Terms of Service

Agreement to Terms

By accessing our website, scheduling a consultation, or engaging our services, you agree to be bound by these Terms of Service and our Privacy Policy. If you do not agree to these terms, please do not use our services.

These Terms constitute a legally binding agreement between you (the "Client") and Cajun Data Solutions LLC (the "Company," "we," "our," or "us").

Scope of Services

Cajun Data Solutions provides professional bookkeeping and accounting services specifically tailored for construction and trade contractors. Our services include:

• Monthly Bookkeeping: Transaction recording, bank reconciliation, accounts payable and receivable management
• Job-Costing: Project-level profit and loss tracking, work-in-progress (WIP) reporting, and job-level financial analysis
• Payroll Processing: Payroll setup, processing, and reporting (when applicable)
• Tax-Ready Books: Preparation and organization of financial records for tax filing purposes
• Tax Coordination: Collaboration with your CPA or tax preparer to facilitate efficient tax preparation
• Financial Reporting: Monthly financial statements, dashboards, and operational insights

Important: Our services focus on bookkeeping, financial reporting, and tax preparation support. We do NOT prepare or file tax returns unless explicitly stated in your service agreement. Tax filing services, if offered, will be clearly outlined in a separate engagement letter.

Service Engagement and Onboarding

Services begin after you complete our onboarding process, which includes:

• Initial consultation and service fit assessment
• Written service agreement outlining scope, pricing, and deliverables
• Setup of accounting systems and secure data access
• Collection of necessary business information and historical records

Your service engagement begins on the date specified in your signed service agreement.

Payment Terms

No Long-Term Contracts. We operate on a month-to-month basis with no long-term contract requirements. You may cancel at any time with 30 days' written notice.

• Billing Cycle: Services are billed monthly in advance on the 1st of each month
• Payment Due: Payment is due upon receipt of invoice
• Payment Methods: We accept ACH bank transfers, credit card, and check payments
• Late Payments: Accounts more than 15 days past due may result in service suspension until payment is received
• Pricing Adjustments: Service fees are based on business complexity. We will notify you 30 days in advance of any pricing changes due to increased transaction volume or scope expansion

Client Responsibilities

To enable us to provide quality services, you agree to:

• Provide timely access to bank accounts, credit card statements, and financial records
• Respond to requests for information or clarification within reasonable timeframes
• Ensure the accuracy of information and documentation you provide
• Review monthly financial statements and report discrepancies promptly
• Maintain appropriate business records as required by law
• Grant necessary access to accounting software and secure portals

Delays in providing required information may impact deliverable timelines and service quality.

Confidentiality and Data Security

We treat all client information as confidential and maintain strict data security protocols. Our practices are governed by a Written Information Security Program (WISP) and comply with industry standards for financial data protection.

We will not disclose your financial information to third parties except:

• With your explicit authorization
• To your designated tax preparer or CPA as part of service coordination
• When required by law or valid legal process
• To service providers necessary to deliver our services (e.g., QuickBooks Online, payroll processors)

Intellectual Property and Work Product

Your Data: You retain all ownership rights to your business data, financial records, and information provided to us.

Our Work Product: Financial reports, analyses, and deliverables we create for you are provided for your business use. Our proprietary processes, methodologies, templates, and internal tools remain our intellectual property.

Upon service termination, we will provide you with copies of your financial data and reports in standard formats. You are responsible for maintaining your own records and backups.

Professional Standards and Limitations

We are bookkeepers, not CPAs. Our services are limited to bookkeeping, financial reporting, and tax preparation support. We do not provide:

• Tax advice or tax planning services
• Audit or assurance services
• Legal advice regarding business structure or compliance
• Investment advice or financial planning

We strongly recommend working with a licensed CPA for tax filing, audit representation, and strategic tax planning. We are happy to coordinate with your tax professional.

Limitation of Liability

To the maximum extent permitted by law, our total liability for any claims arising from our services is limited to the amount you paid us in the 12 months preceding the claim.

We are not liable for:

• Errors resulting from inaccurate, incomplete, or untimely information you provide
• Business decisions made based on financial reports
• Tax penalties or interest resulting from late filing by your tax preparer
• Indirect, consequential, or punitive damages
• Issues arising from third-party software or service providers

Professional Errors and Omissions: We maintain professional liability insurance. In the event of a bookkeeping error, we will work diligently to correct it at no additional charge.

Termination

Termination by Client: You may cancel services at any time with 30 days' written notice. You remain responsible for payment through the end of the notice period.

Termination by Company: We may terminate services with 30 days' notice, or immediately if:

• Payment is more than 30 days overdue
• You fail to provide necessary information for more than 60 days
• You engage in abusive behavior toward our team
• We determine the engagement violates our policies or applicable law

Post-Termination: Upon termination, we will provide final reports and return your data. We retain records per legal requirements (typically 7 years). You are responsible for engaging a new bookkeeper and ensuring continuity of your financial records.

Dispute Resolution

If you have concerns about our services, please contact us directly. We are committed to resolving issues promptly and professionally.

Any disputes that cannot be resolved informally shall be subject to mediation before pursuing legal action. If mediation is unsuccessful, disputes will be resolved through binding arbitration in accordance with the rules of the American Arbitration Association.

Governing Law

These Terms are governed by the laws of the State of Louisiana, without regard to conflict of law principles. Any legal action must be brought in the state or federal courts located in Louisiana.

Changes to Terms

We may update these Terms from time to time. Material changes will be communicated via email or through your client portal. Your continued use of our services after changes constitute acceptance of the updated Terms.

Entire Agreement

These Terms, together with your signed service agreement and our Privacy Policy, constitute the entire agreement between you and Cajun Data Solutions. Any modifications must be in writing and signed by both parties.

Contact Information