Terms of Service

Welcome to CPA Hub. These Terms of Service ("Terms") govern your access to and use of the CPA Hub platform, website, and services (collectively, the "Service"). By accessing or using our Service, you agree to be bound by these Terms. If you do not agree to these Terms, you may not access or use the Service.

1. Definitions

"Company," "we," "us," or "our" refers to Hub Software, LLC, a California limited liability company, which provides CPA Hub.

"Customer," "you," or "your" refers to the CPA firm, tax professional, or entity that registers for and uses the Service.

"Team Members" refers to individuals authorized by the Customer to access the Service through the Customer's account.

"Clients" refers to the tax clients whose information is managed within the Service.

"Customer Data" refers to all data, content, and information submitted by Customer or Team Members to the Service, including Client information and tax documents.

"Subscription" refers to the paid access plan selected by Customer for use of the Service.

2. Account Registration

2.1 Eligibility

You must be at least 18 years old and have the legal authority to enter into these Terms on behalf of yourself or the organization you represent. By registering, you represent and warrant that you meet these requirements.

2.2 Account Information

You agree to provide accurate, current, and complete information during registration and to update such information to keep it accurate, current, and complete. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.

2.3 Account Owner

The person who creates the account is designated as the "Account Owner" and has full administrative control, including billing management, team member invitations, and the ability to delete the account.

2.4 Account Security

You must immediately notify us of any unauthorized use of your account or any other breach of security. We will not be liable for any loss or damage arising from your failure to protect your account credentials. We strongly recommend enabling two-factor authentication (2FA) for all accounts.

3. Service Description

CPA Hub is a multi-tenant software-as-a-service (SaaS) platform designed for CPA firms and tax professionals. The Service includes:

• AI-powered tax document classification and data extraction
• Client management and document organization
• Automated client tax profile generation
• WISP (Written Information Security Plan) compliance tools
• Secure client portals for document upload and status tracking
• Team management and role-based access control
• QuickBooks Online integration for client synchronization
• Ask CPA Hub AI assistant for client queries
• Security features including field-level encryption and audit logging
• Related documentation and support resources

4. Subscription and Payment

4.1 Free Trial

We offer a 14-day free trial for new Customers. No credit card is required to start, and the trial places no limit on the number of clients you may add.

The trial includes the practice-management Service: client records, document management, the client portal, e-signature for engagement letters and firm documents, AI document extraction, invoicing and payments, and team access.

The WISP and FTC Safeguards compliance module is not included in the trial. During the trial you have a working demonstration of that module, populated with sample data, so you can see what it produces before you buy. Creating, editing, adopting and exporting your firm's own Written Information Security Plan requires an active paid subscription, and nothing entered in the demonstration is stored as your firm's plan.

At the end of the trial period, you must subscribe to a paid plan to continue using the Service. Your data will be retained for 30 days after trial expiration.

4.2 Subscription Plans

The Service is offered through various subscription plans (Starter, Growth, Pro, and Enterprise) based on the number of active clients in your practice. Every paid plan includes the same Service, including the WISP and FTC Safeguards compliance module; paid plans differ only in the number of active clients they cover. Current pricing and plan details are available on our website. We reserve the right to modify pricing with 30 days' notice to existing Customers.

4.3 Founding Member Pricing

Early adopters may be eligible for "Founding Member" pricing, which locks in a discounted rate for the lifetime of their subscription, subject to continuous subscription without lapse.

4.4 Payment Terms

Subscriptions are billed in advance on a monthly or annual basis. Annual subscriptions receive a discount equivalent to two months free. Payment is due upon invoice. All payments are non-refundable except as expressly set forth in these Terms. We use Stripe to process payments, and your use of payment services is subject to their terms and privacy policies.

4.5 Taxes

All fees are exclusive of applicable taxes. You are responsible for paying all taxes associated with your subscription, excluding taxes based on our net income.

4.6 Refund Policy

We offer a 60-day money-back guarantee for new subscribers. If you are not satisfied with the Service within the first 60 days of your paid subscription, you may request a full refund by contacting us at [email protected].

