) regardless of team membership
• May belong to multiple business teams simultaneously
• May delete their account at any time, which removes them from all teams

Business Owner Responsibilities

As a Business Owner inviting Team Members, you:

• Must have a legitimate business relationship with the person you invite
• Must provide accurate contact information for the invitee
• Are responsible for setting appropriate visibility restrictions and permissions
• Must not access or attempt to access Team Members' personal data beyond what is described in our Privacy Policy
• Acknowledge that removing a Team Member does not delete their account or personal data

Team Member Rights

As a Team Member, you have the following guarantees:

• Data ownership: Your personal data (expenses, bank connections, SA drafts, tax records) belongs to you and is never accessible to the Business Owner
• Account independence: Your account continues to exist and function if you are removed from a team
• Data portability: You can export your personal data at any time in standard formats
• Grace period: If the Business Owner sponsored your subscription and removes you, you have 7 days to subscribe independently before features are restricted
• No deletion: A Business Owner cannot delete your account — they can only remove you from their team

CIS Data Sharing

For self-employed (CIS) Team Members, CIS deduction records are automatically shared between the business account and the Team Member's personal account (“CIS Data Bridge”). Both parties acknowledge:

• CIS payment data recorded by the Business Owner is automatically synced to the Team Member's Self Assessment records
• This data sharing is necessary for compliance with HMRC CIS regulations
• Synced CIS records are retained by the Team Member even after team disconnection (they are legally required tax records)
• Both parties are responsible for the accuracy of CIS data they enter

Sponsored Subscriptions

A Business Owner may sponsor a Team Member's subscription (“Sponsored Account”). Under a Sponsored Account:

• The Business Owner pays for the Team Member's subscription as part of their seat allocation
• Sponsorship does not grant additional data access beyond the standard team data sharing described in our Privacy Policy
• If sponsorship ends (due to team removal or Business Owner choice), the Team Member receives 7 days' notice before their plan reverts to the free tier
• The Team Member may independently subscribe at any time to avoid interruption

Team Disconnection

Either party may end the team relationship at any time. The Business Owner may remove a Team Member, or the Team Member may leave a team. Upon disconnection:

• Access to the business workspace is revoked immediately
• Personal account and data are unaffected
• Synced CIS records are retained by both parties
• Sponsored subscription (if applicable) enters a 7-day grace period

Subscription Plans and Pricing

Available Plans

Billing and Payment

All subscriptions are billed monthly in advance. Additional charges may apply for:

• Additional user seats beyond plan limits
• Excessive storage usage
• Premium support services
• Third-party integrations with additional costs

Payment processing is handled securely through Stripe. See our Payment Terms for detailed billing information.

Free Trial Terms

We offer a 30-day free trial with full platform access for customers who also purchase a website build from AXEL.TRADE (axel.trade).

Trial Eligibility

• Available only to new customers
• Requires completion of website project with AXEL.TRADE
• One trial per business or individual
• Valid payment method required (not charged during trial)

Trial Limitations

• Limited to 50 leads during trial period
• Standard support only (no priority support)
• Data export available if you choose not to continue

Trial Conversion

At the end of your trial, you can choose to:

• Convert to a paid subscription (automatic billing begins)
• Downgrade to a different plan
• Cancel and export your data

Acceptable Use of the Platform

You must comply with our Acceptable Use Policy. Additionally, when using A.X.E.L Portal specifically, you must not:

Platform-Specific Restrictions

• Exceed user limits: Share logins or exceed the number of seats in your plan
• Data mining: Use the platform to collect data for competing services
• Automated abuse: Use bots or scripts to manipulate platform functionality
• False information: Input deliberately false or misleading lead information
• Spam communications: Use our WhatsApp integration for unsolicited marketing

Data Ownership and License

Your Data

You retain ownership of all data you input into A.X.E.L Portal, including:

• Customer contact information and lead data
• Quotes, invoices, and business documents
• Expense records and receipt images
• Notes, communications, and other content

License to Process

You grant us a limited license to:

• Store, process, and display your data to provide our services
• Use aggregated, anonymized data to improve our services
• Back up your data for disaster recovery purposes
• Process your data through our AI features as requested

This license is non-exclusive, revocable, and terminates when you delete your account or cancel your subscription.

