Terms of Service

Introduction

Welcome to Oak Haven Tax & Accounting. These Terms of Service ("Terms") govern your use of our website located at www.oakhaventax.com and the professional tax preparation and accounting services we provide.

By accessing our website or engaging our services, you agree to be bound by these Terms. If you do not agree to these Terms, please do not use our website or services.

These Terms constitute a legally binding agreement between you ("Client," "you," or "your") and Oak Haven Tax & Accounting ("we," "us," or "our").

Services Provided

Oak Haven Tax & Accounting provides professional tax preparation, bookkeeping, accounting, and financial consulting services to individuals and businesses. Our services include, but are not limited to:

• Individual and business tax return preparation
• Tax planning and consulting
• Monthly bookkeeping services
• Financial statement preparation
• Payroll processing and compliance
• IRS representation and audit support
• Business formation and entity selection consulting
• Other accounting and financial services as agreed upon

Engagement Agreement

Before we begin providing services, we will provide you with a separate engagement letter that outlines:

• The specific scope of services to be provided
• Our fees and billing arrangements
• Your responsibilities as a client
• Deadlines and timelines
• Any limitations or special conditions

The engagement letter, together with these Terms of Service, constitute the complete agreement between you and Oak Haven Tax & Accounting for the services described.

Client Responsibilities

As a client, you agree to:

Provide Accurate Information

• Provide complete, accurate, and timely information necessary for us to perform our services
• Maintain and provide all required documentation, records, and supporting materials
• Inform us immediately of any changes in circumstances that may affect our services
• Notify us of any errors or omissions you discover in work we have prepared

Timely Cooperation

• Respond promptly to our requests for information
• Meet agreed-upon deadlines for providing information
• Review and approve deliverables in a timely manner
• Make yourself available for consultations as needed

Payment Obligations

• Pay all fees and charges as specified in your engagement letter
• Make timely payments according to our billing terms
• Reimburse any costs or expenses incurred on your behalf (if applicable)

Fees and Payment

Fee Structure

Our fees are based on the complexity of your situation, the time required, and the services provided. Fee arrangements may include:

• Fixed fees for specific services
• Hourly rates for consulting and advisory services
• Monthly retainer fees for ongoing services
• Combination arrangements as specified in your engagement letter

Payment Terms

• Payment is due within 15 days of invoice date unless otherwise specified
• We accept payment by check, credit card, or ACH transfer
• Late payments may be subject to a monthly finance charge of 1.5% (18% annually) or the maximum rate permitted by law, whichever is less
• We reserve the right to suspend services for accounts more than 30 days past due

Deposits and Retainers

For certain services, we may require an advance deposit or retainer before beginning work. Deposit requirements will be specified in your engagement letter.

Professional Standards and Limitations

Scope of Services

We will perform services in accordance with professional standards, including those established by the IRS, California Board of Accountancy, and other relevant regulatory bodies. Our services are limited to those specifically described in your engagement letter.

Not Legal Advice

We provide tax and accounting services, not legal advice. For legal matters, we recommend you consult with a qualified attorney.

Not Investment Advice

Unless specifically engaged to provide investment advisory services and properly registered to do so, our services do not constitute investment advice. Consult with a licensed investment advisor for investment recommendations.

No Audit Services

Unless specifically engaged to perform an audit in accordance with Generally Accepted Auditing Standards (GAAS), our services do not include audit procedures. We do not express an audit opinion on financial statements unless explicitly contracted to do so.

Confidentiality

We maintain strict confidentiality of your information in accordance with:

• Professional ethical standards
• Federal and state privacy laws
• IRS Circular 230 regulations
• Our Privacy Policy

We will not disclose your confidential information without your consent, except:

• When required by law, regulation, or court order
• To comply with professional standards or regulatory requirements
• In response to lawful requests by tax authorities
• To enforce our rights under these Terms or any engagement agreement

Records Retention and Ownership

Client Records

All original documents and records you provide to us remain your property. We will return original documents to you upon completion of services or upon your request.

Our Work Product

Tax returns, financial statements, and other deliverables we prepare for you become your property upon full payment of our fees. We retain copies for our records as required by professional standards.

