Terms and Conditions
- Scope of Services
We provide comprehensive tax consulting and related services, including but not limited to:
- Tax Preparation, Filing, Advisory, and Compliance: Ensuring accurate preparation and timely submission of tax returns for individuals and corporate entities in compliance with Canadian laws.
- Strategic Tax Planning and Optimization: Identifying opportunities to maximize tax efficiency and financial savings tailored to client circumstances.
- Assistance with Audits, Disputes, and Interactions with Tax Authorities: Supporting clients during reviews or audits by the CRA or other regulatory agencies.
- Financial and Tax-Related Education: Offering workshops or consultations to empower clients with knowledge about tax obligations and financial management.
- Payroll Management and Processing Services: Providing accurate payroll processing to ensure timely employee payments and compliance with deductions.
- Bookkeeping and Financial Record-Keeping: Maintaining accurate financial records to support decision-making and compliance.
- Fees and Payment
2.1 Fee Structure
All fees will be communicated in advance based on the services provided. Additional charges may apply for special requests or custom services, which will be disclosed prior to commencement. These fees will be subject to the applicable Harmonized Sales Tax (HST).
2.2 Payment Terms
“Invoices are issued on a monthly basis, and the Client is required to pay all invoices within 7 working days of receipt. Failure to do so may result in late payment fees, as specified in Section 2.3.
2.3 Late Payments
Late payments will incur interest charges of 2% per month, compounded monthly. These charges will continue until the overdue balance is paid in full.
2.4 Outstanding Fees
Any balance remaining unpaid after 60 days will result in service suspension until payment is settled in full. We reserve the right to initiate legal proceedings for overdue balances.
2.5 Collection Costs
In the event of non-payment, you agree to reimburse us for any costs of collection, including legal fees, administrative costs, and third-party collection agency fees.
2.6 Annual Service Billing
Payment for services will be billed to the Client from the start of the company’s financial year.
- Client Obligations
3.1 Accurate and Timely Information
You must provide accurate, complete, and timely information and documentation required for the performance of our services.
3.2 Review and Confirmation
You are responsible for reviewing and confirming the accuracy of any tax returns, filings, or other deliverables prepared by us before submission to tax authorities.
3.3 Retention of Records
Clients must retain all relevant tax-related records for a minimum of seven years, as required by the Canada Revenue Agency (CRA).
3.4 Notification of Changes
You must promptly notify us of any changes in circumstances or financial information that may affect the services provided.
3.5 Compliance with Laws
You agree to comply with all applicable laws and regulations and ensure that the information and materials you provide are lawful and free from fraud or misrepresentation.
- Termination and Document Transfer
4.1 Right to Terminate
Either party may terminate this agreement with a 90-day written notice. If the Client wishes to terminate before the completion of services, they must provide adequate justification, and payment will still be due for the services rendered up until the termination date.
4.2 Termination Fees
In the event of termination before the agreed-upon service completion, the Client will be liable for any outstanding payments for the work already performed. A termination fee may also apply, as outlined in Section 4.3.
4.3 Document Transfer Fees
Should the Client choose to transfer their records or services to another consultant, a document transfer fee will be levied. The fees are CAD 5,000 + HST for corporate clients and CAD 1,000 + HST for individual clients. These charges cover the cost of document retrieval, organization, and processing.
4.4 Transition Period Support
The Client will receive up to 15 days of post-termination support for a smooth transition and transfer of documents or services to another consultant. If additional support is needed beyond this period, additional fees will apply.
4.5 Document Transfer Process
The transfer process will commence only after payment of the applicable transfer fee and settlement of all outstanding dues.
- Confidentiality and Data Protection
5.1 Confidential Information
We will protect any confidential information provided by the Client. Confidential information includes all proprietary, personal, financial, and business-related data that is shared with us during the course of this agreement.
5.2 Non-Disclosure Agreement
We commit to a strict non-disclosure policy, ensuring that no confidential data will be shared with third parties without the explicit consent of the Client, except as required by law or regulatory bodies.
5.3 Breach Notification
In the event of a data breach or unauthorized access, we will notify the Client within 72 hours and take necessary steps to mitigate the breach and prevent future occurrences.
5.4 Data Security Measures
We use industry-standard encryption and cybersecurity protocols to protect sensitive Client data. However, we are not liable for losses resulting from third-party security breaches, such as cyberattacks or unauthorized access.
- Limitations of Liability
6.1 Client-Provided Information
While we strive for accuracy, we are not liable for penalties, interest, or other damages arising from incorrect or incomplete information provided by you.
6.2 Professional Indemnity
We hold professional liability insurance covering errors up to CAD ____ million.
6.3 Tax Law Changes
We are not responsible for financial loss resulting from changes in tax laws or their interpretations after service delivery.
