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Terms of use

Terms of use for SmartBooks.

Version 1.0 · Last updated: 20 May 2026

1. Who we are

“SmartBooks” is a trading name of Rajoka Limited, a company registered in England and Wales under company number 12069067, with its registered office at 64b Yardley Green Road, Birmingham, England, B9 5QE. In these terms, “we”, “us” and “our” mean Rajoka Limited trading as SmartBooks. “You” means the person or organisation using the SmartBooks website, waitlist, demo, early-access programme or platform.

2. Acceptance

By using usesmartbooks.com, joining the waitlist, booking a demo, signing up for early access or using the SmartBooks platform, you agree to these terms and to our privacy notice. If you are agreeing on behalf of a firm or company, you confirm you have authority to bind it. If you don’t agree, please don’t use the service.

3. What these terms cover

These terms are split into three parts:

  • Part A — Website terms (sections 4–7). Apply whenever you use the SmartBooks website.
  • Part B — Beta and early-access terms (sections 8–13). Apply when you join the waitlist, book a demo, or use the platform during the early-access / private-beta phase before general availability.
  • Part C — General terms (sections 14–20). Apply to all of the above.

A separate Master Services Agreement will govern paid general-availability use of the SmartBooks platform, including a data-processing agreement, service levels and an order form. When it publishes, it will take precedence over Part B in respect of paid use.

Part A — Website terms

4. What this website is for

The SmartBooks website describes the platform, takes early-access waitlist sign-ups, and lets firms book a 15-minute demo. It is general information — nothing on the site is accounting, tax or legal advice for your specific situation. For advice, speak to a qualified professional.

5. Acceptable use of the website

You agree not to:

  • Submit false or misleading information to any form on the site;
  • Attempt to access systems, accounts or data you are not authorised to access;
  • Scrape, crawl or download the site at a rate that would degrade service for others;
  • Reverse-engineer, decompile or copy substantial portions of the site or its underlying code;
  • Use the site to send unsolicited communications or to harvest contact details of third parties;
  • Introduce malicious code or attempt to circumvent security controls.

6. Intellectual property

The SmartBooks and Rajoka names and logos, the design system, copy, layout, code and other content on this site are owned by Rajoka Limited or our licensors. You may link to the site freely and quote with fair attribution; you may not reproduce substantial portions of the site for commercial purposes without our written permission.

7. No warranty on the website

The website is provided on an “as is” basis. We don’t guarantee uninterrupted access or that the site is free from defects. We may change, suspend or withdraw any part of it at any time.

Part B — Beta and early-access terms

8. Waitlist, demos and early access

You can ask to join the SmartBooks early-access programme by joining the waitlist or booking a demo. Acceptance into the programme is at our discretion. During early access:

  • The platform is provided free of charge unless we expressly agree paid terms with you in writing;
  • Features may change, be added or removed without notice;
  • There is no formal service level (SLA). We aim for high availability, but downtime, data loss and bugs are more likely during beta than at general availability;
  • You agree to provide reasonable feedback, and you grant us a non-exclusive, royalty-free, worldwide licence to use that feedback to improve SmartBooks. We will not identify you in any case study without your written consent.

9. HMRC, MTD and software-vendor status

SmartBooks is software designed to submit Making Tax Digital (MTD) VAT returns, MTD Income Tax Self Assessment (ITSA) quarterly updates and end-of-period statements, Self Assessment returns and statutory accounts to HMRC and Companies House through their official APIs.

  • Recognition status. SmartBooks has completed HMRC sandbox testing for MTD VAT and MTD ITSA and has applied for production API credentials. Until production credentials are granted by HMRC, no live submission to HMRC can or will be made through SmartBooks. Our current status is shown on the Trust & security page.
  • You remain the taxpayer. SmartBooks is software; it is not your tax agent. You (or, where you are a firm acting for a client, your client) remain responsible for the accuracy, completeness and timing of any submission. We do not make tax decisions on your behalf.
  • HMRC API terms flow down.HMRC’s own terms of use for the MTD APIs (published on GOV.UK) flow down to you where they apply to end-users. By using the SmartBooks MTD features you agree to comply with those terms.
  • Fraud-prevention headers. HMRC requires us to send a defined set of fraud-prevention headers with every MTD API call. These are described in our privacy notice. We cannot disable them; they are a condition of HMRC’s production access.
  • HMRC outages.We are not responsible for outages or errors in HMRC’s or Companies House’s own systems. If their systems are unavailable when you need to file, we will use reasonable efforts to retry and to surface the outage in-product, but the filing window and any resulting penalties remain a matter between you and HMRC.

10. Open banking

Open-banking features in SmartBooks are provided through Yapily Connect Ltd, an Account Information Services Provider (AISP) authorised and regulated by the Financial Conduct Authority (FCA) under the Payment Services Regulations 2017, and through your bank’s own Open Banking interface. Our application to use Yapily in production is currently in progress.