4.7 Refund Policy Exception - WISP Documents

The 60-day money-back guarantee does not apply once you have exported your Written Information Security Plan (WISP) during your subscription period. Exporting delivers a completed compliance document with standalone value. "Export" means downloading the generated WISP document, or any compliance attachment produced from it, including:

• The full WISP document (PDF)
• Employee acknowledgement, hardware inventory, or employee access records generated from your WISP

WISP documents constitute delivery of a compliance deliverable with standalone value. These documents satisfy IRS Publication 4557 and FTC Safeguards Rule requirements for your firm's data security compliance. Once exported, these documents provide immediate, permanent value to your practice regardless of your continued subscription status.

Prior to any WISP document export, you will be presented with a confirmation dialog requiring your explicit acknowledgment of this policy. Your acknowledgment, along with the date, time, document type, and user information, is recorded in our audit system for compliance and dispute resolution purposes.

If you have not exported any WISP documents, the standard 60-day money-back guarantee remains in full effect.

5. Customer Responsibilities

5.1 Compliance with Laws

You agree to use the Service in compliance with all applicable laws, regulations, and professional standards, including but not limited to IRS regulations, state tax board requirements, data protection laws, and professional ethics rules.

5.2 Client Data

You are solely responsible for the accuracy, quality, and legality of Customer Data and Client information. You represent and warrant that you have all necessary rights and consents to provide such data to the Service and to grant us the rights to process such data as contemplated by these Terms.

5.3 Client Consent

You are responsible for obtaining appropriate consent from your Clients for the collection, storage, and processing of their personal and financial information within the Service.

5.4 Team Member Management

You are responsible for managing Team Member access to the Service, including ensuring that Team Members comply with these Terms. You agree to promptly remove access for any Team Member who leaves your firm or violates these Terms.

5.5 Security Practices

You agree to implement reasonable security practices within your organization, including but not limited to strong passwords, enabling two-factor authentication, and maintaining a Written Information Security Plan (WISP) as required by IRS regulations.

6. Acceptable Use

You agree not to use the Service to:

• Violate any applicable law, regulation, or professional standard
• Infringe the intellectual property rights of others
• Transmit malicious code, viruses, or harmful data
• Interfere with or disrupt the integrity or performance of the Service
• Attempt to gain unauthorized access to the Service or related systems
• Store or process data for individuals who are not your legitimate tax clients
• Resell, sublicense, or redistribute the Service without authorization
• Use the Service for competitive analysis or benchmarking
• Engage in any activity that could damage our reputation or business interests

7. Intellectual Property

7.1 Our Intellectual Property

The Service, including all software, AI models, designs, text, graphics, and other content provided by us, is owned by Hub Software, LLC or its licensors and protected by intellectual property laws. We grant you a limited, non-exclusive, non-transferable license to access and use the Service during your subscription term solely for your tax practice operations.

7.2 Customer Data Ownership

You retain all ownership rights to Customer Data. You grant us a limited license to use, process, and display Customer Data solely to provide, maintain, and support the Service. We do not use Customer Data, Client information, or tax-return information to train or improve any artificial intelligence models. Any use of aggregated, de-identified operational data to improve the Service excludes all Client personal information and tax-return information.

7.3 Feedback

If you provide feedback, suggestions, or ideas about the Service, you grant us a perpetual, irrevocable, royalty-free license to use such feedback for any purpose without obligation to you.

8. Data Privacy and Security

8.1 Privacy Policy

Our collection and use of personal information is governed by our Privacy Policy, which is incorporated into these Terms by reference.

8.2 Data Security

We implement administrative, technical, and physical safeguards to protect Customer Data, including:

• Field-level encryption (AES-256-GCM) for Social Security numbers and bank routing and account numbers
• Encryption of data in transit using TLS 1.3
• Two-factor authentication support
• Comprehensive audit logging
• Role-based access controls

We will implement and maintain these safeguards for as long as we hold Customer Data. For a Customer subject to the FTC Safeguards Rule, this section is our written commitment, as your service provider, to implement and maintain safeguards for your customer information (16 CFR 314.4(f)(2)).

