Terms & Conditions

Last updated 3 July 2026

These Terms & Conditions govern your access to and use of VapeTax, the online service for UK vape manufacturers to manage inventory, duty tax-stamp records, production and purchase orders, wastage and variance tracking, Vaping Products Duty (VPD) record-keeping and HMRC-ready exports. Please read them carefully. By creating an account or using VapeTax you agree to be bound by these terms.

1. Introduction & agreement to these terms

VapeTax (the "Service") is available at https://vapetax.co.uk. The Service is operated by, and is a subsidiary of, Qode Ltd ("Qode", "we", "us" or "our"), a company registered in England & Wales.

• Company (Companies House) number: 17259547
• Registered office: Liberty House, 30 Whitchurch Lane, Edgware, England, HA8 6LE
• Contact for all legal, privacy and data-protection matters: privacy@vapetax.co.uk

These terms form a legally binding agreement between you (the customer, business or user accessing the Service) and Qode Ltd. By registering for, accessing or using VapeTax you confirm that you have read, understood and accepted these terms. If you do not agree to them, you must not use the Service. If you are entering into these terms on behalf of a business, you confirm that you have authority to bind that business to them.

These terms should be read together with our Privacy Policy and our Cookie Policy, which describe how we handle personal data and cookies.

2. Eligibility & accounts

VapeTax is a business tool intended for use by vape manufacturers and their staff. It is not directed at children and is not intended for personal or consumer use. By using the Service you confirm that you are using it for legitimate business purposes and that you are at least 18 years old and able to enter into a binding contract.

When you register you must provide accurate, current and complete information, and keep it up to date. You are responsible for:

• maintaining the confidentiality of your login credentials and keeping them secure;
• all activity that takes place under your account, whether or not authorised by you;
• any sub-users you create under the Team or Premium plans, including their access, their conduct and their compliance with these terms; and
• notifying us promptly at privacy@vapetax.co.uk if you believe your account has been compromised.

You must not share your account with, or transfer it to, any other person or business without our agreement.

3. The Service — and an important note on its limits

VapeTax helps UK vape manufacturers keep records and prepare for compliance. Depending on your plan, the Service allows you to:

• record and manage inventory for PG, VG, nicotine, CBD, flavourings and labels, including receipts and expiry dates;
• keep duty tax-stamp records;
• create and track purchase orders and production orders;
• track wastage and variance;
• keep Vaping Products Duty (VPD) records; and
• generate HMRC-ready CSV exports and backups of your data.

VapeTax is a record-keeping and compliance tool only. It does not provide legal, tax, accounting or regulatory advice, and it does not submit, file or lodge any returns, declarations or payments with HMRC or any other authority on your behalf. The Service helps you organise and export your records, but you remain solely responsible for the accuracy and completeness of the information you enter, for verifying it, for meeting your filing deadlines, and for your own compliance with HMRC requirements, Vaping Products Duty and all other applicable laws and regulations. You should seek advice from a qualified professional (such as an accountant or solicitor) where appropriate. Any figures, exports or reports produced by the Service are based on the data you provide and must be checked by you before you rely on them.

4. Subscriptions, billing & renewals

VapeTax is offered on the following monthly subscription plans (prices in GBP):

Paid plans are billed monthly in advance and renew automatically at the end of each monthly period until cancelled. Payments are processed by our payment provider, Stripe. By subscribing to a paid plan you authorise us, through Stripe, to charge your saved payment method for the applicable fee at the start of each billing period.

We may change our prices from time to time. Any price change will take effect from your next renewal after we have told you about it; it will not change the price of a period you have already paid for. If you do not accept a price change, you may cancel before it takes effect.

You can cancel a paid plan at any time. Cancellation takes effect at the end of the paid period you are currently in; your paid features remain available until then, after which your account moves to the Free plan. Downgrading or cancelling does not delete the business records you have entered, but Free-plan limits (such as the cap of 2 production orders per month) will apply.

Except where the law requires otherwise, fees already paid are non-refundable and we do not provide refunds or credits for partial billing periods, unused time, or downgrades taking effect mid-period. Nothing in this section affects any statutory rights you may have that cannot be excluded.

5. Acceptable use

You agree to use VapeTax lawfully and responsibly. In particular, you must not:

• use the Service for any unlawful, fraudulent or deceptive purpose;
• attempt to gain unauthorised access to the Service, other accounts, or the systems or networks that support it, or otherwise breach or test its security;
• interfere with, disrupt or place an unreasonable load on the Service, or introduce malware or other harmful code;
• copy, resell, sublicense, rent, lease or otherwise commercially exploit the Service or make it available to any third party except as expressly permitted by your plan;
• reverse engineer, decompile or attempt to extract the source code of the software, except to the extent the law does not allow this to be restricted;
• upload data you do not have the right to use, or data that infringes the rights of others; or
• misuse the Service in any way that could harm us, other customers or any third party.