Data Processing

We process your data in accordance with our Privacy Policy and Data Processing Addendum. We act as a data processor on your behalf when handling your customer data.

AI Features and Disclaimers

A.X.E.L Portal includes AI-powered features that enhance productivity and automation:

Voice Processing Features

• Voice-to-Lead: Convert spoken customer inquiries into structured lead records
• Voice-to-Quote: Generate quotes from verbal project descriptions
• Voice-to-Invoice: Create invoices from spoken job completion details

AI Disclaimers and Limitations

Important: AI features are assistive tools that require human oversight:

• AI-generated content may contain errors or inaccuracies
• All AI outputs should be reviewed before use in customer communications
• We do not guarantee the accuracy of AI-generated quotes or categorizations
• Voice processing accuracy may vary with audio quality and accents
• AI features are subject to usage limits based on your subscription plan

For detailed information about AI features, see our AI Supplementary Terms.

API Usage Terms

Enterprise plan subscribers have access to A.X.E.L Portal API for third-party integrations:

API Access

• API keys are unique to your account and must be kept secure
• Rate limits apply based on your subscription plan
• API access is included in Enterprise plans, add-on for other plans
• Usage monitoring and throttling may be applied

API Restrictions

• Do not share API keys with unauthorized parties
• Do not use the API to replicate core platform functionality
• Respect rate limits and implement appropriate error handling
• API usage must comply with all terms in this agreement

API Support

• API documentation is available at portal.axel.trade/docs/api
• Technical support for API integration is available for Enterprise plan customers
• We may deprecate API endpoints with 90 days' notice

HMRC Integration

A.X.E.L Portal offers integration with HMRC's CIS Deductions API to help contractors and subcontractors manage Construction Industry Scheme obligations. This is an HMRC-recognised integration.

What the Integration Does

• CIS verification: Verify subcontractor CIS registration status and deduction rates via HMRC
• Deduction retrieval: Sync CIS deduction records from HMRC into your account
• Deduction submission: Submit CIS deduction amendments to HMRC on your behalf
• Monthly returns: Generate CIS monthly return data with PDF statements

Your Responsibilities

When using the HMRC integration, you are responsible for:

• Ensuring all CIS data you enter (subcontractor details, deduction amounts, materials/labour splits) is accurate and complete
• Reviewing all data before submitting to HMRC — A.X.E.L does not verify the accuracy of amounts you enter
• Maintaining your own records as required by HMRC, independent of A.X.E.L
• Complying with all CIS regulations and HMRC requirements applicable to your business
• Keeping your Government Gateway credentials secure — we never ask for these directly
• Disconnecting the HMRC integration if you no longer wish us to access your HMRC data

Limitations and Disclaimers

• A.X.E.L is a software tool to assist with CIS administration — it is not a substitute for professional tax advice
• We do not guarantee that submissions made through A.X.E.L will be accepted by HMRC
• HMRC API availability is outside our control — the integration depends on HMRC's systems being operational
• You remain solely responsible for your CIS obligations and any penalties arising from late or incorrect submissions
• We recommend consulting a qualified accountant for complex CIS matters

Data and Disconnection

You can disconnect your HMRC connection at any time from Settings. Disconnecting revokes our API access to your HMRC account. CIS records already synced into A.X.E.L will be retained in accordance with our Privacy Policy retention schedule.

Open Banking Integration

A.X.E.L Portal offers Open Banking integration to help you manage your business finances by connecting your bank account directly to the platform.

