Welcome to The Lighthouse Group!

By accessing our website (as a “Visitor”) or subscribing to our Services by opening an account with The Lighthouse Group (as a “Member”), you become a client of our Services (collectively, “Client”). As a Client, you are agreeing to the following Terms of Use of our platforms (our “Platform”). Members are subject to additional terms and conditions that apply to your use of The Lighthouse Group’s products, support and services (our “Services”).

Compliance.

The Lighthouse Group provides honest, responsible, and efficient accounting services using sound principles, strict internal controls, and the highest ethical standards. We expect our clients to apply the same high ethical standards when using our Services. In accessing our website platform or engaging our Services you agree to comply with all applicable domestic and international laws, statutes, ordinances, and regulations. We reserve the right to investigate complaints or reported violations of our terms and policies and take any action we deem appropriate, including terminating your Member account and reporting any suspected unlawful activity to law enforcement authorities.

The Lighthouse Group assumes no liability for their employer/clients’ employment tax withholding, reporting, payment, and/or filing duties. The employer is ultimately responsible for the deposit and payment of federal tax liabilities and must ensure that all of its federal employment tax duties are met. Even though the employer may forward the tax amounts to The Lighthouse Group to make the tax deposits, the employer is the responsible party. If The Lighthouse Group fails to make the federal tax payments, the IRS may assess penalties and interest on the employer’s account. The employer is liable for all taxes, penalties, and interest due. The employer may also be held personally liable for certain unpaid federal taxes.

Everyone should use EFTPS (Electronic Federal Tax Payment System) and Treasury regulations require electronic payment for payroll taxes over $200,000 in a calendar year. The Lighthouse Group uses the EFTPS to make federal tax payments and California’s “e-Pay” system to make state tax payments for clients through our third-party payroll application Gusto. 

Employers can confirm that payments are being made on their behalf. Employers should register on the EFTPS system to get their own PIN and use this PIN to periodically verify payments. A red flag should go up if Gusto misses or makes a late payment. When an employer registers on www.eftps.gov they will have online access to their payment history for 16 months. In addition, EFTPS allows employers to make any additional tax payments that Gusto is not making on their behalf such as estimated tax payments. To enroll in the State of California’s “E-Pay” system visit www.edd.ca.gov/Payroll_Taxes.

The Lighthouse Group’ sole liability to Client or any third party hereunder shall be for claims arising out of errors or omissions in the services provided solely by The Lighthouse Group, and the sole remedy shall be to furnish correct advice of deposit, and/or corrected or reversal debit or credit entry, as the case may be; provided that, in each case, the Client advises The Lighthouse Group no later than five business days after the occurrence of such error or omission.

If there are any issues with an account, the IRS will send correspondence to the employer at the address of record. The IRS strongly suggests that the employer does not change their address of record to that of The Lighthouse Group as it may significantly limit the employer’s ability to be informed of tax matters involving their business. All notices received should be reported immediately to The Lighthouse Group.

Support.

The Lighthouse Group provides technical and business support and appropriate staff for the purchased Services during normal business hours (9 am to 5 pm) Monday through Friday. Select support via phone: (707) 444-1341

The Lighthouse Group makes the Platform available 24 hours a day, 7 days a week, except for any unavailability of the Platform caused by circumstances beyond The Lighthouse Group’s reasonable control, including but not limited to acts of God, acts of government, civil unrest, acts of terrorism, strikes or other labor problems (other than one involving The Lighthouse Group’s employees), Internet service provider failure or delay, non-Lighthouse applications, or denial of service attack.

The Lighthouse Group is responsible for the performance of its personnel (including employees and contractors) and their compliance with The Lighthouse Group’s obligations under the Master Engagement Agreement. 

Data and Documentation.

Member is responsible for the collection, organization, editing, and inputting of all Data necessary to create all files, including but not limited to, master and historical data files through the Platform.

