Terms & Conditions, Legal Information

This page was last updated on 01 March 2022


1. Definitions


In these Terms and Conditions:


“We”, “us” and “our” refer to Swift Tax Refunds, a trading name of Swift Refunds Ltd. We’re a company incorporated in England and Wales (Company number: 04088211). Our registered office is The Brew House, Lower ground floor Greenall’s Ave, Warrington, WA4 6HL



“You” and “your” refer to you or anyone else using our Services, which are explained below, and services provided via our website, swiftrefunds.co.uk, that require you to enter personal information.


2. Our Services


Tax Refund


Using all the information you have provided via telephone calls and emails, SWIFT will assess and calculate your claim, and complete and submit the appropriate signed forms to obtain a tax refund from HMRC.


Tax Return


If HMRC require you to submit a Tax Return, but a Tax Refund is not available or suitable, SWIFT will calculate how much tax you owe, and complete and submit your Tax Return to HMRC.


Handling an enquiry from HMRC


If HMRC launch an enquiry into your Tax Return or Tax Refund claim, SWIFT will gather the required information and respond to all queries from HMRC until the enquiry is closed. If SWIFT submitted the Tax Return or Tax Refund claim, we will handle the enquiry free of charge. If you would like us to defend an HMRC enquiry for a tax return or tax refund claim that SWIFT have not submitted, a cost may be incurred.


Tax Code


After your refund’s paid out, your tax code may go up.


If you notice this we highly recommend that you call HMRC to have it put back to your normal tax code. This change assumes that your travel and subsistence costs will continue to stay exactly the same.  As our customers have varied workplaces and work patterns, it is better to remove any job expenses that HMRC add to your tax code as part of our aftercare service.  This will prevent you from paying too little tax if your circumstances change.


If you’d prefer us not to contact HMRC to remove these expenses, please let us know.  However be aware that if you decide to keep the expenses in your tax code, HMRC will expect you to justify them each year.


3. Our Obligations


3.1 We will accurately process all information you provide to us and take all actions necessary in connection with the provision of our Services as quickly as possible the average time for a claim is 8 to 12 weeks with an additional 4 weeks or longer if HMRC run security checks delay the claim in some way. The 8 to 12 weeks is a guideline timescale based on how long the average claim can typically take.  We don’t guarantee to complete claims within this timescale due to the potential delays that can be caused by HMRC in some circumstances. The timeline of 8 to 12 weeks begins when our admin team have gathered all the information from our clients to start the claim the time it takes to gather this information is not counted in this timescale. For example: If we need a p60 and it wasn’t provided for 8 weeks.


3.2 If HMRC charges a penalty for the late filing of a document or any other default which is caused by us, we will pay it. If it’s not our fault, you will have to pay for it.


3.3 We maintain high standards of conduct in our dealings with government departments and others. We will decline to provide a Service if we believe that doing so may breach those standards. We will notify you as soon as we can if we decide not to provide a Service.


3.4 If you do not provide all the relevant information we cannot be held liable for the outcome of your Tax Refund or Tax Return.


3.5 SWIFT will not be liable for any delays in Tax Refunds being paid to you that have been caused by HMRC’s procedures and security checks.


4. Your obligations


4.1 You agree to co-operate with us so that we can provide the Services in accordance with our obligations.


4.2 You agree to provide the information that we ask for promptly and to make sure that this information is true, accurate, correct and complete, including taking all the necessary steps to get this information from other sources if required.


4.3 You will keep accurate records and receipts as required by HMRC to support your Tax Refund claim.


4.4 You must tell us about all your sources of income and the amounts you receive, including any PAYE, self-employed, pension or rental income and any benefits received in every tax year for which SWIFT is completing a Tax Refund claim or Tax Return. You must also provide honest, accurate and correct details of the money you have spent for the purposes of your work or business.


4.5 You accept that you may have to pay back any money received where the claim was based on incorrect information provided by you. If that happens, you will have no right to claim back any money from Swift, including our fee, unless we have made an error too.