How It Works

We partner with an FCA-authorised Open Banking provider to securely access your bank data. A.X.E.L acts as an agent of that provider when displaying your account information. Your bank login credentials are never shared with us — you authenticate directly with your bank.

What the Integration Does

• Transaction import: Automatically import transactions from your connected bank accounts
• Auto-categorisation: Transactions are categorised using trade-specific rules (e.g. building suppliers, fuel stations, phone providers) to assist with bookkeeping
• Invoice matching: Match incoming payments to outstanding invoices for reconciliation
• Tax review: Categorised transactions feed into tax summaries and self-assessment preparation

Your Responsibilities

When using the Open Banking integration, you are responsible for:

• Reviewing auto-categorised transactions for accuracy — A.X.E.L's categorisation is assistive and may not always be correct
• Ensuring transaction data used for tax purposes is accurate before filing any returns
• Reconnecting your bank when the 90-day Open Banking consent expires
• Maintaining your own financial records independently of A.X.E.L

Limitations and Disclaimers

• A.X.E.L is a bookkeeping tool — it is not a substitute for professional accounting advice
• Bank availability is outside our control — some banks may experience downtime or connection issues
• Open Banking consent expires after 90 days as required by regulation; you will need to re-authorise access
• Auto-categorisation accuracy depends on transaction descriptions provided by your bank and may require manual correction
• We do not guarantee that all banks or account types will be supported

Disconnection and Data

You can disconnect your bank at any time from Settings. Disconnecting immediately revokes our Open Banking provider's access to your bank data. Previously imported transactions are retained in your account for bookkeeping continuity — you may request their deletion by contacting [email protected]. See our Privacy Policy for full retention details.

Service Level Agreement (SLA)

Service Availability

We make commercially reasonable efforts to maintain high availability for A.X.E.L Portal services. This excludes:

• Scheduled maintenance windows (announced 48 hours in advance)
• Force majeure events beyond our reasonable control
• Issues caused by your actions or third-party services
• Network connectivity issues outside our infrastructure

Performance Standards

• Page load times: Target average of under 2 seconds
• API response times: Target average of under 500ms
• Data storage: Data is stored on Cloudflare's infrastructure with built-in redundancy. We do not currently offer user-triggered backup downloads.
• Support response: Within 24 hours for standard support, 2 hours for priority

Service Credits

In the event of significant, prolonged downtime, affected customers may request service credits at our discretion.

Service credits must be requested within 30 days of the incident and are applied to future billing.

Account Suspension and Termination

Suspension

We may suspend your account immediately if:

• Payment is overdue by more than 7 days
• You violate our Acceptable Use Policy
• We detect security threats or unauthorized access
• Legal requirements or court orders require suspension

Termination by You

You may terminate your subscription at any time:

• Cancellation takes effect at the end of your current billing period
• You retain access to export your data for 90 days after termination

Refund Policy

• Monthly subscriptions: You may request a full refund within 48 hours of your initial payment. After 48 hours, no refunds are available for the current billing period. Cancellation prevents future charges.
• Annual subscriptions: You may request a full refund within 14 days of purchase (your statutory cooling-off period). After 14 days, cancellation at any point forfeits the remaining subscription period — no pro-rata refunds. Your access continues until the end of the paid year.
• Expert Review & Filing: Refunds are available only if review has not yet commenced. Once an accountant begins reviewing your return, the service is considered delivered and is non-refundable.
• UTR Registration: Non-refundable once the registration process has been initiated with HMRC.
• To request a refund, contact [email protected] within the applicable timeframe.

Termination by Us

We may terminate your account with 30 days' notice for:

• Repeated violations of this agreement
• Failure to pay outstanding amounts
• Discontinuation of the service

We may terminate immediately without notice for serious violations including fraud, security breaches, or illegal activity.