Member will timely provide the following documents for applicable Services:

• Online banking access to checking, savings, credit card, and other necessary accounts;

• Cash disbursement reports and bank statements;

• Prior year’s tax return(s) for Tax Preparation Members, if applicable;

• Loan agreements/amortization schedules, if applicable;

• A detailed list of company assets and liabilities; and

• Other documents necessary for The Lighthouse Group to provide The Lighthouse Group’s Services.

Member agrees that all required documents will be uploaded on a periodic basis, but in no event greater than monthly, to enable The Lighthouse Group to provide Member with a current, meaningful, and useful financial statement. Member’s failure to timely upload documents and information may delay and/or impede The Lighthouse Group’s ability to perform the Services. Member’s payment obligations to The Lighthouse Group will not be amended, modified, or excused in any manner whatsoever (including refund, discount, or other financial accommodation) by Member’s failure to comply with its obligations hereunder or by any delay in the performance of the Services by The Lighthouse Group. Additionally, failure to provide documentation requested by The Lighthouse Group in excess of 90 days from the initial request may result in termination of services at the sole discretion of The Lighthouse Group’s senior management team. 

If The Lighthouse Group is performing a conversion to QuickBooks Online or Gusto on Member’s behalf, Member must comply with all communicated instructions and requests provided by The Lighthouse Group.

Don’t misuse our Services.

Don’t interfere with our Services or try to access them using a method other than the interface and the instructions that we provide. You may access our website platform and use our Services only as permitted by law, including applicable export and re-export control laws and regulations. We may suspend or stop access to our providing our Services to you if you do not comply with our terms or policies or if we are investigating suspected misconduct. 

Accuracy of Information.

While we use reasonable efforts to furnish accurate and up-to-date information, we do not warrant that any information contained in or made available through our website platform or Services is accurate, complete, reliable, current, or error-free. We assume no liability or responsibility for any errors or omissions in the content of our Services.

About our Software.

When our Platform or Services requires or includes downloadable software, this software may update automatically on your device once a new version or feature is available. Some Services may let you adjust your automatic update settings.

As a User, The Lighthouse Group provides you a personal, worldwide, royalty-free, non-assignable, and non-exclusive license to use the software provided to you by The Lighthouse Group as part of the Services. This license is for the sole purpose of enabling you to use the benefit of the Services as provided by The Lighthouse Group, in the manner permitted by certain terms and conditions between the parties. You may not copy, modify, distribute, sell, or lease any part of our Services or included software, nor may you reverse engineer or attempt to extract the source code of that software, unless laws prohibit those restrictions or you have our written permission.

Some software used in our Services may be offered under an open-source license that we will make available to you. There may be provisions in the open-source license that expressly override some of these terms.

Our Warranties and Disclaimers.

We provide our Services using a commercially reasonable level of skill and care and we hope that you will benefit using them. But there are certain things that we don’t promise about our Services.

THE SERVICES PROVIDED ARE NOT INTENDED TO PROVIDE LEGAL ADVICE NOR SUBSTITUTE FOR SUCH ADVICE FROM A LICENSED PROFESSIONAL. USERS ARE ADVISED NOT TO ACT UPON ANY INFORMATION PROVIDED ON OUR WEBSITE OR THROUGH OUR SERVICES WITHOUT SEEKING PROFESSIONAL ADVICE. ANY INFORMATION PROVIDED ON OUR WEBSITE OR THROUGH OUR SERVICES ARE NOT INTENDED TO BE USED FOR THE PURPOSE OF VIOLATING U.S. FEDERAL, STATE OR LOCAL TAX LAWS.

OTHER THAN AS EXPRESSLY SET OUT IN THESE TERMS OR ADDITIONAL TERMS, NEITHER THE LIGHTHOUSE GROUP, A CALIFORNIA CORPORATION, NOR ITS SUPPLIERS OR DISTRIBUTORS MAKE ANY SPECIFIC PROMISES ABOUT THE SERVICES. FOR EXAMPLE, WE DON’T MAKE ANY COMMITMENTS ABOUT THE CONTENT WITHIN THE SERVICES, THE SPECIFIC FUNCTIONS OF THE SERVICES, OR THEIR RELIABILITY, AVAILABILITY, OR ABILITY TO MEET YOUR NEEDS. WE PROVIDE THE SERVICES “AS IS”.