- Dispute Resolution
7.1 Mediation
Disputes shall first be resolved through mediation in Ontario, Canada.
7.2 Litigation
If mediation fails, disputes will be subject to litigation, and the courts of Ontario shall have exclusive jurisdiction.
7.3 Arbitration Option
Both parties may agree to arbitration as an alternative to litigation. This ensures quicker resolution.
- Amendments
We reserve the right to amend these Terms at any time. Clients will be notified of significant changes, and continued use of our services constitutes acceptance of the revised Terms.
- Miscellaneous
9.1 Entire Agreement
These Terms constitute the entire agreement between you (Client) and AI Tax Consultants Inc., superseding any prior agreements.
9.2 Severability
If any provision of these Terms is found invalid or unenforceable, the remaining provisions shall remain in full force and effect.
9.3 Governing Law
These Terms are governed by and construed in accordance with the laws of Ontario, Canada.
9.4 Indemnification Clause
Clients agree to indemnify us for third-party claims arising from incorrect data they provide.
- Term of Agreement
10.1 Commencement and Termination
Agreement shall commence on the date it is signed and remain in effect until the specified end date, if applicable, or until terminated by either party with a 90-day written notice. The Agreement may be extended or amended only by mutual consent of both parties.
10.2 Termination for Convenience
Either party may terminate this agreement without cause by providing 90 days’ written notice. The Client will be required to settle all invoices for services rendered up until the termination date.
10.3 Early Termination
If the Client terminates before the end of the agreed service period, they will be required to pay a termination fee covering the costs for work performed, as well as any administrative costs.
- Performance
11.1 Quality Assurance
We guarantee that all deliverables meet professional standards.
11.2 Obligation to Perform
The Parties agree to do everything necessary to ensure that the terms of this Agreement take effect.
- Currency
12.1 Canadian Dollars
Except as otherwise provided in this Agreement, all monetary amounts referred to in this Agreement are in CAD (Canadian Dollars).
- Compensation
13.1 Invoicing and Payment
The Client will pay for all service fees as invoiced. Payment is due upon receipt of the invoice, and the Client must remit payment within 7 working days of receiving the invoice.
13.2 Revenue-Based Fees
At the end of the corporation’s fiscal year, the actual fee will be calculated based on 1.5% – 2% of the Client’s revenue. Any applicable difference will be billed.
13.3 Late Payment Charges
Invoices not paid within the stipulated time frame will be subject to a late payment charge of 2% per month for the overdue period, accruing until settled.
13.4 Tax Obligations
The Client is responsible for any unpaid prior-year tax obligations, including HST, payroll taxes, or other applicable taxes.
13.5 Collection Costs
In the event of unpaid balances, the Client agrees to reimburse collection costs, including legal fees.
13.6 No Expense Reimbursement
The Contractor will not be reimbursed for any expenses incurred in providing services under this Agreement.
14. Ownership of Intellectual Property
14.1 Ownership of Deliverables
The intellectual property of all deliverables, including documents, designs, and reports, created during the course of this engagement, is the property of the Client upon full payment for services rendered.
14.2 Use of Deliverables
The Client is free to use these deliverables for any lawful purpose, provided it does not infringe on the rights of others or violate the terms of this agreement.
14.3 Restrictions on Use
We retain the right to use any general templates, concepts, or methodologies developed during the engagement for future projects, but these cannot be specifically tied to the Client’s proprietary work unless mutually agreed upon.
15. Force Majeure
Neither party will be held liable for failure to perform under this agreement due to unforeseen events outside of their control, including acts of God, pandemics, or government restrictions.
- Termination for Convenience and Fees
16.1 Termination by Client
The Client may terminate this agreement at any time with 90 days’ written notice, with or without cause. In the event of termination, the Client is responsible for any outstanding payments for services provided up until the termination date.
16.2 Termination by AI Tax Consultants Inc.
We may terminate this agreement with 30 days’ written notice if the Client fails to make timely payments or breaches any material terms of the agreement.
16.3 Financial Responsibilities Upon Termination
Upon termination, all outstanding fees will be due immediately. The Client will be required to pay for services provided up to the termination date. Any prepaid fees will not be refunded.
- Authorization for Use of Client’s Company Name and Logo
17.1 Marketing Use
The Client grants permission for the Contractor to use the Client’s name and logo for marketing purposes, including on websites and promotional materials.
17.2 Brand Compliance
The Contractor will ensure all usage respects the Client’s brand guidelines and complies with Ontario laws.
17.3 Withdrawal Option
The Client may withdraw marketing permissions at any time by written notice.
Acknowledgment
By engaging our services, you confirm that you have read, understood, and agreed to these Terms and Conditions. For any questions or clarifications, please contact us:
- Phone: +1 866-210-2482
- Email: info@aitax.ca
