Declarewise: Terms of Service

Last updated 9 October 2026.

1. Who we are and when these terms apply

Declarewise is run by Sperrin Consulting Ltd, a company registered in Northern Ireland (company number NI741657), registered office 24 Dromdallagan, Magherafelt, BT45 7EY. In these terms "we" and "us" mean Sperrin Consulting Ltd. "You" means the business that signs up. The people your business adds to its account use Declarewise on your behalf, and you're responsible for them (section 5).

Before anyone in your business can use Declarewise, your account owner or an admin accepts these terms for your business in the app, and we record who accepted, when, and which version. These terms apply from then, or from when your business first uses or pays for Declarewise, whichever is earlier. Our Data Processing Agreement forms part of these terms.

2. What Declarewise does

It reads the supplier paperwork for goods you bring from Great Britain into Northern Ireland: invoices, packing lists, delivery dockets, or photos of them. From that it builds a draft supplementary declaration. Anything the paperwork can't settle, such as a missing commodity code or an origin nobody stated, comes back to you as a question with the evidence beside it, and you answer it.

Once you approve a draft, the Key into TSS page lays out each value for you to enter into the Trader Support Service. You then enter it into TSS yourself.

What it does not do:

• It does not send anything to HMRC or TSS for you. You, or someone you have authorised in TSS, make the declaration.
• It does not decide a commodity code, an origin or a value. Where a judgement is needed it shows candidates and the evidence, and a person in your business chooses.
• It is not a customs agent or broker. Nothing in it is customs, tax or legal advice, and we give no opinion on whether any declaration is correct.

3. Your declarations are your responsibility

This is the most important section.

The declaration you make to HMRC is yours. You are responsible for it being correct and complete, and for any duty, VAT, interest or penalty that follows from it. Check every draft against the paperwork before you use it.

That stays true even where a draft was wrong because the paperwork was misread, a code or rate in our copy of the tariff was out of date, or the software made a mistake. Nothing reaches a declaration until a person in your business has checked the draft and approved it.

The paperwork is read by an AI model, and it can be wrong. It's built to leave a value blank rather than guess, and it keeps the exact text it read so you can compare. A misread figure or a missed line is still possible.

Commodity codes and duty rates come from the UK Trade Tariff that HMRC publishes on GOV.UK. We refresh our copy daily, but the tariff changes and our copy can lag behind it.

4. Who can use it

Declarewise is sold to businesses only, not to consumers. By signing up you confirm you're acting for a business and are allowed to accept these terms on its behalf.

5. Your account and your users

The account belongs to your business. Its owner and admins decide who else can use it. You're responsible for:

• keeping the list of users up to date as staff join and leave;
• making sure each person signs in with their own login and keeps their password private;
• what is done under your account.

If you think someone has got into your account who shouldn't have, tell us straight away at declan@sperrinconsulting.com.

6. The paperwork you give us

You can upload paperwork in the app, or send it in from your own Gmail with our small script. Only send paperwork you're entitled to share with us.

You keep ownership of your paperwork and of everything you type in. You give us permission to store it, read it and work with it for one purpose: running Declarewise for you. Our Privacy Policy and Data Processing Agreement explain how.

We don't use your paperwork to train AI models, and the AI provider that reads it for us doesn't either.

The Gmail script runs inside your own Google account and only ever touches emails you've given the Customs label. Delete its trigger and it stops.

7. Confidentiality

Your paperwork, your declarations and what they show about your business (your suppliers, prices and products) are confidential. We use them only to run Declarewise for you. We share them only with our own team and the service providers listed in the Data Processing Agreement, and only as far as each needs them, or where the law requires it.

This doesn't cover information that is already public, or that you've told us we may share.

8. Fair use

Please don't:

• try to reach another company's data, or test our security without our written agreement;
• upload anything unlawful, or any file meant to harm the service;
• resell access, or use Declarewise to build a competing product;
• run automated sign-ins, or send volumes far beyond what your business actually imports.

We may suspend an account that does any of these. Where we can, we'll warn you first.

9. Price, payment and cancelling

Declarewise costs £20 a month for each company, plus VAT where it applies.

Each new company gets a free trial of 14 days, with no card needed. Your account owner or an admin subscribes under Billing on Company details. Payment is taken monthly in advance by card through Stripe, our payment processor, and we never see or keep your full card number. If you subscribe during the trial, the first payment is taken when the trial ends.

If we change the price we'll email the account owner at least 30 days before the new price applies.

If a payment fails, Stripe tries the card again and the app tells you. If it's still unpaid 14 days later we may lock the account until it's paid.

A locked account deletes nothing. You can still see, check and download everything already in it, and keep keying it into TSS. You can't add new paperwork until the account is paid for. The same applies when a free trial ends without a subscription.

