Client Terms & Conditions

These Client Terms & Conditions explain the terms under which TheData365 provides finance, accounting, bookkeeping, reporting, data analytics, business intelligence, tax support, compliance support, consulting, and related professional services to clients.

By accessing our website, requesting a consultation, accepting a proposal, signing a statement of work, using our platform, submitting business information, or engaging TheData365 for services, you agree to these Client Terms & Conditions.

If you do not agree with these Terms, you should not use our services or submit business information to TheData365.

These Terms apply together with any proposal, quotation, engagement letter, statement of work, service agreement, invoice, privacy policy, platform terms, AI platform terms, or other written agreement between you and TheData365.

1. About TheData365

TheData365 provides business support services focused on finance, accounting, data, reporting, and operational clarity. Our services may include bookkeeping, management reporting, financial planning and analysis, dashboard development, process improvement, fractional finance support, tax-related support, internal controls review, compliance support, and business advisory services.

TheData365 may provide services directly through its internal team, consultants, contractors, technology partners, or qualified professionals, depending on the nature of the project and the agreed scope of work.

TheData365 is not responsible for services that are outside the agreed scope, not confirmed in writing, or not included in the relevant proposal or statement of work.

2. Acceptance of These Terms

By using our services, you confirm that:

  • You are authorized to act on behalf of your company or organization.
  • You are at least 18 years old.
  • The information you provide to us is accurate, complete, and lawful.
  • You have the right to share any business, financial, personal, employee, client, or third-party data submitted to TheData365.
  • You will use our services only for lawful business purposes.
  • You agree to comply with these Terms and all applicable laws.

If you accept these Terms on behalf of a company, you represent that you have legal authority to bind that company.

3. Client Engagement and Scope of Services

TheData365 provides services based on the scope agreed in writing. This may be described in a proposal, statement of work, quotation, engagement letter, service package, email confirmation, or other written agreement.

Each engagement may define:

  • Services to be provided
  • Deliverables
  • Fees and payment terms
  • Project timeline
  • Client responsibilities
  • Required access, data, and documents
  • Reporting frequency
  • Review and approval process
  • Limitations and exclusions
  • Renewal or termination terms

Only the services clearly stated in the agreed scope are included. Any additional work may require a separate quote, revised proposal, or written approval.

4. Statements of Work and Service Agreements

For project-based, monthly, or ongoing services, TheData365 may issue a statement of work or service agreement.

A statement of work may include:

  • Project objectives
  • Deliverables
  • Milestones
  • Service period
  • Fees
  • Communication process
  • Required client inputs
  • Assumptions
  • Exclusions
  • Completion criteria

If there is a conflict between these Terms and a signed statement of work, the signed statement of work will control for that specific engagement.

5. Client Responsibilities

You agree to provide TheData365 with accurate, complete, and timely information required to deliver the services.

Your responsibilities may include:

  • Providing access to accounting software, ERP systems, documents, dashboards, spreadsheets, reports, bank statements, invoices, payroll information, tax documents, or other relevant records.
  • Responding to questions in a timely manner.
  • Reviewing and approving deliverables.
  • Ensuring that submitted information is accurate and legally shareable.
  • Maintaining your own copies of important records.
  • Informing us of material business changes that may affect the services.
  • Ensuring that your internal team cooperates with reasonable requests.
  • Meeting payment obligations on time.

Delays caused by missing information, incomplete access, inaccurate records, or slow client responses may affect deadlines and service quality.

6. Accuracy of Client Data

TheData365 relies on the information, records, and explanations provided by the client. We are not responsible for errors, omissions, penalties, losses, or incorrect outputs caused by inaccurate, incomplete, outdated, misleading, or delayed client data.

You remain responsible for the accuracy and completeness of your books, records, tax information, employee information, vendor information, customer information, business data, and financial documents.

7. Accounting, Bookkeeping, and Reporting Services

Where TheData365 provides accounting, bookkeeping, financial reporting, or management reporting support, our role is limited to the services agreed in writing.

These services may include:

  • Transaction categorization
  • Bank reconciliation
  • Accounts payable support
  • Accounts receivable support
  • Monthly closing support
  • Management accounts
  • Financial reports
  • KPI dashboards
  • Budgeting and forecasting support
  • Variance analysis
  • Business performance review

Unless expressly agreed in writing, TheData365 does not provide statutory audit, legal advice, investment advice, regulated financial advice, or formal tax filing services.

8. Tax and Compliance Support

Where tax or compliance support is included in the agreed scope, TheData365 may assist with preparation, review, organization, analysis, documentation, or advisory support.

However:

  • Final tax positions remain the client’s responsibility.
  • Filing obligations remain the client’s responsibility unless otherwise agreed in writing.
  • Regulatory compliance remains the client’s responsibility.
  • TheData365 does not guarantee approval by any tax authority, regulator, bank, auditor, or government body.
  • You should obtain advice from qualified tax, legal, audit, or regulatory professionals where required.

If local law requires licensed professionals to perform certain work, TheData365 may recommend that such work be handled by a qualified professional.

