CROWNSTEAD SERVICES
(TRADING NAME OF CROWNSTEAD LTD)
Terms & Conditions
Last updated: 6 November 2025
These Terms and Conditions apply to the services provided by Crownstead Services, a trading name of Crownstead Ltd(Company No. 16726582), registered at:
1 Dock Street, Leeds, England, LS10 1NA
References to “Crownstead”, “we”, “our”, or “us” mean Crownstead Ltd.
By submitting an online form, signing our Letter of Authority / Terms of Business, or otherwise instructing us, you enter a legally binding contract and agree to these Terms.
1. Definitions
| Term | Meaning |
|---|---|
| Application | The online/paper form you complete to instruct us. |
| Claim / Audit | A tax reclaim or Business Rates audit handled by Crownstead. |
| Refund / Saving | Any refund, reduction, credit, or financial benefit resulting from a Claim/Audit. |
| Nomination / Assignment | Your written authority allowing Crownstead to receive a refund directly when permitted. |
| Tax Agent Authority (64-8) | HMRC authorisation allowing Crownstead to act as your tax agent. |
| Cooling-Off Period | 14 days from the day after you accept these Terms. |
| Fees | Crownstead’s charges (Section 5). |
2. Our Services
We assist clients with:
Business Rates Audits (refunds of overpayments and/or reductions to future bills)
Tax Refunds (pension withdrawal tax refunds)
You may deal directly with HMRC or the Local Authority for free if you prefer.
We do not provide financial, investment, or legal advice.
3. Formation of Contract (Legally Binding Agreement)
You enter a legally binding contract with Crownstead when:
You submit an Application, or
You sign our Terms of Business / Letter of Authority
From that point, you agree to pay our fee when due, even if:
Refunds are paid directly to you,
HMRC or the Local Authority applies a reduction instead of a refund,
You stop communicating after we begin work.
4. Authorisation to Act (LoA and 64-8)
By signing our Terms of Business / Letter of Authority, you authorise Crownstead to:
Communicate with HMRC or the Local Authority
Request or provide information
Submit documentation relating to your Claim/Audit
4.1 HMRC 64-8 (where applicable)
Some HMRC claims require you to sign a 64-8 Tax Agent Authorisation, allowing us to act as your tax agent.
4.2 Nomination / Assignment of Refunds
Where permitted, your authorisation also includes a nomination/assignment, allowing Crownstead to:
Receive refunds directly
Deduct our success fee
Transfer the balance to you
4.3 If nomination / assignment is not accepted
If HMRC or the Local Authority pays the refund directly to you:
You agree to pay our success fee upon receipt of the refund or applied reduction.
5. Fees
Standard Fee: 32.5% + VAT (39% total) of the refund/saving secured
Minimum Fee: £95 + VAT once a claim/audit has been submitted
You will never pay more than the value of the refund or saving.
If the refund is applied as a reduction (e.g., towards business rates or tax liability), the fee still applies, based on the value of the adjustment.
6. Payment of Fees
Where Crownstead receives the refund:
We deduct the fee
We transfer the remaining balance to you
Where the refund is issued directly to you:
We issue an invoice payable within 14 days
Failure to pay does not void your obligation.
6.1. Debt Transfer / Assignment
If an invoice remains unpaid, Crownstead may:
Refer the unpaid fee to a debt collection agency, or
Assign or transfer the contractual right to recover the debt to a third party (the Assignee) without further consent
Only the minimum data necessary will be shared, in compliance with UK GDPR.
Once assigned, payment becomes payable directly to the Assignee.
6.2. Calculation & Non-Response
If we have written confirmation from HMRC/Local Authority that a refund/saving has been issued or applied, and we cannot contact you for 14 days, we may:
Determine the refund amount from available data, and
Issue an invoice accordingly
Any difference will be adjusted once evidence is provided.
7. Cancellations
| Stage | Outcome |
|---|---|
| Within 14-day cooling-off period | No charge |
| After 14 days, before submission | £95 + VAT admin fee |
| After submission | Full success fee enforceable |
If your case has been submitted, the success fee remains payable even if you stop engaging.
8. Your Responsibilities
You must:
Provide accurate information
Respond to requests within a reasonable time
Notify us of changes to your details
If incorrect information results in HMRC or a Local Authority reversing/refusing a refund, our fee remains payable.
9. Our Responsibilities
We will exercise reasonable care and skill.
We do not guarantee:
Claim/audit success, or
Timescales (HMRC and councils control processing)
10. Data Protection
We comply with UK GDPR and Data Protection Act 2018.
See our Privacy Policy for full details.
11. Liability
Capped at the higher of £250 or the total fees paid to us
We are not liable for indirect or consequential loss
We do not exclude liability where unlawful
12. Assignment
We may assign or transfer this agreement to another Crownstead group business.
Your contractual rights are unaffected.
13. Events Outside Our Control
We are not liable for delays caused by HMRC, Local Authorities, or third parties.
14. Termination
We may terminate this agreement if:
You breach these Terms,
You provide misleading or fraudulent information.
15. Consumer Rights
Nothing in these Terms affects your statutory right to deal directly with HMRC or your Local Authority.
16. Complaints
17. Contact Details
Crownstead Ltd, Company Number 16726582
Registered Address: 1 Dock Street, Leeds, England, LS10 1NA
Email: info@crownstead.co.uk
18. Governing Law
These Terms are governed by the laws of England and Wales.
19. Entire Agreement
These Terms form the full agreement.
No verbal statements or outside representations are binding unless confirmed in writing.
Talk To the team
Call us free on 0113 4032675 or complete the form below, and a member of The Crownstead Services team will be in touch.
