Effective Date: July 23, 2025

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Welcome to SmartSum Solutions!

These Website Terms and Conditions ("Terms") govern your access to and use of the www.smartsumsolution.com website ("Website") and outline the general principles under which SmartSum Solutions ("SmartSum," "we," "our," or "us") operates. By accessing or using our Website, you agree to be bound by these Terms. If you do not agree with any part of these Terms, please do not use our Website.

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1. General Information and Engagement

Our Website provides information about the professional bookkeeping and related services offered by SmartSum Solutions. While we strive to offer clear details about our service plans and processes, please understand that using this Website does not, by itself, create an accountant-client or bookkeeper-client relationship.

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A formal engagement with SmartSum Solutions for any bookkeeping services is established only upon the mutual signing of a comprehensive Engagement Letter and the receipt of full payment for the agreed-upon services. This Engagement Letter will precisely define the scope of services, fees, specific timelines, and the responsibilities of both SmartSum and you, the client.

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2. Preliminary Assessment and Quotes

You may use our Website to request for a free email quotation. As part of our client onboarding workflow, we may request certain preliminary documents (e.g., 1-3 months of bank/credit card statements, existing bookkeeping files) for a complimentary preliminary assessment of your financial records.

This assessment is solely for our internal evaluation to understand your needs, determine file complexity, and provide an accurate service proposal and fee quote. This preliminary review is non-binding and does not include any transactional processing or active bookkeeping work. No service engagement begins, and no billable work is performed, during this assessment phase.

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3. Client Responsibilities and Information Accuracy

When you engage with SmartSum Solutions for services (via a signed Engagement Letter), you agree to provide all necessary and requested documentation, information, and access credentials as applicable (such as to accounting software, bank portals, and payment systems) in a timely, complete, and accurate manner.

SmartSum Solutions relies entirely on the completeness and accuracy of the information and documents you provide. We do not independently audit or verify the information. Any errors, omissions, or inaccuracies in your financial records that result from incomplete, inaccurate, or untimely documents or information you provide are not our responsibility. Delays in service delivery due to your non-response to clarification requests or issues obtaining required platform access may result in adjusted delivery timelines, as detailed in our Engagement Letter.

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4. Confidentiality and Data Handling

We are deeply committed to protecting your privacy. Any personal or financial information you provide to us, whether through the Website, during preliminary assessments, or once engaged as a client, will be handled with the utmost confidentiality. Our practices align with the Personal Information Protection and Electronic Documents Act (PIPEDA) (Canada) and Alberta’s Personal Information Protection Act (PIPA).

Our Privacy Policy, available on this Website, details exactly what information we collect, how we use it, how we secure it, and your rights concerning your data. We use secure, cloud-based tools and platforms for data exchange and storage. We expect you to submit all sensitive financial files and documents through our designated secure upload system to ensure data protection.

For certain sensitive personal information, like CRA account numbers, Social Insurance Numbers (SINs), and login credentials for financial or accounting systems, we will always seek your express consent at the time of collection. This consent will be obtained in writing (e.g., through our Engagement Letter or explicit digital consent) or verbally, where appropriate, and will clearly outline the specific purposes for which this sensitive information will be used.

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5. Service Delivery Timelines and Suspense Accounts

Our service delivery timelines are outlined in detail in your Engagement Letter and are subject to specific conditions. Work on your file will not commence until we receive a fully signed Engagement Letter, full payment for the service period, and all required records, receipts, and necessary system/platform access.

Estimated delivery windows for initial reporting packages typically range from 7 to 18 business days, depending on your selected service plan.

It's important to understand our Suspense Account Policy:

•  If any transactions or entries lack sufficient detail or context, we will flag them in a "Bookkeeping Questions" list, which we'll send to you (typically via email or our secure client portal).

•  You agree to respond to all clarification requests within seven (7) business day of receipt.

•  The delivery of final, reconciled financial reports is contingent upon your timely and complete resolution of all suspense items.

•  The time elapsed between our issuance of a suspense list and your complete response is not included in the standard delivery window.

•  If your response is delayed, we reserve the right to pause your file and resume work only once all clarifications are provided, potentially extending the final delivery window based on our current workload.

•  Final deliverables are typically completed within three to five (3-5) business days after all suspense items have been resolved and necessary information is received.

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6. Limitation of Liability

SmartSum Solutions provides professional bookkeeping services. Our work does not constitute an audit, review, or any other assurance engagement, nor does it result in the expression of an opinion or any form of assurance on your financial statements.

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SmartSum Solutions will not be held liable for:

•  Errors or inaccuracies in your financial records resulting from incomplete, inaccurate, or untimely information you provide.

•  Delays in service delivery due to your non-response to clarification requests or issues with obtaining required platform access.

•  Any financial decisions you make based on draft or interim reports, or any outcomes related to the misuse of bookkeeping reports outside their intended purpose.

•  Any losses incurred due to fraud or misrepresentation by you, your employees, or third parties that were not discoverable through our standard bookkeeping procedures.

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We strongly recommend that you consult with a licensed public accountant, tax advisor, or other qualified financial professional before making significant financial, tax, or business decisions. Our services are not a substitute for professional accounting, tax, or legal advice.

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7. CRA Representation and Support

While we may assist with the organization of documents and preparation of information for Canada Revenue Agency (CRA) purposes (e.g., GST/HST filings, preparation of bookkeeping packages for your tax accountant, and organizing documentation for potential CRA reviews or audits):

•  SmartSum Solutions does not directly represent clients with the Canada Revenue Agency.

•  We do not respond to CRA letters, phone calls, or other direct correspondence on your behalf.

•  You are required to retain a licensed public accountant or tax representative for direct CRA correspondence, audit representation, tax planning, and tax return preparation and filing (including T1, T2, T3 and T4 returns, beyond T-slip preparation).

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8. Website Usage

•  Intellectual Property: All content on this Website, including text, graphics, logos, images, and software, is the property of SmartSum Solutions or its content suppliers and is protected by Canadian and international copyright laws.

•  Prohibited Uses: You agree not to use the Website for any unlawful purpose or any purpose prohibited by these Terms. You may not use the Website in any manner that could damage, disable, overburden, or impair the Website or interfere with any other party's use and enjoyment of the Website.

•  Third-Party Links: Our Website may contain links to third-party websites or services (e.g., payment processors, accounting software). We are not responsible for the content, privacy practices, or terms of these third parties. We encourage you to review their policies.

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9. Changes to Terms

We may update these Website Terms and Conditions from time to time to reflect changes in our practices or legal requirements. The revised version will be posted on our Website with a new effective date. Your continued use of our Website after any changes implies your acceptance of the revised Terms.

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10. Governing Law

These Website Terms and Conditions shall be governed by and construed in accordance with the laws of the Province of Alberta and the applicable federal laws of Canada, without regard to its conflict of laws principles. Any disputes arising under or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of Alberta.

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11. Contact Us

If you have any questions or concerns regarding these Website Terms and Conditions, please contact us at:

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SmartSum Solutions

Email: info@smartsumsolution.com

Website: www.smartsumsolution.com