Last Updated: July 24, 2019

IMPORTANT! READ THIS DOCUMENT. YOUR USE OF VIRTUALTAXOFFICE AND ACCEPTANCE OF THESE TERMS OF SERVICE (“Agreement”) CREATE A LEGALLY BINDING CONTRACT. DO NOT USE VIRTUALTAXOFFICE IF YOU DO NOT INTEND TO BE LEGALLY BOUND BY THESE TERMS OF SERVICE.

Please read this Agreement carefully before using the https://my.virtualtaxoffice.com website (the "Service" or “VirtualTaxOffice”) operated by R3 Tax Solutions, Inc. (“R3”, "us", "we", or "our"). The Service consists of software that is provided on server(s) (“Software”) hosted by R3 on an “as is, as available” basis, to which you are granted access based on the modules and features to which you have subscribed (“Subscription”). Access to the Service is for a one (1) year period (“Subscription Period”) subject to renewal each year in order to continue access. During the Subscription Period, you have access to your data on the Service, which includes database records and computer files.

When you use this Service and accept this Agreement, you are representing to R3 that:
  • You are 18 years of age or older.
  • That you are solely responsible for the activity and conduct of anyone that you permit to use this Service.
  • That you and your assigned users are solely responsible for all content on the Service.
  • That you have read and accept this Agreement.
  • That you have read and accept the User Terms of Service.
  • That you have read and understand our Privacy and Cookie Policies.

The services that R3 Tax Solutions, Inc. provides to you are subject to the following Terms of Service ("TOS"). R3 Tax Solutions, Inc. reserves the right to update the TOS at any time without notice to you. The most current version of the TOS can be reviewed by clicking on the "Terms of Service" hypertext link located at the bottom of our Web pages.

You will assign users to your VirtualTaxOffice portal, who will agree to the User Terms of Service, Privacy Policy, and Cookie Policy in order to use the Service. The Terms of Service requires that users agree to use the Service only for lawful and legal purposes, and not post profane or vulgar content, or attempt to reverse engineer or hack the Software that is running the Service. They also allow for R3 to terminate the access rights of any user who violates the Terms of Service. Please see our full User Terms of Service here.

As a paid subscription Service, R3 does not share your personal information or VirtualTaxOffice content with any outside parties. Additionally, the internal usage of your personal information is limited to access of the Client Administrator users of your organization and your Company Information. In the ordinary course of business, we do not access your other user information, and in no event (including direct database access) can we access your user passwords. Internal usage of your content and data on VirtualTaxOffice is limited to general demographic data to gauge activity in the system and in the tax environment generally (in these cases, the data is not associated with any particular user or subscriber), and as needed for support purposes. Please see our full Privacy Policy here.

We use cookies to establish a user session and track your progress and selections in the system for optimal functioning of the website, such as remembering your settings on a previous page. We do not use cookies for tracking your browsing habits or other information not relevant to the efficient operation of the website, and never sell or share this information with other parties or use it for marketing purposes. Please see our full Cookie Policy here.

This Service is Subscribed to a la cart on a module-by-module basis. This Service is billed in advance on a recurring and periodic basis on or before the first day of your Subscription Period. By subscribing to the Service, you are granted the non-exclusive right to use the Service for the Subscription Period, number of users, and GigaBytes (GB) of storage specified per module when you purchase the Subscription.

The Organizational Chart Module ("OrgChart") is required for any VirtualTaxOffice Subscription. You may purchase additional modules, users, or more file storage capacity per module as needed or desired. A Subscription Period is one (1) year, except for reduced cost or free initial trials which are for a shorter period, and all subscribed modules and Services are renewed on your OrgChart Module renewal date. Any additions to your Subscription made throughout the Subscription Period will be prorated and charged immediately to your credit card, and then renewed for the next annual Subscription Period with your OrgChart renewal. There is no refund for any unused Subscription component.

At the end of each Subscription Period, your Subscription will automatically renew unless you cancel it or R3 Tax Solutions, Inc. cancels it. Your credit card will be charged up to ten (10) working days in advance of the end of the prior Subscription Period, to allow for handling of payment failures, which will then add a new Subscription Period of an additional year to your Subscription. You may cancel your Subscription renewal through your online account management page.

A valid payment method, consisting of a credit card, is required to process the payment for your Subscription. You shall provide R3 Tax Solutions, Inc. with accurate and complete billing information including full name, address, state, zip code, telephone number, and valid payment method information. By submitting such payment information, you automatically authorize R3 Tax Solutions, Inc. to charge all Subscription fees (including future renewals) incurred through your account to any such payment instruments.

Should automatic billing fail to occur for any reason, R3 Tax Solutions, Inc. will issue an electronic invoice indicating that you must proceed manually, within a certain deadline date, with the full payment corresponding to the Subscription Period as indicated on the invoice. Failure to respond timely to this renewal notice will result in the termination of your Subscription and loss of all data on the Service.