9. Fractional CFO and Advisory Services

TheData365 may provide fractional CFO, controller, business advisory, financial planning, forecasting, or strategy support.

These services are designed to help improve visibility, planning, and decision-making. They do not guarantee business growth, funding approval, investor interest, profitability, valuation improvement, cost reduction, or any specific commercial result.

All business decisions remain your responsibility.

10. Data Analytics and Dashboard Services

TheData365 may provide data analytics, dashboard development, reporting automation, business intelligence, or data visualization services.

You are responsible for confirming that:

  • The data sources are accurate.
  • The business rules are correct.
  • The metrics reflect your actual reporting needs.
  • Users understand the dashboard limitations.
  • Outputs are reviewed before business decisions are made.

Dashboards and reports are decision-support tools. They are not a substitute for management review, professional judgment, or formal audit procedures.

11. AI-Assisted Tools and Automation

TheData365 may use AI-assisted tools, automation, analytics software, workflow systems, and third-party platforms to support service delivery.

AI-assisted outputs may help with summarization, categorization, analysis, forecasting, reporting, document review, or workflow improvement. However, AI-generated or AI-assisted outputs may contain errors, omissions, outdated information, or unsuitable recommendations.

You agree that:

  • AI outputs must be reviewed before use.
  • AI outputs should not be treated as final professional advice without human review.
  • You remain responsible for decisions made using AI-assisted outputs.
  • TheData365 is not liable for losses caused by unreviewed reliance on automated outputs.

12. Client Access to Platforms and Tools

TheData365 may provide access to portals, dashboards, shared folders, reporting tools, project management systems, or communication platforms.

You agree to:

  • Keep login details confidential.
  • Use access only for authorized business purposes.
  • Not share platform access with unauthorized users.
  • Not interfere with platform security.
  • Not upload harmful code, malware, or unauthorized data.
  • Notify TheData365 immediately if access is compromised.

TheData365 may suspend access if we believe there is a security, legal, payment, or misuse risk.

13. Fees, Invoices, and Payment Terms

Fees will be stated in the relevant proposal, quotation, invoice, service agreement, subscription plan, or statement of work.

Unless otherwise agreed in writing:

  • Invoices are payable by the due date stated on the invoice.
  • Work may require an advance payment or deposit.
  • Monthly services may be billed in advance.
  • Project work may be billed by milestone, fixed fee, hourly rate, or agreed package.
  • Late payment may result in paused services, delayed delivery, or suspended access.
  • Additional work outside the agreed scope will be billed separately.
  • Bank charges, transfer fees, taxes, and government charges may be added where applicable.

Failure to pay on time may result in suspension or termination of services.

14. Refunds and Cancellations

Unless otherwise agreed in writing, fees paid for completed work, work in progress, setup time, onboarding, consulting, analysis, strategy, reports, dashboards, or custom deliverables are non-refundable.

For monthly services, cancellation terms will be stated in the service agreement or proposal. If no cancellation period is stated, the client must provide at least 30 days’ written notice before cancellation.

TheData365 may charge for work completed up to the cancellation date, including time spent on onboarding, analysis, preparation, communication, project management, and partially completed deliverables.

15. Revisions and Client Review

Where deliverables are provided for review, you must review them within a reasonable time.

Unless otherwise agreed:

  • One reasonable revision round may be included for project deliverables.
  • Revisions must relate to the agreed scope.
  • New requirements, changed instructions, or expanded deliverables may be billed separately.
  • Delayed feedback may extend the project timeline.

A deliverable may be considered accepted if the client does not provide feedback within the review period stated in the proposal or within 7 business days of delivery.

16. Timelines and Delays

TheData365 will make reasonable efforts to meet agreed timelines. However, deadlines may change due to:

  • Delayed client responses
  • Missing information
  • Incomplete system access
  • Changes in scope
  • Third-party platform issues
  • Technical problems
  • Payment delays
  • Force majeure events
  • Additional review requirements

TheData365 is not responsible for delays caused by the client, third-party systems, or circumstances outside our reasonable control.

17. Confidentiality

Both parties may receive confidential information during the engagement.

Confidential information may include:

  • Financial records
  • Client lists
  • Vendor information
  • Employee data
  • Pricing
  • Business plans
  • Reports
  • Forecasts
  • Dashboards
  • Internal processes
  • Login access
  • Proposals
  • Templates
  • Commercial information

Both parties agree to protect confidential information and use it only for the purpose of the engagement.

Confidentiality does not apply to information that is publicly available, already known, independently developed, lawfully received from another source, or required to be disclosed by law.

18. Data Protection and Privacy

TheData365 will handle personal and business information in accordance with its Privacy Policy and applicable data protection obligations.

You are responsible for ensuring that any personal data, employee data, customer data, vendor data, or third-party information shared with TheData365 is lawfully collected and lawfully shared.

You must not submit sensitive, restricted, or confidential third-party data unless you have the legal right and proper authorization to do so.

19. Third-Party Software and Integrations

TheData365 may work with third-party tools such as accounting software, cloud storage, spreadsheet tools, communication platforms, dashboard software, ERP systems, payment platforms, AI tools, or analytics systems.