You can cancel at any time under Manage billing on Company details, or by emailing declan@sperrinconsulting.com. Cancelling takes effect at the end of the month you've already paid for. We don't refund part months. After that the account is locked.

10. Your records when you leave

HMRC expects you to keep records of the goods you declare for at least four years, and in some cases longer. That duty is yours. Declarewise is not your archive, so keep your own copies, and download what you need before your account ends: each consignment's declaration file and your original paperwork.

We delete your company's data 90 days after the account ends. That covers your paperwork, consignments, declarations, product catalogue and user logins. Ask us and we'll do it sooner, and confirm in writing once it's done. Copies in our database provider's backups expire on their own within seven days.

11. Availability and changes

We work to keep Declarewise running, but we don't promise it will always be available or free of faults. It depends on services we don't control, including our hosting, our database, the AI service that reads documents, and TSS itself.

Your TSS deadlines are yours. Don't leave a declaration to the last day in case we, or TSS, are unavailable.

TSS moves to a new platform on 20 October 2026. The old platform takes no new movements from that date, and declarations for earlier movements are made on it until 30 November 2026. If HMRC or TSS change what they ask for, we'll update the product as quickly as we reasonably can. There may be a gap.

We change the product often. If we take away something you rely on, we'll tell you first.

12. What we promise

We'll provide Declarewise with reasonable care and skill. Apart from that, and apart from what these terms say expressly, we give no other promise about it. All other warranties, conditions and terms that the law would otherwise imply are excluded as far as the law allows.

13. Our liability

13.1 Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else the law does not allow to be limited or excluded.

13.2 Apart from that, and to the fullest extent the law allows, we are not liable to you for any loss or damage of any kind arising under or in connection with these terms, the Data Processing Agreement or your use of Declarewise, whether in contract, negligence, breach of statutory duty or otherwise.

13.3 Without limiting section 13.2, that includes:

• (a) any duty, VAT, excise, interest, penalty, fine or other amount that HMRC or any other authority charges you, any goods being held, seized or delayed, or the cost of correcting or amending a declaration, including where a draft we prepared was wrong (section 3);
• (b) loss of profit, revenue, business, contracts, goodwill or anticipated savings;
• (c) loss or corruption of data or paperwork, because you keep your own copies (section 10);
• (d) Declarewise or TSS being unavailable, slow or changed, for any reason;
• (e) any indirect or consequential loss.

13.4 If, despite section 13.2, we are found liable to you, our total liability for everything arising under or in connection with these terms and the Data Processing Agreement, in any 12 months, is limited to the fees you paid us in those 12 months. This section is separate from section 13.2 and applies even if section 13.2 is found not to apply.

13.5 You must bring any claim against us within 12 months of the day you first knew, or should have known, of it.

14. Your responsibility to us

You'll cover us (indemnify us) against any claim, penalty, fine, loss or cost, including reasonable legal costs, that we suffer because of:

• any declaration you make, or anything HMRC or any other authority does about it;
• paperwork or information you give us that you weren't entitled to share, or that breaks the law, including data protection law;
• your breach of these terms or the Data Processing Agreement;
• anything done under your account.

15. Ending the agreement

You can end it by cancelling (section 9). We can end it by giving you 30 days' notice by email, or straight away if you seriously break these terms or don't pay (section 9). Sections 3, 7, 10, 12, 13, 14, 17 and 18 still apply after it ends.

16. Changes and transfer

We may update these terms. If a change matters, we'll email the account owner at least 30 days before it applies, and you can cancel before then if you don't accept it.

We may transfer our rights and obligations under these terms to another business that takes over Declarewise, as long as we tell you in writing and your rights under these terms aren't reduced. You may not transfer yours without our written agreement.

17. General

• Whole agreement. These terms and the Data Processing Agreement are the whole agreement between us about Declarewise. Neither of us is relying on anything else said or written before it.
• If part fails. If a court decides any part of these terms can't be enforced, the rest still applies, and that part applies as far as it can.
• Notices. We send notices to the account owner's email address. You send notices to declan@sperrinconsulting.com.
• Events outside our control. We're not responsible for a delay or failure caused by something outside our reasonable control, such as a failure of a service we rely on, a cyber attack, or a power or network failure.
• Nobody else. Only you and we can enforce these terms. No one else has rights under them.
• Not giving up rights. If either of us doesn't enforce a right straight away, we can still enforce it later.

18. Law

These terms are governed by the law of Northern Ireland. Any dispute goes to the courts of Northern Ireland only.

Contact

declan@sperrinconsulting.com. Sperrin Consulting Ltd, 24 Dromdallagan, Magherafelt, BT45 7EY.