Terms of Use

1. Agreement

By accessing this website or using MileageSheet, you agree to these terms. If you use the service on behalf of an organisation, you confirm you have authority to bind that organisation.

2. The service

MileageSheet provides browser-based tools to help organisations administer mileage, and related subsistence and expense claims, including calculations, rate configuration, reporting, and exports as described in product materials. Features may evolve. Marketing pages (including statistics published on mileagesheet.co.uk) are informational and do not expand these terms or create warranties beyond what is stated here.

3. Accounts

Keep credentials confidential. You are responsible for activity under your accounts. We may suspend access for misuse, security risk, or non-payment where a paid agreement applies.

4. Your responsibilities (important)

You and your organisation are solely responsible for:

• the accuracy and completeness of journeys, distances, purposes, rates selected, subsistence, expenses, and any other claim data;
• reviewing and approving claims before payment or reimbursement;
• compliance with your employer’s policies and with applicable UK tax rules and HMRC guidance (including motor travel and subsistence rates);
• deciding whether MileageSheet’s configuration matches your legal and policy requirements;
• any payroll, reporting, or tax filings required of your organisation (including for payments above approved mileage rates), which are not assumed to be automated by the service unless expressly agreed in writing.

MileageSheet is a software tool. It does not provide tax, legal, or accounting advice, and it does not make you or your organisation compliant with HMRC or employment rules by itself. You must not rely on calculated outputs without independent review.

5. Acceptable use

Do not misuse the service (including attempting unauthorised access, disrupting service, uploading unlawful content, or infringing others’ rights).

6. Intellectual property

We and our licensors own the service, branding, and site content. You retain rights in data you submit. You grant us a licence to host and process that data to operate the service.

7. No warranties

To the fullest extent permitted by law, the site and service are provided“as is” and “as available”, without warranties of merchantability, fitness for a particular purpose, uninterrupted availability, non-infringement, or error-free calculations. Guideline rates and sample figures may change; you must verify configuration and outputs before relying on them.

8. Limitation of liability

To the fullest extent permitted by applicable law:

• we exclude liability for indirect, incidental, special, consequential, punitive, or exemplary damages, and for loss of profit, revenue, data, goodwill, business opportunity, or anticipated savings;
• we exclude liability arising from inaccurate claim data, incorrect rate configuration, unapproved payments, tax assessments, penalties, interest, or audit outcomes;
• our total aggregate liability arising from the site or service is limited to the fees you paid us for the service in thetwelve (12) months before the claim (or£100 if no fees were paid).

Nothing in these terms excludes or limits liability that cannot be excluded under applicable law(including death or personal injury caused by negligence, or fraud).

9. Indemnity

You will indemnify us against claims, losses, and costs arising from your data, your claims submissions, your rate or policy choices, your misuse of the service, or your failure to review outputs before reliance, except to the extent caused by our wilful misconduct.

10. Termination

You may stop using the service at any time. We may terminate or suspend access for breach of these terms. Provisions that should survive (including liability limits and indemnity) will survive.

11. Rates, third-party sources and changes

Mileage, subsistence, and other rates, and links to HMRC or other third-party material, are provided for convenience. They may be out of date or change without notice, and we are not responsible for third-party content. You must confirm current rates with the official source before relying on them. We may change, suspend, or withdraw features, and we do not promise uninterrupted or error-free availability.

12. Events outside our control

We are not liable for delay or failure to perform caused by events outside our reasonable control, including internet or hosting provider outages, power failure, industrial action, or acts of government.

13. Entire agreement and severability

These terms (and any signed order or written agreement with us) are the entire agreement about the service and replace earlier understandings. If any part is found unenforceable, the rest continues to apply.

14. Using the service from the UK

You are responsible for deciding whether using the service complies with the laws that apply to you in the UK. Prices shown on this site may exclude VAT or other taxes unless stated otherwise, and any tax that applies is added to your invoice.

15. Governing law

These terms are governed by the laws of England and Wales. The courts of England and Wales have jurisdiction, without limiting any mandatory consumer protections that apply where you use the service as a consumer (including any rights you have under the laws of Scotland or Northern Ireland).

16. Contact

contact@mileagesheet.co.uk· Operated via mileagesheet.co.uk

17. Changes

We may update these terms by posting a revised version on this site. Continued use after the effective date constitutes acceptance where permitted by law.