Terms of Service

1. Service Description

DeclareHQ is a cloud-based freight clearance and customs declaration management platform operated by DeclareHQ Ltd. The platform enables customs brokers, freight forwarders, and importers to prepare, submit, and track customs declarations, manage shipment documentation, and coordinate clearance workflows.

We reserve the right to modify, suspend, or discontinue any part of the service at any time with reasonable notice. We will endeavour to provide at least 30 days' notice for material changes that affect your use of the platform.

2. User Accounts

To use DeclareHQ, you must create an account and provide accurate, complete, and current information. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.

You must immediately notify us of any unauthorised use of your account or any other breach of security. DeclareHQ Ltd will not be liable for any loss arising from unauthorised use of your account where you have failed to maintain adequate security of your credentials.

Organisation administrators are responsible for managing user access within their organisation, including granting and revoking permissions as appropriate.

3. Acceptable Use

You agree not to:

• Use the platform for any unlawful purpose or in violation of any applicable regulations, including customs and trade compliance laws.
• Submit false, misleading, or fraudulent customs declarations or documentation through the platform.
• Attempt to gain unauthorised access to any part of the service, other users' accounts, or connected systems.
• Interfere with or disrupt the integrity or performance of the platform or its underlying infrastructure.
• Reverse-engineer, decompile, or disassemble any aspect of the platform.
• Use the service to transmit malware, viruses, or other harmful code.
• Resell, sublicense, or redistribute access to the platform without our prior written consent.

4. Billing and Payments

Access to DeclareHQ is provided on a subscription basis. Fees are set out in the pricing plan selected at the time of sign-up or as subsequently agreed. All fees are quoted exclusive of VAT unless otherwise stated.

Subscription fees are billed in advance on a monthly or annual basis, depending on the plan selected. Payment is due on the date specified in your invoice. We reserve the right to suspend access to the platform if payment is not received within 14 days of the due date.

We may adjust pricing with at least 30 days' written notice before the start of your next billing period. Continued use of the platform after a price change constitutes acceptance of the new pricing.

5. Data and Privacy

Your use of the platform is subject to our Privacy Policy, which describes how we collect, use, and protect your data.

You retain ownership of all data you submit to the platform. You grant DeclareHQ Ltd a limited licence to process, store, and display your data solely for the purpose of providing and improving the service.

Where we process personal data on your behalf, we act as a data processor and will enter into a Data Processing Agreement as required under applicable data protection legislation.

6. Intellectual Property

All intellectual property rights in the DeclareHQ platform, including its software, design, trademarks, and documentation, remain the exclusive property of DeclareHQ Ltd. Nothing in these terms grants you any right, title, or interest in our intellectual property except for the limited right to use the platform in accordance with these terms.

You may not copy, modify, distribute, or create derivative works based on any part of the platform without our prior written consent.

7. Liability Limitations

To the maximum extent permitted by law, DeclareHQ Ltd shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, business opportunity, or goodwill, arising out of or in connection with your use of the platform.

Our total aggregate liability in respect of any claims arising under or in connection with these terms shall not exceed the total fees paid by you in the twelve (12) months preceding the event giving rise to the claim.

DeclareHQ is a tool to assist with customs clearance processes. You remain solely responsible for the accuracy and legality of all declarations and documents submitted through the platform. We do not provide legal, customs, or tax advice.

8. Termination

Either party may terminate these terms by providing 30 days' written notice. We may also terminate or suspend your access immediately if you breach any material term of this agreement.

Upon termination, your right to access the platform ceases immediately. You may request an export of your data within 30 days of termination, after which we may delete your data in accordance with our data retention policies.

Sections relating to intellectual property, liability limitations, and governing law shall survive termination of these terms.

9. Governing Law

These terms shall be governed by and construed in accordance with the laws of England and Wales. Any disputes arising under or in connection with these terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

If any provision of these terms is found to be unenforceable, the remaining provisions shall continue in full force and effect.