Terms and Conditions

1. Scope and Applicability

These Terms and Conditions govern the professional relationship between ClearDutyTrack and our clients. They form an integral part of all contracts regarding our tax-free control services, exemption planning counsel, and exemption consulting services for individuals and businesses. By engaging our services, the client fully accepts these Terms and Conditions and agrees to the professional standards they represent.

2. Service Agreement Formation

An exemption service agreement with ClearDutyTrack is formed either through mutual signing of a written engagement letter or through our written confirmation of service acceptance. The exact scope of exemption services, deliverables, timeframe, and fees are defined in individual engagement letters or service agreements. Modifications require written form and mutual agreement.

3. Service Offerings

Our exemption service offerings include but are not limited to:

  • Exemption planning and optimization strategies
  • Exemption compliance and reporting services
  • Tax-free benefits enhancement and performance tracking
  • Exemption strategy transformation and integration
  • Exemption analytics and business intelligence
  • Exemption solutions and infrastructure management
  • Exemption consulting services

4. Fees and Payment Terms

Our exemption service fees are stated in Canadian Dollars (CAD) and are subject to applicable taxes. For ongoing exemption services, we issue monthly invoices. Unless otherwise agreed, the following payment terms apply:

  • Initial consultation: Due upon completion
  • Fixed-fee services: 50% deposit, remainder upon completion
  • Ongoing exemption support: Monthly billing with 15-day payment terms
  • Package services: Full payment before service commencement

5. Refund and Cancellation Policy

ClearDutyTrack maintains a fair and transparent refund policy for our exemption services:

  • Service Cancellation by ClearDutyTrack:
    • Full refund of any unused prepaid fees
    • Prorated refund for partially completed services
    • Transfer of all completed exemption work and documentation
  • Client Cancellation of Fixed-Fee Services:
    • Before service commencement: Full refund minus 10% administrative fee
    • After service commencement but before completion: Prorated refund based on work progress, minus 15% administrative fee
    • After service completion: No refund
  • Ongoing Tax Services:
    • 30-day written notice required for termination
    • Unused service amounts refunded within 14 business days
    • Final invoice for exemption work completed through termination date
  • Special Circumstances: In cases of client hardship or extraordinary circumstances, refund requests will be evaluated on a case-by-case basis.

All refund requests must be submitted in writing to billing@ClearDutyTrack.com. Refunds will be processed within 14 business days using the original payment method.

6. Consultation and Meeting Policy

For scheduled consultations and exemption meetings, the following policies apply:

  • Cancellation with 48+ hours notice: No charge
  • Cancellation with 24-48 hours notice: 50% of scheduled fee
  • Cancellation with less than 24 hours notice: Full fee applies
  • No-show: Full fee applies

Emergency exemption consultations may be arranged subject to availability and urgent matter surcharges.

7. Client Responsibilities

For effective exemption service delivery, clients commit to:

  • Provide accurate and complete information about their exemption needs
  • Participate actively in exemption proceedings and provide timely responses
  • Review and provide feedback on exemption documents timely
  • Maintain confidentiality of exemption advice and strategies
  • Pay invoices according to agreed terms

8. Confidentiality and Professional Standards

We maintain strict confidentiality regarding all client matters in accordance with Canadian exemption professional rules. This includes:

  • Protection of exemption-client communications and exemption records
  • Secure data storage and transmission
  • Staff confidentiality agreements
  • Professional standards obligations

9. Intellectual Property

All exemption documents, templates, and exemption resources created by ClearDutyTrack remain our intellectual property until full payment is received. Clients receive a non-exclusive license to use exemption documents for their intended purpose. Our exemption methodologies, processes, and knowledge base remain our exclusive property.

10. References and Marketing

We may list clients as references unless specifically requested otherwise. Detailed case studies or specific exemption references require explicit client approval. Client confidentiality is maintained in all marketing materials.

11. Liability and Insurance

Our liability is limited to the extent permitted by law and our professional insurance coverage. We maintain comprehensive professional liability insurance appropriate for our exemption services. Liability is limited to direct damages caused by gross negligence or willful misconduct.

12. Termination

Either party may terminate the engagement with 30 days written notice. Immediate termination is possible for material breach or professional conduct issues. Upon termination, we will assist with an orderly transition of exemption matters to new providers if requested.

13. Governing Law

These Terms and Conditions are governed by Canadian law. Any disputes shall be resolved by the courts of Canada. Invalid provisions shall be replaced by valid ones closest to the intended purpose. Changes require written form.