SOME JURISDICTIONS PROVIDE FOR CERTAIN WARRANTIES, LIKE THE IMPLIED WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT. TO THE EXTENT PERMITTED BY LAW, WE EXCLUDE ALL WARRANTIES.

Liability for our Services.

WHEN PERMITTED BY LAW, THE LIGHTHOUSE GROUP, AND THE LIGHTHOUSE GROUP’S SUPPLIERS AND DISTRIBUTORS, WILL NOT BE RESPONSIBLE FOR LOST PROFITS, REVENUES, OR DATA, FINANCIAL LOSSES, OR INDIRECT, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES.

TO THE EXTENT PERMITTED BY LAW, THE TOTAL LIABILITY OF THE LIGHTHOUSE GROUP, AND ITS SUPPLIERS AND DISTRIBUTORS, FOR ANY CLAIMS UNDER THESE TERMS, INCLUDING FOR ANY IMPLIED WARRANTIES, IS LIMITED TO THE AMOUNT YOU PAID US TO USE THE SERVICES (OR, IF WE CHOOSE, TO SUPPLYING YOU THE SERVICES AGAIN).

IN ALL CASES, THE LIGHTHOUSE GROUP, AND ITS SUPPLIERS AND DISTRIBUTORS, WILL NOT BE LIABLE FOR ANY LOSS OR DAMAGE THAT IS NOT REASONABLY FORESEEABLE.

Indemnification.

Users will hold harmless and indemnify The Lighthouse Group and its affiliates, officers, agents, and employees from any claim, suit, or action arising from or related to the use of the Services, including any liability or expense arising from claims, losses, damages, suits, judgments, litigation costs, and attorneys’ fees.

Privacy Policy.

The Lighthouse Group’s privacy policy explains how we treat your personal data and protect your privacy when you use our Services. By using our Services, you agree that The Lighthouse Group can use such data in accordance with our privacy policies. For further information, see our Privacy Policy. 

Warranties and Limitation of Liability.

THE LIGHTHOUSE GROUP REPRESENTS AND WARRANTS THAT THE SERVICES WILL BE PROVIDED IN A PROFESSIONAL MANNER CONSISTENT WITH GENERAL INDUSTRY STANDARDS AND THAT THE SERVICES WILL PERFORM SUBSTANTIALLY IN ACCORDANCE WITH THE USER DOCUMENTATION PROVIDED BY THE LIGHTHOUSE GROUP. THE LIGHTHOUSE GROUP DOES NOT GUARANTEE THAT THE SERVICES WILL BE PERFORMED ERROR-FREE OR UNINTERRUPTED, OR THAT THE LIGHTHOUSE GROUP WILL CORRECT ALL SERVICE ERRORS. MEMBER ACKNOWLEDGES THAT THE LIGHTHOUSE GROUP DOES NOT CONTROL THE TRANSFER OF DATA OVER COMMUNICATIONS FACILITIES, INCLUDING THE INTERNET, AND THAT THE SERVICE MAY BE SUBJECT TO LIMITATIONS, DELAYS, AND OTHER PROBLEMS INHERENT IN THE USE OF SUCH COMMUNICATIONS FACILITIES. THIS SECTION SETS FORTH THE SOLE AND EXCLUSIVE WARRANTY GIVEN BY THE LIGHTHOUSE GROUP (EXPRESS OR IMPLIED) WITH RESPECT TO THIS SUBSCRIPTION AGREEMENT. NEITHER THE LIGHTHOUSE GROUP NOR ANY OF ITS LICENSORS OR OTHER SUPPLIERS WARRANT OR GUARANTEE THAT THE OPERATION OF THE SERVICES WILL BE UNINTERRUPTED, VIRUS-FREE, OR ERROR-FREE. NEITHER THE LIGHTHOUSE GROUP NOR ANY OF ITS SERVICE PROVIDERS SHALL BE RESPONSIBLE OR LIABLE FOR ANY UNAUTHORIZED ALTERATION, THEFT, OR DESTRUCTION OF MEMBER’S OR ANY USER’S DATA, DATA FILES, OR PROGRAMS. MEMBER’S EXCLUSIVE REMEDY FOR ANY BREACH OF WARRANTY SHALL BE GOVERNED AND LIMITED BY THIS SUBSCRIPTION AGREEMENT.

