Terms for sending your records through this upload page
In short: this page is provided for the adviser firm that sent you this page by Sprint Ready Ltd, trading as ClaimEvidence. Your files go securely to the adviser firm that sent you this page's ClaimEvidence account, where they are used only to prepare evidence for your R&D tax relief claim. The adviser firm that sent you this page decides how they are used; we store and process them on its behalf.
1. Who is involved
- The adviser firm that sent you this page is your adviser. It asked you to use this page and is responsible for how your records are used in your claim.
- Sprint Ready Ltd, trading as ClaimEvidence, provides this page and the software that organises your records into an evidence pack. We act as the adviser firm that sent you this page's data processor: we only use your files to provide that service to it. We are not your adviser and do not give tax advice.
- You, the person uploading, act for your organisation.
2. What you agree to
- You confirm that you are authorised by your organisation to send these records to the adviser firm that sent you this page for its work on your R&D tax relief claim, and that sending them doesn't break any confidentiality obligation your organisation owes to anyone else.
- You will send only records relevant to the claim, such as ticket or work-item exports, specifications, design notes and test reports. Please don't include passwords, access keys, payment card details, or health or other sensitive information about individuals; remove it where you can.
- You won't upload files containing malware, or anything you don't have the right to share.
3. What happens to your files
- Where they go: straight to the adviser firm that sent you this page's ClaimEvidence account. Only the adviser firm that sent you this page's authorised staff can see them. Our staff can access them only where needed to support or secure the service, and every such access is logged.
- Where they are stored: encrypted, on Amazon Web Services servers in the EU (Stockholm). They are not stored outside the UK or EU.
- How they are processed: the software reads the records, groups them into projects, and uses an AI model (through Amazon Bedrock, in the EU) to draft statements that are then checked against your records by code. Before anything reaches the AI, people's names and email addresses are replaced with labels. Your records are never used to train AI.
- How long they are kept: the files you upload are deleted 30 days after the adviser firm that sent you this page finalises the evidence pack, or sooner if it deletes them. The evidence pack itself is kept by the adviser firm that sent you this page in its account for use in your claim and any HMRC enquiry, under its own retention arrangements with you.
- Confirmation: you'll see a confirmation when your files arrive, and the adviser firm that sent you this page is told they're ready.
4. Personal information
- Your records will contain names and work details of people in your organisation. The adviser firm that sent you this page (or your organisation, if the adviser firm that sent you this page acts for it as a processor) is the controller of that information, and we process it on its behalf under a data processing agreement that meets the UK GDPR.
- We also record your name, work email and the time of the upload, so the adviser firm that sent you this page knows who sent what.
- To ask about, access, correct or delete personal information in these records, contact the adviser firm that sent you this page. You can also write to us at support@claimevidence.co.uk and we will pass your request on and help it respond. You can complain to the Information Commissioner's Office (ico.org.uk).
5. Our responsibility to you
We provide this page so that the adviser firm that sent you this page can receive your records securely; our contract is with the adviser firm that sent you this page. We will look after your files as described above, but we are not responsible for the advice the adviser firm that sent you this page gives or for the outcome of any claim. Nothing in these terms limits liability that cannot be limited by law. These terms are governed by the law of England and Wales.