Both parties agree to maintain the confidentiality of all non-public, personal, and business information. HelloFinance will not share your information with third parties except:
- As required by law, court order, or regulatory authority
- With your prior written consent
- To service providers (e.g., accounting software providers) under confidentiality agreements
Privacy Law Compliance
HelloFinance acknowledges that Client's financial and personal information may be subject to the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian privacy legislation. HelloFinance commits to:
- Collecting, using, and disclosing personal information only for purposes identified in this agreement and necessary to deliver the services
- Implementing appropriate administrative, technical, and physical safeguards to protect personal information against theft, loss, and unauthorized use or disclosure
- Storing Client data securely using encrypted storage and transmission methods
- Limiting access to Client information to authorized HelloFinance staff on a need-to-know basis
- Retaining Client records for the retention periods required by law and contractual obligation, and destroying information securely upon Client request or agreement termination
- Cooperating with any privacy investigation or audit Client may conduct
- Notifying Client promptly (within 48 business hours) of any suspected unauthorized access, loss, or disclosure of Client information
Client consents to HelloFinance storing and processing Client information electronically, including transmission over secure internet connections and cloud-based accounting software, as necessary to deliver the services.
Our work is not designed to detect, prevent, or discover fraud, embezzlement, or irregularities in financial records. Responsibility for safeguarding financial information, preventing fraud, and establishing internal controls remains with the Client. Accordingly, HelloFinance, including its staff, will not be held liable for undetected fraud or irregularities.
Liability Cap
To the maximum extent permitted by law, HelloFinance's total aggregate liability for any claim arising out of or relating to this engagement or the services provided shall not exceed the greater of: (a) the fees paid by Client to HelloFinance in the 12 months immediately preceding the claim, or (b) $5,000.
HelloFinance shall not be liable for any indirect, consequential, incidental, special, or punitive damages, including loss of profits, business interruption, or loss of data, even if HelloFinance has been advised of the possibility of such damages.
Client’s Exclusive Remedy
Client's sole and exclusive remedy for any breach of this agreement or negligence by HelloFinance shall be limited to the fees paid or payable under this agreement.
The Client is responsible for:
- The accuracy, completeness, and legitimacy of all financial records, documents, and information provided to HelloFinance
- Providing timely and complete access to all necessary documents, bank statements, invoices, receipts, and financial records
- Establishing and maintaining internal controls and segregation of duties to protect against fraud and unauthorized transactions
- Ensuring that HelloFinance staff have appropriate access to accounting systems, bank accounts, and financial platforms required to perform services
- Reviewing all financial reports and transaction entries prepared by HelloFinance and promptly notifying HelloFinance of any errors or discrepancies
- Making final decisions regarding transaction classification, accounting treatment, and reporting
- Compliance with all applicable laws, including tax filing, remittance deadlines, and statutory obligations
HelloFinance's advice is based solely on the information and documents supplied by Client. If Client omits or misrepresents information, the accuracy of our work and the validity of our advice may be compromised.
If source documents are missing or insufficient, transactions will be temporarily posted to “Uncategorized Revenue” or “Uncategorized Expense” accounts pending Client clarification. Client agrees to:
- Review the accounting reports regularly to identify uncategorized transactions
- Provide supporting documentation or instructions for reclassification within 30 days of month-end
- Authorize HelloFinance to reclassify transactions based on Client-provided information
Failure to provide timely documentation may delay month-end reporting and closing procedures.
Any work beyond the agreed scope of Services Provided, including additional accounting or bookkeeping services requested by the Client, will require a signed Change of Service Request or written confirmation (including email) from both parties. Verbal requests will not be binding.
Out-of-scope work will be billed at an agreed-upon hourly rate.
HelloFinance values the partnership and operates as an extension of Client’s financial team. Please note that HelloFinance is an independent contractor and provides support to other clients. Nothing in this agreement creates an employment relationship, partnership, or joint venture.
Standard Hours and Response Times
- Standard operating hours: Monday through Friday, 8:30 AM to 4:30 PM EST (excluding statutory holidays)
- HelloFinance will use best efforts to respond to all messages and requests within 24–48 scheduled business hours
- Communication received outside standard hours will be addressed during the next available business day
- Client acknowledges that response times may be affected by volume, complexity, and concurrent client requests
HelloFinance Inc. is an independent contractor and, while we collaborate closely with Client’s internal team, we do not follow Client’s internal holiday calendar or hours of operation. HelloFinance may schedule vacations, personal days, or team days off without an obligation to obtain Client’s prior approval. HelloFinance will use reasonable efforts to plan work in advance, meet agreed deadlines, and arrange appropriate backup coverage so that critical services are not materially disrupted.