THE LIGHTHOUSE GROUP AND ANY LICENSOR OR OTHER SUPPLIER OF THE LIGHTHOUSE GROUP SHALL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, OR CONSEQUENTIAL DAMAGES, INCLUDING, WITHOUT LIMITATION, DAMAGES FOR LOST BUSINESS, PROFITS, DATA, OR USE OF ANY SERVICE, INCURRED BY MEMBER, AS A MEMBER, OR ANY THIRD PARTY IN CONNECTION WITH THIS SUBSCRIPTION AGREEMENT, REGARDLESS OF THE NATURE OF THE CLAIM (INCLUDING NEGLIGENCE), EVEN IF FORESEEABLE OR THE OTHER PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. MEMBER’S AGGREGATE LIABILITY FOR DAMAGES UNDER THIS SUBSCRIPTION AGREEMENT, REGARDLESS OF THE NATURE OF THE CLAIM (INCLUDING NEGLIGENCE), SHALL NOT EXCEED THE FEES PAID OR PAYABLE BY THE MEMBER UNDER THIS SUBSCRIPTION AGREEMENT TO THE LIGHTHOUSE GROUP DURING THE THREE (3) MONTHS PRECEDING THE DATE THAT THE CLAIM AROSE.

Indemnification.

If a third party makes a claim against The Lighthouse Group that Member’s Data or User’s Data or use of the License causes financial damage or injury to such third party, or infringes any patent, copyright or trademark, or misappropriates any trade secret, Member shall defend The Lighthouse Group and its directors, officers and employees against the claim at Member’s expense and Member shall pay all losses, damages, and expenses (including reasonable attorneys’ fees) finally awarded against such parties or agreed to in a written settlement agreement signed by The Lighthouse Group, to the extent arising from the claim.

As conditions for indemnification, a party seeking indemnification under this section shall (a) promptly notify the other party of the claim, (b) give the other party sole control of the defense and settlement of the claim, and (c) provide the other party’s out-of-pocket expenses, assistance, information and authority reasonably requested by the other party in the defense and settlement of the claim.

Discontinuation of Services.

This Subscription Agreement shall continue for the time period set forth in the Fee Schedule or the Pricing Plan which Member accepts when Member purchases a Subscription (the “Term”). At the end of the Term, the term of Member’s License for The Lighthouse Group’s Services will automatically renew for an additional Term. The pricing during any Renewal Term will be the same as the previous Term unless The Lighthouse Group provides written notice to Member of a price increase at least fifteen (15) days prior to the end of the Term or any Renewal Term, in which case the price increase will be effective upon renewal. This Subscription Agreement may be terminated by either The Lighthouse Group or Member on thirty (30) days written notice sent via emails, facsimile, or regular mail. Upon termination, any prepaid retainer or other fees will not be refundable. 

If Member purchases Services on retainer, Member will have the rights to Services set forth in the Fee Schedule and in The Lighthouse Group’s Member Terms and Conditions for a period of one (1) year. Retainers are non-refundable. At the end of that one-year Term, all fees shall be deemed earned regardless of how many Services Member uses during that Term. If Member chooses to continue receiving Services on retainer, Member must execute a new agreement with The Lighthouse Group and pay a new retainer. 

In the event that this Subscription Agreement is terminated by either The Lighthouse Group or Member, the parties agree that under no circumstances will The Lighthouse Group be required to provide transition services to Member beyond the value of any remaining retainer or other sums paid to or held by The Lighthouse Group unless Member enters into a separate written engagement letter with The Lighthouse Group for such transition services.