5. Our fees


5.1 Under normal circumstances we take our fee from your refund when we received it from HMRC, so you have nothing to pay upfront. In the event that liabilities are owed to HMRC that were otherwise unknown to us at the time of submission, we reserve the right to recover the full charge from you for services provided.


If there is no refund due but you have to file a tax return anyway (e.g. if you’re self-employed) we will ask you to pay our fee before we submit it.


5.2  For submission of a PAYE tax refund claim, our standard fee is 22% of the value of the claim plus VAT. A minimum fee of £47.5 + VAT always applies. Our PAYE SWIFT Fast Track Refund fee is 27% of the value of the claim plus VAT. A minimum fee of £62.5 + VAT always applies.


5.3 For submission of a CIS tax refund claim or CIS tax return, our standard fee is £180 plus VAT. Our CIS SWIFT Rapid Refund fee is £360 plus VAT.


5.4 For handling an HMRC enquiry into a claim not submitted by SWIFT, our fees are £50 per hour plus VAT (subject to a minimum fee of £47.5 plus VAT).


5.5 Our tax return services where no refund is due are subject to a minimum fee of £47.5 plus VAT.

5.6 If we have received your UTR number from HMRC and an accountant has been assigned to work your case and you then contact us to cancel.  If this happens you will be charged our minimum charge of £47.5 + VAT per tax year that we were instructed by you to open and file a self-assessment for.  If we don’t have your UTR number yet and you call to cancel then there is no charge however when you do get your UTR number from HMRC it will be up to you to contact HMRC and instruct them to close your self-assessment record.


6. How we handle your refund


6.1 You authorise us to receive payment of all sums relating to Tax Refunds claimed by SWIFT on your behalf. We will deduct our fees from the sums received and promptly forward the balance to you.


6.2 If HMRC send a refund direct to you without our authorisation, you must pay our fee. We will take all legal and necessary action to retrieve any fees owed to us.


6.3 The calculations and computations we produce to submit your Tax Refund or Tax Return are for our use only. If you use these calculations to submit your own or a fraudulent claim we will seek payment for our work. We will take all legal and necessary action to recover any fees owed to us.


7. SWIFT Fast Track Refund


7.1 When applying for a SWIFT Fast Track Refund, you must provide accurate information. If any information you provide is incorrect or incomplete, such as undeclared fines, and results in a lower refund from HMRC then we will take all legal and necessary action to recover any money owed to us.


7.2 To qualify for a SWIFT Fast Track Refund, you must have no outstanding debts with HMRC and must not be declared bankrupt or under an IVA (Individual Voluntary Agreement).


7.3 Our SWIFT Fast Track refund service reduces the typical waiting time from an average of 8-12 weeks down to 6-8 weeks however this is a guideline, not a guarantee as HMRC can cause delays that are outside our control.


7.4 If the refund from HMRC is more than £20 higher than initially calculated, SWIFT will refund the difference less our standard charge of 27% plus VAT.


7.5 You can opt out of the SWIFT Fast Track Refund process by not ticking the rapid refund box on your claim form. If you do, your claim will follow our standard process and fees.


7.6 We reserve the right to transfer any client at any time from the Fast Track Refund process to our standard process at our standard fee.


8. SWIFT Guarantee


8.1 Under the SWIFT Guarantee, if HMRC open an enquiry into your claim, we will handle the enquiry free of charge. If the enquiry results in any money being repayable to HMRC, we will make the repayment provided you have given us full and accurate information about your income, outgoings and any money you owe HMRC. You must make every effort to obtain the information required as part of HMRC enquiries. Failure to engage in this process may result in the SWIFT Guarantee being withdrawn.


8.2 The SWIFT Guarantee does not apply and you will have to make the repayment if:


8.2.1 You have provided incorrect or incomplete information, or


8.2.2 The repayment is for a claim we did not submit, or


8.2.3 You owe HMRC money which is nothing to do with the claim we have submitted.


9. Data protection and money laundering


9.1 We are registered for Data Protection with the ICO (information commissioner’s office) and our number is ZB312344. We operate under strict security measures to protect personal information. This includes following certain procedures (for example, checking your identity when you phone us) and encrypting (encoding) data on our websites.