8.3 Data Location

Customer Data is processed and stored in the United States, and by using the Service you consent to processing in that location. Customer Data at rest — including tax returns, source documents and any file exchanged through a client portal — is held in object storage under a jurisdictional restriction that confines it to the United States. Our storage provider guarantees that data in a jurisdiction-restricted store is stored and processed within that jurisdiction, rather than placing it there on a best-effort basis.

8.4 Security Incident Notification

If we determine that a security incident has resulted in the unauthorized access to or acquisition of Customer Data in our custody, we will notify the affected Customer without undue delay and within the timeframes required by applicable law. Because you are the party with the direct relationship to your Clients, our notification obligations run to you, and it remains your responsibility to notify your Clients, regulators, and any other parties as required by applicable law. Nothing in this section expands our liability beyond the limits set forth in Section 11.

9. Service Level and Support

9.1 Availability

We strive to maintain high availability of the Service but do not guarantee uninterrupted access. The Service may be temporarily unavailable due to maintenance, updates, or factors beyond our control.

9.2 Support

We provide support through email. Response times and support levels may vary based on your subscription plan.

10. Disclaimers

11. Limitation of Liability

12. Indemnification

You agree to indemnify, defend, and hold harmless Hub Software, LLC and its officers, directors, employees, and agents from any claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or related to: (a) your use of the Service; (b) your violation of these Terms; (c) your violation of any applicable law or regulation; or (d) any claim by a third party related to Customer Data.

13. Term and Termination

13.1 Term

These Terms are effective upon your first use of the Service and continue until terminated.

13.2 Termination by You

You may terminate your account at any time through the account settings or by contacting us. Upon termination, you will lose access to the Service and your data will be deleted within 30 days.

13.3 Termination by Us

We may terminate or suspend your account immediately if you breach these Terms, fail to pay fees when due, or engage in conduct that we determine may harm us, other customers, or third parties.

13.4 Effect of Termination

Upon termination, your right to use the Service will immediately cease. Sections that by their nature should survive termination will survive, including intellectual property, disclaimers, limitation of liability, and indemnification.

14. Modifications to Terms

We may modify these Terms at any time by posting the revised Terms on our website. We will notify you of material changes via email or through the Service. Your continued use of the Service after such changes constitutes acceptance of the modified Terms.

15. General Provisions

15.1 Governing Law

These Terms are governed by the laws of the State of California, without regard to conflict of law principles.

15.2 Dispute Resolution

Any disputes arising from these Terms will be resolved through binding arbitration in Orange County, California, in accordance with the rules of the American Arbitration Association, except that either party may seek injunctive relief in any court of competent jurisdiction. To the maximum extent permitted by law, all disputes will be resolved on an individual basis only. You and we each waive any right to participate in a class action, class-wide arbitration, or any representative proceeding, and each waive any right to a trial by jury.

15.3 Entire Agreement

These Terms, together with the Privacy Policy, constitute the entire agreement between you and Hub Software, LLC regarding the Service.

15.4 Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full force and effect.

15.5 Waiver

Our failure to enforce any right or provision of these Terms will not be considered a waiver of such right or provision.

15.6 Force Majeure

We will not be liable for any delay or failure to perform resulting from causes beyond our reasonable control, including acts of God, natural disasters, war, terrorism, labor disputes, governmental action, power or internet failures, or the acts, outages, or failures of third-party services or infrastructure providers.

15.7 No Third-Party Beneficiaries

These Terms are for the sole benefit of you and Hub Software, LLC. Nothing in these Terms, express or implied, confers any right, benefit, or remedy on your Clients or any other third party.

15.8 Assignment

You may not assign or transfer these Terms, in whole or in part, without our prior written consent. We may assign these Terms in connection with a merger, acquisition, reorganization, or sale of assets. Subject to the foregoing, these Terms bind and benefit the parties and their permitted successors and assigns.

16. Contact Us

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