Except as defined below, no warranties, representation, or endorsements, express or implied, including, but not limited to, those of merchantability or fitness for a particular purpose, are made with respect to this Service. You release R3 from and R3 shall have no liability or responsibility for any direct, indirect, incidental, or consequential damages suffered by you in connection with your use of or inability to use the Service, including, but not limited to, damages from loss of data resulting from delays, non-delivery, mis-delivery, or service interruptions, or due to inadvertent release or disclosure of information sent by you even if the same is caused by R3’S own negligence. Without limiting the generality of the foregoing, R3 disclaims to the full extent permitted by applicable law any responsibility for (and under no circumstances shall be liable for) any conduct, content, goods, data, and services available on or through the Internet or this Service. Your use of any information or data obtained by you via this Service and the Internet is at your own risk, and R3 disclaims any responsibility for the completeness or accuracy of any such information or data.

When you use this Service, you agree that YOU WILL NOT:

  • Transmit any information or data, in any form, which violates any local, state, United States, or applicable international law or regulation, or that is harmful, threatening, abuse, harassing, tortuous, defamatory, vulgar, obscene, libelous, invasive of another’s privacy, hateful, or otherwise objectionable.
  • Violate or infringe any copyright, trademark, patent, or other statutory or common law proprietary rights of others.
  • Send unsolicited mass e-mail messages (SPAM).
  • Engage in any activity or device in an effort to disguise the origin of any transmission.
  • Transmit any information or data that contains any computer virus, or any material designed to interrupt, destroy, or limit the functionality of any computer hardware or software.
  • Engage in any activity in the nature of hacking, or port scanning.
  • Engage in any activity that is harmful to minors.
  • Engage in any illegal or unethical conduct through the Service.
  • Use this Service in furtherance of any fraudulent activity.
  • Engage in any activity that is in the nature of a “denial of service” attack.

You agree that R3 may, in the event of non-payment for the Service or for any violation of these terms of use in its sole discretion, deny access to this Service at any time. In addition, you agree that you will indemnify, defend, and hold harmless R3 (and its directors, officers, employees, customers, and agents) with respect to any claims, losses, or expenses by any party that arise from your use of this Service.

R3 provides extensive layered security and redundant internet connection and power systems to ensure uninterrupted access and use of the Service. This includes Uninterruptible Power Supplies for all internet traffic routing and servers, multiple internet connections through multiple service providers, as well as a backup power generator that also powers the HVAC system for the server and network equipment areas of the building.

However, you understand that by its nature, the Service is susceptible to interruption or unauthorized access that is out of the control of R3. Sources of interruption include disconnection of your internet access by your Internet Service Provider (ISP), long-term loss of electrical power at either your or R3’s server facility, interruption of the internet connection at R3’s server facility, denial of service attacks, or other causes.

In general, service interruptions that are controllable by R3 will not exceed one business day. However, In the event of a major disaster or event that affects the site from where the Service is hosted, up to one week of your data may be lost and it may be up to one week before service can be restored at an alternate site.

Other than general product guidance, which is found substantially on the Service, R3 provides no support for the use of the service other than to assist with identification of defects and resolution of same as R3 determines at its sole discretion. Additionally, R3 may decide, at its sole discretion, to provide limited assistance with usage instruction and general user support. If you are locked out of the Service as the sole Client Administrator, R3 will provide assistance to regain access into your Subscription. We encourage you to seek the assistance of our implementation and service partners if you have detailed questions on how to use the Service.

The Software hosted by R3 will perform, under normal use, substantially in accordance with the written materials during the period of subscription, subject to the limitations as detailed in the SERVICE COMITTMENT section above. This Limited Warranty is void if defects resulted from accident, unauthorized access, misuse, misapplication, abuse, repair, or modification of the Software on the Service, or for factors beyond R3’s control such as loss of internet access. Claims under this warranty must be submitted to R3 within thirty (30) days of the cause of such claim.

THIS IS A LIMITED WARRANTY AND THE ONLY WARRANTY. ALL OTHER WARRANTIES OF ANY KIND ARE DISCLAIMED, WHETHER EXPRESS OR IMPLIED, STATUTORY OR IN COMMUNICATION WITH YOU. ALL OTHER WARRANTIES INCLUDING, WITHOUT LIMITATION, WARRANTIES FOR MERCHANTABILITY, NONINFRINGEMENT, AND FITNESS FOR ANY PARTICULAR PURPOSE ARE SPECIFICALLY DISCLAIMED. NO WARRANTY IS MADE THAT THE SOFTWARE WILL BE ENTIRELY FREE OF ERRORS OR THAT DEFECTS WILL BE CORRECTED.

This Limited Warranty gives you specific legal rights. You may have other legal rights which vary from state to state.