9.2 Any personal data you provide to us will only be used to carry out our Services.


9.3 You agree to us storing this data in paper and/or electronic form. We will securely store all of your documents for 3 years in accordance with the retention policy guidelines, after this point they will be securely destroyed in accordance with the ISO BS EN 15713 standard of Secure Destruction of Confidential Waste. If you require your documents to be returned to you within this timeframe, please contact us.


9.4 We reserve the right to record and monitor some telephone calls, emails and other electronic communications for training and quality purposes.


9.5 We may contact you by using any contact details you have provided. You can ask us not to send you any information on our offers or services at any time by contacting us.


9.6 We will not pass your details to anyone outside of SWIFT Refunds Ltd.


9.7 We are registered under the UK’s Money Laundering Regulations (no. 238554). The legislation requires us to check your identity and keep evidence that we have done so. We will ask you to send us a photographic ID and two proofs of address so that we can provide the Services to which this legislation applies.


10. If you need to complain


If you are not happy, please let a member of our staff know as soon as possible. In the majority of cases, your complaint will be resolved immediately. If you wish to take it further please follow our Complaints Process below.


Complaints process


To log a complaint please email complaints@swiftrefunds.co.uk . Please provide your name number and address details and our complaints department will respond within 2 working days.


Our complaints department will then try to deal with the issue by;


Establishing what has happened so far, and who has been involved
Clarifying the nature of the complaint and what remains unresolved
Clarifying what you feel would put things right


When the course of action has been decided and carried out, we will confirm with you that the issue has now been resolved and the complaint is closed.


If you want to make a formal complaint instead, please write to the Complaints Team Manager at SWIFT Refunds Ltd:

The Brew House,

Lower ground floor

Greenall’s Ave




Your written complaint will be acknowledged in writing within 3 working days of its receipt. The reply will include information about how the issues raised will be dealt with, and a written commitment to send a formal, written, response within a further 20 working days.

What Can I Claim Tax Back On?

You can claim tax back on most work-related expenses. Below is a list of items that you can request a tax rebate on:


• Vehicles for work use
• Fuel/Mileage costs
• Travel expenses
• Overnight expenses (food in certain circumstances)
• Rail Tickets (single & season tickets)
• Uniforms, work clothing, and tools
• Cleaning costs for uniforms
• Professional fees, subscriptions & unions fees


This list is an example of what you could claim back; there may be expenses & items specific to the job role that you could claim back.

What are the Deadlines?

Current legislation in the UK says you can go back up to four Tax years when claiming a Tax rebate. This means at the current moment in time you can make a claim for the following periods:


  • Year ended 5th April 2019
  • Year ended 5th April 2020
  • Year ended 5th April 2021
  • Year ended 5th April 2022


Effectively this means you can claim Tax relief from 6th April 2018.

Over such a long period of time wage slips and p60s can be lost or misplaced. This isn’t a problem as you have lots of ways to obtain this information.


  • Contact your current/previous employers as they are legally obliged to keep your records going back 6 years and because of GDPR if your request that information they have to provide it to you.


  • You could log into your government gateway which is easy to set up if you have never done this.


  • Contact HMRC on 0300 200 3300 and request that they post out to you a tax history letter which usually arrives in 10 working days from when you request it from them and this tax history letter will go back 4 years.

Are you owed Tax back from HMRC? Find out today

Am I Due Any Tax Back?

Most workers, whether employed or self-employed may be due a tax rebate for work-related items, expenses or because they have paid too much tax. HMRC do not know everyone’s individual circumstances, and it is up to the taxpayer to contact HMRC to see if they are entitled to any tax relief.


Other reasons for a tax refund may include pension payments, redundancy payments, interest from a savings account, PPI, or UK income if you are living aboard.


All claims for tax refunds and rebates are reviewed on a case by case basis. Use our tax claim form and answer a few simple questions to see if you could be entitled to make a claim.

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