Data Export and Portability

Upon termination or upon request, we provide data export in multiple formats:

Export Formats

• CSV format: Leads, quotes, invoices, expenses, timesheets
• JSON format: Complete structured data export including metadata
• PDF reports: Formatted business reports and document copies
• Receipt images: Direct download links for all uploaded receipts

Export Process

• You can export your data directly from the platform at any time during your subscription
• Large exports may be split into multiple files
• After account termination, you may request a data export within 30 days by contacting us

Your Data and Content

Ownership

You own all data, documents, and content you upload to or create within A.X.E.L Portal (“Your Content”). By using the service, you grant us a non-exclusive, worldwide licence to use, process, and store Your Content solely for the purpose of providing the A.X.E.L Portal services to you.

Accuracy

You warrant that Your Content (including invoices, expenses, CIS records, tax information, and any data uploaded or entered) is true, accurate, and complete to the best of your knowledge. You acknowledge that:

• All calculations, tax estimates, and reports generated by A.X.E.L are based entirely on the data you provide
• Inaccurate or incomplete data may result in incorrect tax calculations, CIS deductions, or HMRC submissions
• We are not responsible for errors arising from inaccurate data you provide
• Any inaccuracy in platform outputs does not affect the fees payable by you

Retention After Termination

Upon account termination, we retain Your Content for 90 days to allow data export, after which it is deleted. Tax-related records (SA submissions, CIS records, VAT returns) are retained for 7 years from the end of the relevant tax year as required by law, even after account deletion.

Limitation of Liability

To the maximum extent permitted by law:

• Our total liability for any claims related to A.X.E.L Portal is limited to the amount you paid in the 12 months preceding the claim
• We are not liable for indirect, consequential, or special damages including lost profits or business opportunities
• We provide the service "as is" without warranties beyond what is required by law
• We do not guarantee that the service will meet your specific requirements or be error-free

For Business Users

If you use A.X.E.L Portal in connection with your trade or business, we shall not be liable for:

• Loss of profits, revenue, or anticipated savings (whether direct or indirect)
• Loss of business opportunity or goodwill
• Loss or corruption of data (whether direct or indirect)
• Any special, indirect, or consequential loss

For Consumer Users

If you use A.X.E.L Portal for personal (non-business) purposes, we are responsible for losses you suffer caused by us breaking this contract, unless the loss was:

• Unforeseeable: It was not obvious that it would happen based on information available at the time
• Avoidable: Something you could have prevented by taking reasonable action
• Caused by events outside our control: Provided we took reasonable steps to minimise the impact

Exceptions

Nothing in this agreement limits our liability for:

• Death or personal injury caused by our negligence
• Fraud or fraudulent misrepresentation
• Gross negligence or willful misconduct
• Other matters that cannot be limited by law

Cross-References to Other Policies

These Portal Terms should be read alongside our other legal documents:

• Privacy Policy: How we collect, use, and protect your personal information
• Data Processing Addendum: GDPR compliance for business customer data
• Acceptable Use Policy: Guidelines for appropriate platform usage
• AI Supplementary Terms: Specific terms for AI features and limitations
• Payment Terms: Detailed billing, refund, and payment processing terms
• Sub-Processor List: Third-party services that process your data
• HMRC Developer Hub Terms: Terms governing our use of HMRC APIs

Changes to Terms

We may update these terms from time to time to reflect changes in our services or legal requirements. Material changes will be communicated with 30 days' notice via:

• Email notification to your registered address
• In-platform notification when you log in
• Updates posted on this page with revision date

Continued use of A.X.E.L Portal after changes take effect constitutes acceptance of the revised terms.

Governing Law and Jurisdiction

This agreement is governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the English courts.

Company Information

THEAX LTD
Company Number: 11980590
Registered Address: 3 Crompton Street, Bury, United Kingdom, BL9 0AD
Trading as: Axel Up, A.X.E.L, AXEL.TRADE (axel.trade) and A.X.E.L Portal (portal.axel.trade)
Contact: [email protected]