  • You authorise the relevant regulated provider, not us, to access your bank data under PSD2 / the UK Open Banking standards.
  • We never see or store your online banking credentials.
  • Your access consent typically lasts up to 90 days and must be re-confirmed with your bank; you can revoke it at any time, either inside SmartBooks or directly with your bank.
  • Yapily’s own terms and privacy notice apply to the bank-data access; we will surface those at the point of connection.

11. Payments and invoicing

Payment-collection and invoicing features in SmartBooks are provided through Adfin, our regulated payments partner. Adfin handles card payments, direct debits and reconciliation. Card data and bank credentials are processed by Adfin’s PCI-DSS environment, not by us. Adfin’s own terms and privacy notice apply to that processing and are surfaced at the point of connection.

12. Acceptable use of the platform

You agree not to use SmartBooks to:

  • Submit a return to HMRC that you know to be inaccurate or fraudulent;
  • Avoid or evade tax, launder money, or assist any other person to do so;
  • Process personal data in breach of UK data-protection law;
  • Upload content that infringes anyone’s rights, is unlawful, or contains malicious code;
  • Probe, scan, load-test or attempt to defeat the security of the platform without our prior written permission;
  • Resell, sublicense or commercialise the platform to third parties without a written reseller agreement;
  • Use the platform in breach of HMRC’s API terms, Companies House’s API terms, or Open Banking standards.

If you become aware of any actual or suspected breach by you or one of your users, you must notify us at support@usesmartbooks.com promptly.

13. Suspension and termination during beta

We may suspend or terminate your access to the platform immediately if you breach these terms, if HMRC, Companies House or a regulated provider requires us to, if continued access creates a security or compliance risk, or for operational reasons during beta. We will give you reasonable notice where it is practical to do so. You can stop using SmartBooks at any time by closing your account or by writing to support@usesmartbooks.com. On termination we will, on request, provide an export of your data in a commonly used machine-readable format, subject to the retention rules in the privacy notice.

Part C — General terms

14. Liability

What we do not exclude. Nothing in these terms excludes or limits our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be excluded or limited under English law (including the Consumer Rights Act 2015 where you are a consumer).

What we exclude. Subject to the paragraph above, we will not be liable to you for any:

  • Loss of profit, revenue, business, contracts or anticipated savings;
  • Loss or corruption of data, except to the extent caused by our negligence;
  • Loss of goodwill or reputation;
  • Indirect or consequential loss;
  • HMRC interest, penalties or surcharges, except to the extent caused by a defect in SmartBooks that we failed to remediate after notice.

Cap. Subject to the carve-outs above, our total aggregate liability arising out of or in connection with these terms is limited as follows:

  • Website use only: £100.
  • Beta / early-access use of the platform (free of charge): £1,000.
  • Paid use under a Master Services Agreement: as set out in that agreement.

15. Your indemnity to us

You agree to indemnify us against any third-party claim arising out of (a) your use of SmartBooks in breach of these terms, (b) data or content you upload, or (c) any return you submit through SmartBooks that is inaccurate, fraudulent or otherwise unlawful. This clause survives termination.

16. Changes to these terms

We may update these terms from time to time. The version number and “last updated” date at the top of the page change with every revision. For material changes — for example, changes to liability, pricing once introduced, or acceptable use — we will notify users by email or in-product at least 30 days before the change takes effect. Continued use after that period constitutes acceptance.

17. Complaints

We’d rather hear from you first if something is wrong. Email support@usesmartbooks.com with the details and we will acknowledge within one working day and aim to resolve within ten. Privacy-specific complaints can be sent to dpo@rajoka.com and, if you remain dissatisfied, escalated to the ICO at ico.org.uk.

18. Force majeure

Neither party is liable for any failure or delay in performance caused by events beyond its reasonable control, including (without limitation) outages at HMRC, Companies House, Yapily, Adfin or other regulated infrastructure providers; failure of public communications networks; or acts of government. The affected party will take reasonable steps to mitigate the impact.

19. General

  • Notices. Notices to us must be sent to hello@usesmartbooks.com with a copy to the registered office. Notices to you may be sent to the email on your account or shown in-product.
  • Assignment. You may not assign these terms without our written consent. We may assign or novate them to a successor entity or affiliate without your consent, on notice.
  • No partnership. Nothing in these terms creates a partnership, agency, employment or joint venture between us.
  • Third-party rights. The Contracts (Rights of Third Parties) Act 1999 does not apply to these terms.
  • Entire agreement. These terms, the privacy notice and any written order or beta agreement we sign with you form the entire agreement between us, and supersede any prior discussions on the same subject.
  • Severability. If any clause is held to be unenforceable, the remainder continues in force.
  • No waiver. A failure to enforce a right is not a waiver of that right.

20. Governing law and jurisdiction

These terms and any non-contractual obligations arising out of them are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction over any dispute, subject to your statutory rights as a consumer if applicable.

21. Contact

General enquiries: hello@usesmartbooks.com · Customer support: support@usesmartbooks.com · Privacy and data: dpo@rajoka.com.

Postal address — Rajoka Limited, 64b Yardley Green Road, Birmingham, England, B9 5QE · Companies House number 12069067 · ICO registration ZA837360.