Retention Period

We retain client files and records for a minimum of five (5) years from the date of service completion, or longer if required by:

• Professional standards
• Regulatory requirements
• Potential or ongoing disputes

Limitation of Liability

To the fullest extent permitted by law:

• Our total liability for any claims arising from our services shall not exceed the total fees paid by you for the specific services that gave rise to the claim
• We shall not be liable for any indirect, incidental, consequential, or punitive damages
• We are not responsible for penalties or interest imposed by tax authorities resulting from your failure to provide complete or accurate information
• We are not liable for losses resulting from your failure to act on our recommendations or advice

This limitation of liability does not apply to damages resulting from our gross negligence, willful misconduct, or fraud.

Indemnification

You agree to indemnify and hold harmless Oak Haven Tax & Accounting from any claims, losses, or damages arising from:

• Inaccurate, incomplete, or untimely information you provide
• Your failure to follow our advice or recommendations
• Your violation of these Terms or any applicable laws
• Any misrepresentation you make to us or tax authorities

Termination

By Client

You may terminate our services at any time by providing written notice. You will be responsible for payment of all fees for services performed up to the date of termination, plus any reasonable costs incurred in transitioning your files.

By Oak Haven Tax & Accounting

We may terminate our engagement under the following circumstances:

• Non-payment of fees
• Your failure to cooperate or provide requested information
• Conflict of interest
• Discovery of fraud or material misrepresentation
• Professional ethical requirements
• Any other reason permitted by professional standards

We will provide reasonable notice of termination when circumstances permit and will take reasonable steps to minimize any adverse impact on you.

Dispute Resolution

Good Faith Negotiations

In the event of any dispute, we agree to first attempt to resolve the matter through good faith negotiations.

Mediation

If negotiations fail, both parties agree to participate in mediation before pursuing litigation. The costs of mediation shall be shared equally.

Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of California, without regard to its conflict of law provisions.

Venue

Any legal action arising from these Terms or our services shall be brought exclusively in the state or federal courts located in Orange County, California.

Website Use and Restrictions

Acceptable Use

You agree to use our website only for lawful purposes and in accordance with these Terms. You agree not to:

• Use the website in any way that violates applicable laws or regulations
• Attempt to gain unauthorized access to our systems or networks
• Interfere with or disrupt the website or servers
• Use any automated system to access the website without our permission
• Attempt to impersonate any person or entity
• Transmit any viruses, malware, or other harmful code

Intellectual Property

All content on our website, including text, graphics, logos, images, and software, is the property of Oak Haven Tax & Accounting and is protected by copyright and trademark laws. You may not:

• Reproduce, modify, or distribute our content without permission
• Use our trademarks or service marks without authorization
• Create derivative works based on our content

Client Portal (When Implemented)

When we implement our secure client portal, you will be provided with login credentials. You agree to:

• Maintain the confidentiality of your login credentials
• Notify us immediately of any unauthorized access
• Be responsible for all activity under your account
• Use the portal only for its intended business purposes
• Comply with any additional terms and conditions for portal use

We are not responsible for any loss or damage resulting from your failure to protect your login credentials.

Disclaimers

Website Information

Information on our website is for general informational purposes only and does not constitute professional advice. Tax laws and regulations change frequently. Do not rely on website content as a substitute for professional consultation tailored to your specific situation.

No Guarantees

While we strive for accuracy and quality in our services, we cannot guarantee specific outcomes or results. Tax treatment depends on individual circumstances and is subject to change based on tax law, IRS interpretation, and court decisions.

Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the content, accuracy, or practices of these external sites. Use of third-party websites is at your own risk.

Changes to These Terms

We reserve the right to modify these Terms at any time. We will notify you of material changes by:

• Posting the updated Terms on our website with a new "Last Updated" date
• Sending notice via email to clients with active engagements
• Providing notice during your next engagement renewal

Your continued use of our services after changes become effective constitutes acceptance of the revised Terms.

Severability

If any provision of these Terms is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary so that these Terms shall otherwise remain in full force and effect.

Entire Agreement

These Terms of Service, together with any engagement letter and our Privacy Policy, constitute the entire agreement between you and Oak Haven Tax & Accounting regarding the use of our website and services, and supersede all prior agreements and understandings.

Questions About These Terms

If you have questions about these Terms of Service, please contact us at:

Acknowledgment

By using our website or engaging our services, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service.