The Lighthouse Group reserves the right to suspend Services if Member fails to pay any amounts due to The Lighthouse Group under this Subscription Agreement when due and owing, but only after The Lighthouse Group notifies Member of such failure in writing and such failure continues for five (5) days. Suspension of Services shall not release Member of Member’s payment obligations hereunder. Member agrees that The Lighthouse Group shall not be liable to Member or to any third party for any liabilities, claims or expenses arising from or relating to suspension of Services resulting from Member’s nonpayment.

The Lighthouse Group reserves the right to suspend or terminate Services if The Lighthouse Group reasonably concludes that (i) Member’s or a User’s use of the Services is causing immediate and ongoing harm to The Lighthouse Group or others; or (ii) Member becomes the subject of a petition in bankruptcy or any other proceeding relating to insolvency, receivership, liquidation or assignment for the benefit of creditors. In the event of suspension or termination of Services due to such circumstances, The Lighthouse Group shall immediately notify Member of the discontinuance of Services and the parties shall promptly attempt to resolve the harm. In such case, The Lighthouse Group shall not be liable to Member or to any third party for any liabilities, claims, or expenses arising from or relating to such discontinuance of Services.

Upon discontinuation of The Lighthouse Group’s Services, all Fees paid by Member are not refundable and The Lighthouse Group is released from any liability for use of any of Member’s logins to operational software accessing Member’s financial records and accounts provided to The Lighthouse Group by Member in connection with Member’s use of The Lighthouse Group’s Services.

Member is responsible to terminate, deactivate, or change credentials of all Member’s logins to The Lighthouse Group’s Platform and any access to third-party services and systems upon discontinuation of The Lighthouse Group’s Services or the termination or discontinuance of any User.

Disclaimers.

If the information provided to The Lighthouse Group in connection with The Lighthouse Group’s Services appears unusual or out of the ordinary, The Lighthouse Group may, but is not required to, call such a situation to Member’s attention. The Lighthouse Group is not responsible for the discovery of any errors, irregularities, or fraud committed by Member or others with whom Member conducts business. Although The Lighthouse Group will exercise reasonable care in the preparation of all materials, the information, and data The Lighthouse Group compiles is based upon the Data and information submitted by Member and The Lighthouse Group does not guarantee the accuracy of such information. The Lighthouse Group shall not be responsible for any errors or oversights in Member’s reporting through The Lighthouse Group’s Services. Reports and information compiled by The Lighthouse Group are prepared exclusively for Member’s use and not for the use of any third party. 

The Lighthouse Group does not assume any responsibility for actions of Member or any User and Member does not assume any responsibility for actions of The Lighthouse Group.

Member is responsible for ensuring that any of Member’s Users using the Services have the requisite training from The Lighthouse Group to properly use the Services.

Fees and Payment.

Member agrees to pay all Fees due hereunder pursuant to the Fee Schedule provided by The Lighthouse Group. All payment of Fees is due and payable upon receipt of by Member of an invoice.

If Member executes an annual retainer, all fees are due and payable in advance upon receipt by Member of an invoice. For all other Services, a minimum deposit of the first month’s fees and any related setup fees or expenses shall be paid to The Lighthouse Group upon Effective Date to commence Services on Member’s behalf. Thereafter, Services will be billed on a monthly basis to Member’s credit card, debit card, or electronic check profile provided to The Lighthouse Group. If Member needs to edit or to modify Member’s payment method, Member should contact support@lighthousehq.org. Other forms of payment accepted include cash & check. 

All rendered Services received by Member are considered completed and delivered after 45 days of payment from Member and may not be disputed unless The Lighthouse Group receives written notice from Member disputing delivery of The Lighthouse Group’s Services within 45 days after such payment.

Dispute Resolution.

