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Terms of Service

Last updated: 30 July 2026

1. About these terms

These terms govern your use of Filed Quarterly, a cloud-based landlord reporting and MTD compliance platform operated by Filed Quarterly Ltd. You agree to them by ticking the box when you create your account. We record which version you agreed to and when, and we’ll tell you if they change in a way that needs your agreement again.

2. The service

Filed Quarterly helps UK letting agents:

  • Import and reconcile transactions against tenancies (via CSV upload)
  • Generate landlord financial statements (PDF)
  • Submit quarterly income and expense data to HMRC under Making Tax Digital
  • Track property compliance certificates
  • Provide landlords with a self-service portal

Scope: Filed Quarterly currently supports UK Property income only. Self-employment, foreign property, and other income types are not supported. Filed Quarterly does not support Final Declaration (end of year) submissions or tax calculations. For these, please use HMRC’s compatible software list.

3. Your account

  • You must provide accurate information when creating an account
  • You are responsible for keeping your login credentials secure
  • You must not share your account with anyone outside your organisation
  • You are responsible for all activity under your account

4. Your responsibilities

  • Data accuracy: you are responsible for ensuring the transaction data, landlord details, and tax information you enter is correct
  • HMRC compliance: Filed Quarterly is a tool to assist with MTD submissions. You remain responsible for the accuracy of data submitted to HMRC. Filed Quarterly does not act as an accountant or provide tax advice
  • Landlord consent: you must have appropriate authority to manage financial data on behalf of your landlords
  • Legal compliance: you must comply with all applicable UK laws including data protection legislation

5. Charging your landlords, and sharing the software

You can charge your landlords whatever you like. Filed Quarterly is a tool you use to run your business. What you charge your landlords for your services - including work you do for them using Filed Quarterly, such as preparing and filing their quarterly updates - is entirely your decision. We don’t set your prices, cap them, or take a share of them.

What you can’t do is sell on the software itself. Your subscription is for your agency to use with your own landlord clients. So you must not:

  • resell, rent out, or sub-licence access to Filed Quarterly to anyone
  • rebrand Filed Quarterly, or present it as software your agency built or owns
  • run the software on behalf of another agency or business, or set up accounts for them
  • share your login details with anyone outside your organisation
  • charge a landlord a fee purely for access to the landlord portal, as opposed to for work you do for them

Landlord portal access is included in your subscription, for your own landlords. Your landlords aren’t party to this agreement - they don’t choose a plan and they pay us nothing - so the first time one of them signs in we show them a short portal terms of use covering where their figures come from and that we’re not their accountant.

If you’d like to offer Filed Quarterly to other agencies, or to landlords as a product in its own right, please get in touch - we’re open to it, but it needs a separate agreement.

6. Who owns what

We own the software. Filed Quarterly Ltd owns the platform and everything that makes it up: the code, the design, the name and the logo. Your subscription is permission to use it for as long as you’re a customer. It doesn’t give you any ownership of it, and it isn’t yours to lend, pass on or sell (see section 5).

You own your data. Everything you put in - your landlords, properties, tenancies, transactions and documents - stays yours. We use it to run the service for you and for the purposes set out in our Privacy Policy, and nothing else. We don’t sell it, and we don’t share it with anyone else for their own purposes. You can export it whenever you like.

7. HMRC submissions

When you submit data to HMRC through Filed Quarterly:

  • You authorise Filed Quarterly to submit quarterly property income and expense data to HMRC on your behalf through their Making Tax Digital service
  • Submissions are made using HMRC’s secure authorisation process - you explicitly grant permission by signing in on HMRC’s own login page
  • Filed Quarterly attaches the security information HMRC requires to every submission, so they can verify each request is genuine
  • Once submitted, data cannot be deleted from HMRC - only amended via a new submission
  • Filed Quarterly is not liable for incorrect submissions caused by inaccurate data you provided

8. What you pay

  • Your first quarter is free with every feature - credit card required to start trial
  • After the first quarter, a paid plan is required to keep submitting to HMRC
  • Paid plans are billed monthly via Stripe
  • You can cancel at any time - access continues until the end of your billing period
  • Pricing may be changed with 30 days’ notice

9. Availability and support

  • Filed Quarterly aims for 99.9% uptime but does not guarantee uninterrupted service
  • Maintenance may be performed with reasonable notice
  • Support is available via email at hello@filedquarterly.co.uk

10. Limitation of liability

To the maximum extent permitted by law:

  • Filed Quarterly is provided “as is” without warranty of any kind
  • Filed Quarterly is not liable for any indirect, incidental, or consequential damages
  • Filed Quarterly is not liable for penalties, fines, or charges imposed by HMRC as a result of incorrect data you submitted through the platform
  • The total liability of Filed Quarterly is limited to the fees you paid in the 12 months prior to the claim

11. Cancellation & data access

  • You can cancel your subscription at any time via Settings or the Stripe billing portal
  • When cancelled, your plan remains active until the end of the current billing period
  • After the billing period ends, your account reverts to the free plan (records and reports remain available; submitting to HMRC requires an active subscription)
  • On any plan, including the free plan, you keep access to all the data you have already put in - Filed Quarterly never locks you out of your own records
  • You can export all your data at any time from Settings > Account > Export Data
  • On account deletion, financial data is retained for 6 years as required by HMRC, then deleted

If you break these terms. We may suspend or close an account that breaks these terms. Where someone is reselling or sharing the software in the ways section 5 rules out, we may suspend the account straight away to stop it continuing. If the problem is something you can put right, we’ll tell you what it is and give you a fair chance to fix it before we close the account. If we do close an account for a breach of section 5, we won’t refund the rest of the period you’ve paid for. You’ll still be able to export your data.

12. Governing law

These terms are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the English courts.

13. Contact

Filed Quarterly Ltd
Email: hello@filedquarterly.co.uk