6. Intellectual property

The VapeTax software, its underlying code, design, look and feel, and the VapeTax and Qode brands, names and logos are owned by Qode Ltd (or our licensors) and are protected by intellectual-property laws. These terms grant you a limited, non-exclusive, non-transferable right to use the Service for your own business purposes during your subscription. No other rights are granted.

You keep ownership of the business records and other data you enter into the Service ("your data"). By using the Service, you grant Qode Ltd a licence to host, store, copy, process and transmit your data to the extent necessary to provide and support the Service, to keep it secure, to generate the exports and backups you request, and to meet our legal obligations. We do not claim ownership of your data.

7. Your data & your responsibility

You are responsible for the accuracy, quality and legality of the data you enter into VapeTax and for the way you use it. Because VapeTax is a record-keeping tool, the value of any inventory figures, duty stamp records, VPD records, orders and exports depends entirely on the accuracy of what you put in. You should review your records regularly and correct any errors.

The Service provides export and backup features so that you can keep your own copies of your records. While we take reasonable steps to protect and back up data on our systems, we recommend that you download and retain your own regular exports and backups. You remain responsible for keeping the records you need to meet your legal, accounting and tax obligations.

How we handle any personal data within the Service is explained in our Privacy Policy. In broad terms, for the business records you enter we act as a data processor on your instructions, and for your account, login and billing data we act as a data controller.

8. Availability

We aim to keep VapeTax available and to use reasonable efforts to provide a reliable service. However, we do not guarantee that the Service will be uninterrupted, error-free or always available. Access may be affected by planned maintenance, updates, upgrades, or matters outside our reasonable control (including failures of third-party infrastructure or providers on which the Service depends).

Where practical, we will try to carry out planned maintenance at times likely to cause the least disruption and to give notice of significant scheduled downtime, but we may need to suspend access at short notice for urgent maintenance or security reasons.

9. Warranties & liability

To the fullest extent permitted by law, the Service is provided on an "as is" and "as available" basis, and we exclude all implied warranties, conditions and terms not expressly set out in these terms. In particular, we do not warrant that use of the Service will ensure your compliance with HMRC, VPD or any other legal or regulatory requirement — that compliance remains your responsibility.

To the fullest extent permitted by law:

• we are not liable for any indirect, special or consequential loss, or for loss of profits, revenue, business, goodwill, anticipated savings, or loss of or corruption of data (beyond our duty to take reasonable care);
• we are not liable for any penalties, fines, interest, assessments or other losses arising from your own regulatory non-compliance, from inaccurate or incomplete records, or from your reliance on the Service in place of professional advice; and
• our total aggregate liability to you arising out of or in connection with these terms and your use of the Service, whether in contract, tort (including negligence) or otherwise, is limited to the total fees you paid to us for the Service in the twelve (12) months immediately before the event giving rise to the claim.

Nothing in these terms excludes or limits our liability where it would be unlawful to do so, including 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 the laws of England & Wales.

10. Suspension & termination

You may stop using the Service and cancel your subscription at any time as described in section 4.

We may suspend or terminate your access to the Service, in whole or in part, if you breach these terms (including any acceptable-use or payment obligation), if required by law, or if we reasonably believe it is necessary to protect the Service, other customers or third parties. Where it is reasonable and lawful to do so, we will give you notice and, for matters capable of being fixed, an opportunity to put things right.

On termination, your right to use the Service ends. We will handle any data associated with your account in line with our Privacy Policy and our retention practices, keeping data only while your account is active and for a reasonable period afterwards to meet legal and accounting obligations, after which it is deleted or anonymised. We encourage you to export any records you wish to keep before your access ends.

11. Changes to these terms

We may update these terms from time to time, for example to reflect changes to the Service, to our plans, or to legal or regulatory requirements. When we make material changes, we will update the "Last updated" date at the top of this page and, where appropriate, notify you. Your continued use of the Service after changes take effect means you accept the updated terms. If you do not agree to a change, you should stop using the Service and may cancel as described above.

12. Governing law & contact

These terms and any dispute or claim arising out of or in connection with them, the Service, or their subject matter are governed by the laws of England & Wales, and the courts of England & Wales have exclusive jurisdiction.

If you have any questions about these terms or the Service, or wish to contact us about any legal, privacy or data-protection matter, please email us at privacy@vapetax.co.uk or write to us at:

• Qode Ltd (operator of VapeTax)
• Liberty House, 30 Whitchurch Lane, Edgware, England, HA8 6LE
• Company number 17259547, registered in England & Wales

If your query relates to how we handle personal data, you also have the right to complain to the UK Information Commissioner's Office (ICO) at https://ico.org.uk, although we would welcome the chance to address your concerns first.