Terms & Conditions

Effective Date: December 15, 2024

Last Updated: December 15, 2024

1. Acceptance of Terms

By accessing or using our services, you acknowledge that you have read, understood, and agree to be bound by these Terms and our Privacy Policy. If you do not agree to these Terms, please do not use our services.

These Terms apply to all users of our services, including but not limited to:

• Individual clients seeking personal accounting services
• Business owners requiring corporate accounting
• Organizations needing professional financial services
• Website visitors and potential clients

2. Services Description

SmartBooks provides professional accounting services including:

• Personal Accounting: Tax preparation, financial planning, and advisory services
• Corporate Tax Services: Business tax returns, compliance, and planning
• Bookkeeping: Financial record keeping and management
• Consultation: Financial advice and business consulting
• Compliance Services: Regulatory reporting and compliance assistance

3. Client Responsibilities

As a client, you agree to:

• Provide accurate, complete, and timely information
• Respond promptly to requests for additional documentation
• Pay all fees according to the agreed schedule
• Maintain confidentiality of login credentials and account information
• Notify us immediately of any changes in your financial situation
• Comply with all applicable laws and regulations
• Review all work products and provide feedback within reasonable timeframes

4. Professional Standards

SmartBooks operates under the following professional standards:

• CPA Canada professional standards and guidelines
• Provincial accounting regulations where applicable
• Canada Revenue Agency requirements
• Professional ethics and independence standards
• Continuing education and professional development requirements

Our team consists of certified professionals committed to maintaining the highest standards of integrity and competence.

5. Fees and Payment

Service Fees

• Fees are based on the complexity and scope of services required
• All fees are quoted in Canadian dollars unless otherwise specified
• Fee estimates are provided before commencing work
• Additional charges may apply for services beyond the original scope

Payment Terms

• Payment is due within 30 days of invoice date unless otherwise agreed
• Late payments may be subject to interest charges
• Services may be suspended for overdue accounts
• All applicable taxes will be added to invoices

6. Confidentiality

We maintain strict confidentiality regarding all client information:

• Client information is protected under professional confidentiality requirements
• Information is only shared with your explicit consent or as required by law
• All staff members are bound by confidentiality agreements
• Secure systems and procedures protect your data
• Client files are retained according to professional standards

7. Limitation of Liability

Specifically, we are not liable for:

• Penalties or interest imposed by tax authorities due to client-provided information
• Business decisions made based on our advice or services
• Third-party actions or omissions
• Technology failures or data transmission errors
• Force majeure events beyond our control

8. Intellectual Property

Regarding intellectual property rights:

• All methodologies, templates, and proprietary processes remain our property
• Client-specific work products become the client's property upon full payment
• We retain the right to use de-identified information for business improvement
• Our website content, including design and text, is protected by copyright
• Unauthorized use of our intellectual property is prohibited

9. Website Use

When using our website, you agree to:

• Use the website only for lawful purposes
• Not attempt to gain unauthorized access to our systems
• Not interfere with website functionality or security
• Not transmit harmful code or malicious software
• Respect the intellectual property rights of others

10. Service Termination

Client Termination

Clients may terminate services at any time with written notice. Fees for completed work remain due.

Our Termination Rights

We may terminate services if:

• Payment obligations are not met
• Client provides false or misleading information
• Conflicts of interest arise that cannot be resolved
• Professional standards require termination
• Client requests services outside our expertise

11. Dispute Resolution

In the event of disputes:

• We encourage direct communication to resolve issues
• Mediation may be used before formal legal proceedings
• Disputes are governed by Ontario provincial laws
• Legal proceedings must be brought in Ontario courts
• Professional regulatory bodies may also have jurisdiction

12. Force Majeure

We are not liable for delays or failures due to circumstances beyond our reasonable control, including:

• Natural disasters and extreme weather events
• Government actions and regulatory changes
• Technology failures and cyber attacks
• Public health emergencies
• Labor disputes and supply chain disruptions

13. Changes to Terms

We may update these Terms from time to time. Changes will be effective when posted on our website. Continued use of our services after changes constitutes acceptance of the new Terms.

Significant changes will be communicated through:

• Email notifications to active clients
• Website notices and announcements
• Direct communication during service interactions

14. Governing Law

These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflict of law principles.

15. Contact Information

For questions about these Terms and Conditions, please contact us:

SmartBooks Professional Services
Address: 93 Wellington St W, Toronto, ON, Canada
Phone: +1 347-981-5602
Email: [email protected]