You are responsible for the proper use of the system, and for approving any content or function provided by R3 before using it. This includes the usage of any features or forms that the Service includes or creates. The Service is built with certain features that are intended to improve the efficiency of many tasks which could otherwise be quite time-consuming. However, we do not proactively seek government acceptance of the methods used by the Service, so usage of these features is taken at your risk and direction. In no event shall any liability accrue for any damages, including but not limited to, lost data, lost profits, lost business, interest, penalties, assessments, claims by third parties, or other special, consequential, or indirect damages arising from the use of or inability to use the Software or its accompanying written materials, even if the possibility of such damages may have been known in advance. In any event, the total liability arising from any legal claim, whether tort, contract or otherwise, shall be direct damages up to, in the aggregate, the amount paid for the responsible module Subscription for the Subscription Period in which the loss occurs.

You may not transfer, rent, sell, lease, lend, give, sublicense, copy, reproduce, or distribute any portion of the Software or Service, or create derivative works from the Software or Service. However, you are authorized to assign additional users (pursuant to the subscription terms) that are offered and bound to the same Terms of Service to which you agree. Documentation or other written materials accompanying the Software may not be copied. You may not, nor may you permit anyone to, modify, reverse engineer, decompile, disassemble, or alter the Software in any way.

You are prohibited from reselling the Service to third parties or allowing any external parties to view or use the Service without prior written consent from R3. This includes the assignment of any user roles to outside consultants other than R3’s approved implementation and service partners. The Service is strictly for the use of the subscribing company and its internal users. External users are permitted as appropriate by module (for example, “Tax Auditor” roles in the “Exemption Certificate” Module) but, except for R3’s approved implementation and service partners, can not include consultants, tax service providers, or tax software providers without the express written consent of R3.

VIOLATION OF THIS RESTRICTION MAY RESULT IN IMMEDIATE AND PERMANENT DENIAL OF ACCESS TO THE SERVICE, INCLUDING YOUR DATA ON IT, WITH NO REMEDY BY THE SUBSCRIBER.

Your Subscription and right to use the Service shall terminate at the end of the Subscription Period for which the Subscription is granted. The provisions of this Agreement shall remain in full force and effect except to the extent they are invalid or unenforceable under applicable law.

R3 reserves the right to change module and other pricing (users, storage fees, etc.) at its sole discretion. It is R3’s intent to maintain the cost of Subscriptions at the published rates, limited to modest (<=5%) annual updates, and where practical, lower the rates as subscriptions increase. While R3 will make every effort to keep annual pricing adjustments of VirtualTaxOffice within 5% of with the published pricing at the time of initial subscription or most recent renewal, many factors can result in changes to the cost of providing the service, including electricity rates, internet access costs, the result of any "Net Neutrality" internet backbone pricing changes, or other factors.

Pricing changes will only occur on the anniversary date of your Subscription Period unless precipitated by a factor outside of R3’s control. You will be notified of any pricing changes at least 60 days before the effective date or your subscription renewal, and can choose not to renew your Subscription before such change becomes effective. Your renewal of the Service after the Subscription rate change comes into effect constitutes your agreement to pay the modified Subscription rate amount.

R3 Tax Solutions, Inc. may, at its sole discretion, offer a Subscription with a free trial for a limited period of time ("Free Trial"). You may be required to enter your billing information in order to sign up for the Free Trial. If you do enter your billing information when signing up for the Free Trial, you will not be charged by R3 Tax Solutions, Inc. until the Free Trial has expired. Up to ten (10) business days before the last day of the Free Trial period, unless you cancelled your Subscription by turning off automatic renewal in the online account management page, you will be automatically charged the applicable annual Subscription fees for the type of Subscription you have selected. At any time and without notice, R3 Tax Solutions, Inc. reserves the right to (i) modify the terms and conditions of the Free Trial offer, or (ii) cancel such Free Trial offer.

As noted above, there are no refunds for unused portions of Subscriptions. However, in certain situations with extenuating circumstances, certain refund requests for Subscriptions may be considered by R3 Tax Solutions, Inc. on a case-by-case basis and granted in sole discretion of R3 Tax Solutions, Inc.

Some jurisdictions do not allow the exclusion of certain warranties or the exclusion or limitation of liability for consequential or incidental damages, so the limitations above may not apply to you.

These Terms shall be governed and construed in accordance with the laws of the Commonwealth of Virginia, United States, without regard to its conflict of law provisions. Our failure to enforce any right or provision of these Terms will not be considered a waiver of those rights. If any provision of these Terms is held to be invalid or unenforceable by a court, the remaining provisions of these Terms will remain in effect. These Terms constitute the entire agreement between us regarding our Service, and supersede and replace any prior agreements we might have had between us regarding the Service.

We reserve the right, at our sole discretion, to modify or replace these Terms at any time. If a revision is material we will provide at least 30 days notice prior to any new terms taking effect. What constitutes a material change will be determined at our sole discretion.

By continuing to access or use our Service after any revisions become effective, you agree to be bound by the revised terms. If you do not agree to the new terms, you are no longer authorized to use the Service.

You should retain a copy of this Agreement for future reference. If you have any questions about this Agreement, please contact us.