Third-party platforms are governed by their own terms, fees, privacy policies, and limitations.

TheData365 is not responsible for:

  • Third-party outages
  • Software errors
  • API changes
  • Integration failures
  • Data sync issues
  • Pricing changes
  • Security breaches caused by third-party providers
  • Losses caused by client misuse of third-party tools

20. Intellectual Property

TheData365 owns or licenses its brand assets, website content, platform structure, templates, workflows, processes, frameworks, dashboards, report formats, training materials, documentation, methodologies, and proprietary business materials.

Unless otherwise agreed in writing, you may not copy, resell, distribute, modify, reverse engineer, publish, or commercially exploit TheData365 materials.

You retain ownership of your original business data and documents. TheData365 may use that information only as necessary to provide services, improve workflows, maintain records, and comply with legal obligations.

Deliverable ownership and usage rights may be further defined in the relevant proposal or service agreement.

21. Non-Solicitation of Team Members and Consultants

During the engagement and for 12 months after the end of the engagement, you agree not to directly hire, solicit, contract with, or attempt to bypass TheData365 to work directly with any employee, consultant, contractor, advisor, or professional introduced to you through TheData365, unless TheData365 provides written consent.

If you breach this clause, TheData365 may charge a placement, introduction, or conversion fee as stated in the service agreement or, if no amount is stated, a reasonable fee based on the nature of the relationship and lost commercial value.

22. No Guarantee of Business Results

TheData365 aims to provide accurate, useful, and professional support. However, we do not guarantee:

  • Revenue growth
  • Profit improvement
  • Cost reduction
  • Tax savings
  • Funding approval
  • Investor interest
  • Audit approval
  • Compliance approval
  • Error-free records
  • Uninterrupted platform access
  • Specific business outcomes

You are responsible for business decisions, management actions, financial approvals, tax positions, compliance decisions, and final use of deliverables.

23. No Legal, Investment, or Audit Advice

Unless expressly agreed in writing and delivered by a qualified professional, TheData365 does not provide legal advice, statutory audit opinions, investment advice, regulated financial advice, or legal representation.

You should consult qualified legal, tax, audit, investment, or regulatory advisors for matters requiring licensed professional advice.

24. Limitation of Liability

To the maximum extent permitted by applicable law, TheData365 will not be liable for indirect, incidental, special, consequential, punitive, or lost-profit damages.

This includes losses related to:

  • Lost revenue
  • Lost profit
  • Lost data
  • Business interruption
  • Incorrect business decisions
  • Delayed reporting
  • Client-provided inaccurate information
  • Third-party software failure
  • Unauthorized access caused by client actions
  • Use of AI-assisted outputs without review
  • Tax, legal, regulatory, or audit consequences outside the agreed scope

Where liability cannot be excluded, TheData365’s total liability will be limited to the amount paid by the client for the specific service giving rise to the claim during the previous three months, unless a different limit is stated in a signed agreement.

25. Indemnification

You agree to indemnify and hold harmless TheData365, its owners, directors, employees, contractors, consultants, partners, and affiliates from claims, losses, damages, costs, liabilities, and expenses arising from:

  • Your breach of these Terms
  • Your misuse of our services
  • Inaccurate or incomplete information provided by you
  • Unauthorized sharing of third-party data
  • Your violation of laws or regulations
  • Your failure to obtain required permissions
  • Your business decisions based on deliverables
  • Claims made by your customers, employees, vendors, partners, or third parties

26. Suspension or Termination of Services

TheData365 may suspend or terminate services if:

  • You fail to pay invoices on time.
  • You breach these Terms.
  • You provide false, misleading, or unlawful information.
  • You misuse our platform, tools, or deliverables.
  • You fail to provide required access or information.
  • Continuing the engagement creates legal, operational, security, or reputational risk.
  • We are required to stop work by law, regulation, or government authority.

Termination does not remove your obligation to pay for work already performed or fees already due.

27. Force Majeure

TheData365 will not be liable for delays or failures caused by events outside its reasonable control, including natural disasters, power outages, internet failures, cyber incidents, war, civil unrest, government action, labor disputes, pandemics, third-party platform outages, or other events beyond reasonable control.

28. Changes to These Terms

TheData365 may update these Client Terms & Conditions from time to time. Updated Terms will be posted on this page with a revised effective date.

Your continued use of our services after updated Terms are posted means you accept the revised terms.

For signed service agreements, the signed agreement will control where it directly conflicts with these Terms.

29. Governing Law and Dispute Resolution

These Terms are governed by the laws of [Insert Jurisdiction], unless a separate written agreement states otherwise.

For a UAE-focused website, you may use:

These Terms are governed by the applicable laws of the United Arab Emirates, unless a separate written agreement states otherwise.

Any dispute relating to these Terms, our services, invoices, deliverables, platform access, or client engagement will first be handled through good-faith discussion between the parties.

If the dispute cannot be resolved informally, it will be handled through the courts or dispute resolution forum located in [Insert City/Country], unless another process is stated in a signed agreement.

Have a UAE/GCC lawyer confirm this clause before publishing.