The parties agree that any unresolved controversy or claim arising out of this Subscription Agreement or related Services shall be settled by arbitration administered by the American Arbitration Association, in accordance with the applicable Commercial Arbitration Rules. The arbitrator’s award will be final, and judgment may be entered upon it by any court having jurisdiction within the State of California. 

Use of Artificial Intelligence (AI).

The Lighthouse Group utilizes artificial intelligence (AI) tools to enhance the quality, efficiency, and accuracy of our services, including but not limited to data processing, bookkeeping support, tax preparation, and client communications. These tools are implemented under strict supervision by our team of professionals to ensure compliance with all applicable laws, industry standards, and our commitment to client confidentiality.

Key Points Regarding AI Use:

• Data Security: All information processed through AI systems is handled in accordance with our Privacy Policy, ensuring the highest level of security and protection of sensitive data.

• Human Oversight: While AI tools may assist in service delivery, all outputs are reviewed and verified by our qualified staff to maintain accuracy and reliability.

• Transparency: Clients may request additional details on how AI tools are applied to their specific services at any time.

• Limitations: AI tools are employed as an aid to our operations and are not a replacement for the professional expertise and judgment of our team members.

• By engaging with The Lighthouse Group’s services, you acknowledge and consent to the use of AI tools as part of our operational framework. If you have any concerns or questions regarding this policy or would like to opt-out, please contact us directly at (707) 444-1341.
  

LighthouseHQ Hours

*TAX SEASON HOURS (January-April)
Monday-Thursday (10am-4pm) 

Friday’s (By appointment only)

*NON-TAX SEASON HOURS (May-December)

Tuesday-Thursday (10am-4pm) 

Friday-Monday *CLOSED to the public, available digitally anytime!

Abusive Behavior Clause
The Lighthouse Group is committed to fostering a professional, respectful, and collaborative environment for all clients, staff, vendors, and affiliates. To maintain this standard, we have a zero-tolerance policy for abusive behavior, including but not limited to:

1. Verbal Abuse: Use of offensive, threatening, discriminatory, or derogatory language directed toward our staff, representatives, or other clients.

2. Harassment: Any form of harassment, whether based on race, gender, religion, ethnicity, disability, or other protected characteristic.

3. Excessive Aggression: Persistent hostility, intimidation, or unreasonable demands that disrupt our ability to provide services effectively.

4. Disrespectful Communication: Inappropriate tone or behavior during communications, whether in person, via phone, email, or other digital platforms.

*Consequences of Abusive Behavior:

• The Lighthouse Group reserves the right to terminate services, suspend accounts, or take other appropriate actions in response to abusive behavior.

• In the event of service termination, clients will be provided with notice, and arrangements will be made to ensure the return of their records, subject to payment of any outstanding fees.

We value constructive dialogue and encourage clients to express concerns or grievances respectfully through our established channels. For questions or assistance, please contact us at (707) 444-1341.

Fraud & Illegal Acts Clause
The Lighthouse Group strictly prohibits the use of our services for any fraudulent or illegal activities. This includes, but is not limited to:

1. Fraudulent Misrepresentation: Providing false, misleading, or deceptive information to our team for the purposes of tax filings, bookkeeping, financial reporting, or any other service.

2. Illegal Activities: Engaging in or facilitating unlawful acts, including money laundering, tax evasion, or any other violations of local, state, federal, or international laws.

3. Document Tampering: Submission of falsified or altered documents, records, or data in connection with our services.

4. Non-Compliance with Legal Obligations: Failure to disclose material information or comply with applicable legal or regulatory requirements related to our services.

*Consequences of Fraud or Illegal Acts:

• The Lighthouse Group reserves the right to terminate services immediately upon discovery of fraudulent or illegal activity.

• Suspected illegal acts may be reported to the appropriate authorities in compliance with applicable laws.

• Any costs incurred due to investigation, reporting, or legal action will be the responsibility of the client.

About these Terms.

We reserve the right to amend our Terms of Use at any time and you agree to be bound to such changes.

For information about how to contact The Lighthouse Group, please visit our contact page.

Last updated July 31, 2024