Terms of Service

1. Acceptance of Terms

By creating an account or using Codex IQ ("the Service"), you agree to these Terms of Service ("Terms"). If you do not agree, do not use the Service.

Codex IQ is operated by Langbridge Digital Ltd ("we", "us", "our"), a company registered in England and Wales.

2. Description of Service

Codex IQ is a cloud-based accounting and payroll application designed for UK businesses. Depending on your industry, the Service may include payroll calculation, RTI XML generation, invoicing, expense tracking, and industry-specific modules such as driver compliance management and dispatch system integration for taxi and private hire operators.

Important: Codex IQ is a software tool and does not constitute financial, tax, or legal advice. You are responsible for ensuring your use of the Service complies with all applicable HMRC requirements.

3. Account Registration

• You must provide accurate information when creating an account.
• You are responsible for maintaining the security of your password.
• You must notify us immediately of any unauthorised access to your account.
• Accounts are for business use only — one primary account per business entity.

4. Subscription and Payment

• Codex IQ operates on a monthly subscription model. Prices are listed in GBP and include VAT where applicable.
• A 14-day free trial is available — no credit card required to start.
• Subscriptions renew automatically monthly. You may cancel at any time.
• Cancellation takes effect at the end of the current billing period. No refunds for partial periods.
• Payments are processed by Stripe. We do not store card details.
• We reserve the right to change pricing with 30 days' written notice.

5. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose or to facilitate tax evasion or fraud.
• Attempt to gain unauthorised access to any part of the Service or other users' accounts.
• Reverse engineer, copy, or resell any part of the Service without written permission.
• Upload malicious code or attempt to disrupt the Service.
• Use the Service to process data on behalf of third parties without appropriate data processing agreements.

6. Data and HMRC Submissions

Codex IQ generates RTI (Real Time Information) XML files for PAYE payroll reporting. You are solely responsible for reviewing and submitting these files to HMRC correctly and on time. Codex IQ does not submit directly to HMRC on your behalf unless you have explicitly enabled direct API submission and have appropriate HMRC authorisation.

You are responsible for the accuracy of all data entered into the Service, including employee details, PAYE references, and financial figures.

7. Data Ownership and Portability

• You retain ownership of all data you enter into Codex IQ.
• You may export your data at any time via Settings > Data & Audit.
• On account closure, your data is retained for 30 days then deleted, unless you request deletion sooner.
• We do not sell or share your business data with third parties for marketing purposes.

8. Intellectual Property

Codex IQ, its software, design, and documentation are the intellectual property of Langbridge Digital Ltd. You are granted a non-exclusive, non-transferable licence to use the Service during your subscription period.

9. Limitation of Liability

To the maximum extent permitted by law, Langbridge Digital Ltd shall not be liable for any indirect, incidental, or consequential damages arising from your use of the Service, including any penalties, interest, or fines imposed by HMRC as a result of incorrect payroll submissions.

Our total liability to you shall not exceed the amount you paid for the Service in the 12 months preceding the claim.

10. Service Availability

We aim for 99.5% uptime but do not guarantee uninterrupted availability. Planned maintenance will be notified in advance where possible. We are not liable for disruption outside our reasonable control.

11. Termination

We may suspend or terminate accounts that violate these Terms, with or without notice in cases of serious breach. You may close your account at any time via Settings.

12. Changes to Terms

We may update these Terms. We will notify you by email at least 14 days before material changes take effect. Continued use of the Service after that date constitutes acceptance.

13. Governing Law

These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

14. Contact

Questions about these Terms: legal@codex-iq.co.uk