Client further acknowledges that HelloFinance observes two recurring company-wide breaks each year: (a) the last week of August, and (b) a two-week period around Christmas and New Year’s. The specific dates may vary annually, and HelloFinance will provide reasonable advance notice. During these breaks, non-urgent work may be deferred until the next business period.
HelloFinance strives to complete all requested work within 7 business days after receiving sufficient information and documentation.
Rush Requests
If Client requires delivery sooner than the standard 7-business-day turnaround, the following terms apply:
- A rush charge will apply to expedite the work, as agreed upon in advance
- Rush timelines must be confirmed at the time of request in writing and are subject to HelloFinance’s availability and capacity
HelloFinance makes no guarantee that rush work can be accommodated; Client will be notified immediately if a rush timeline cannot be met.
- Initial 90-day review: HelloFinance reserves the right to reassess the scope of work within the first ninety (90) days. If the actual scope differs materially from the initial understanding, HelloFinance may adjust the monthly fee upon written notice. If the Client does not agree to the revised terms, either party may terminate in accordance with Section 11.
- Bookkeeping fees are billed on a monthly recurring basis plus applicable HST (5% or 13%, depending on province)
- Payment method: Pre-authorized debit (PAD) on the 1st of each month (Client must provide void cheque and completed PAD authorization form)
- Invoices are due upon presentation; copies will be sent via email for Client records
- Overdue balances incur interest at 3% per annum (or 0.25% per month), calculated from the due date
- Software and third-party apps: Any software subscriptions included in your monthly package are provided at current provider pricing. If a provider increases its prices, the additional cost will be passed through to the Client, effective upon 30 days’ written notice.
- Scope reassessment (every 6 months): HelloFinance will review the scope of work at least every six (6) months. If the scope has materially changed, HelloFinance may propose an adjustment to the monthly fee with at least 30 days’ notice.
- Late payment: If fees remain unpaid 15 days beyond the due date, HelloFinance reserves the right to suspend services until payment is received
This agreement may only be amended or modified by written instrument signed by both parties (or confirmed via email exchange). Verbal changes or informal agreements are not binding. Any dispute regarding whether a change has been agreed to will be resolved in writing before implementation.
Termination by Either Party
- Either party may terminate this engagement by providing 30 days’ written notice
- Notice must be provided via email or delivered letter to the address specified in the agreement
- Upon termination, Client remains responsible for all fees and charges incurred through the termination date, plus HST
Termination Without Notice (Initial Trial Period)
- During the initial 15 days of this engagement, either party may terminate without notice
- Upon such termination, Client is responsible for fees for all work completed, plus HST, due immediately
Transition Assistance
- Upon termination, HelloFinance will prepare a final reconciliation and summary of transactions to the termination date
- HelloFinance will provide Client with copies of all Client documents, records, and work product within 10 business days
- Transition assistance including year-end close will be billed at the agreed-upon out-of-scope hourly rate
Post-Termination Obligations
- Confidentiality obligations remain in effect indefinitely after termination
- HelloFinance will securely destroy or return all Client documents within 30 days, unless required by law to retain them
- Client remains responsible for all tax filings, remittances, and statutory obligations
- Original documents remain the property of Client
- Copies and work product: HelloFinance may retain copies for quality assurance, training, and legal defense purposes
- Duration of retention: HelloFinance will retain copies for a minimum of 7 years or as required by applicable law, then securely destroy them
- Access and delivery: All information will be handled in strict accordance with the confidentiality and privacy requirements outlined in Section 1
HelloFinance Inc. is an independent contractor and is not an employee, partner, joint venturer, or agent of Client. This agreement does not create an employment relationship, partnership, agency relationship, or joint venture between the parties. HelloFinance is responsible for its own liability insurance, payroll taxes, and business expenses.
This agreement is governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflict-of-law principles. Both parties irrevocably consent to the exclusive jurisdiction of the courts of Ontario for resolution of any disputes arising from this agreement.
In the event of a dispute arising from this agreement or the services provided:
- Good Faith Negotiation: The parties will first attempt to resolve the dispute through good faith discussion within 15 business days
- Escalation: If the dispute is not resolved, the parties will mutually agree to engage a neutral mediator to facilitate resolution
- Effectiveness: Unless otherwise advised in writing, this agreement remains effective on an ongoing month-to-month basis following the initial service period
- Entire Agreement: This agreement, together with any signed Change of Service Request and supplemental engagement letters, constitutes the entire agreement between the parties
- Severability: If any provision is found to be invalid or unenforceable, the remaining provisions will remain in full force and effect
- Waiver: No waiver of any provision or breach is effective unless in writing. Failure to enforce a right does not constitute waiver of that right
- Questions: Any questions or requests for clarification regarding this agreement should be directed to HelloFinance before signing