Terms & Conditions

1. Acceptance of Terms

By accessing or using Veritix ("the platform"), you agree to be bound by these Terms & Conditions. If you are using Veritix on behalf of a business, you represent that you have authority to bind that business to these terms.

If you do not agree to these terms, do not use the platform.

2. Description of Service

Veritix is a document intake and filing system designed for CPA firms and tax professionals. It provides functionality for ingesting tax documents, extracting document metadata, matching documents to client records, managing a review queue, and filing documents into organized client folders.

Veritix is deployed on your own infrastructure. We do not host your documents or client data on our servers, and document processing is designed to stay local to your environment.

3. User Accounts

Access to Veritix requires a user account created by an administrator. Each account is personal and non-transferable. You are responsible for maintaining the confidentiality of your login credentials.

You must notify your administrator immediately if you believe your account has been compromised. Veritix is not liable for unauthorized access resulting from your failure to protect your credentials.

Administrators are responsible for managing user accounts, including creating, modifying, and deactivating accounts within their organization.

4. Account Security

Two-factor authentication is enabled by default. You agree to complete the 2FA process at each login unless you have explicitly trusted a device. Trusted device status expires after 14 days and is revoked on password change.

You are responsible for all activity that occurs under your account. You must not share account credentials with others or allow others to use your session.

5. User Responsibilities

When using Veritix, you agree to:

Use the platform only for lawful purposes in connection with your professional tax practice.
Ensure that any documents you upload or process are ones you are authorized to handle.
Verify document assignments in the review queue before filing. The automated matching system provides suggestions but does not replace professional judgment.
Maintain accurate client records to support correct document matching.
Not attempt to circumvent access controls, audit logging, or other security mechanisms.
Not upload files containing malicious code, executable payloads, or content unrelated to tax document processing.

6. Document Ownership

Documents uploaded to or processed by Veritix remain the property of your firm or your clients, as applicable under your professional engagement agreements. Veritix does not claim ownership of any documents or extracted data stored within your installation.

Because Veritix runs on your infrastructure, you are responsible for the storage, security, and backup of all document files and database records.

7. Acceptable Use

You may not use Veritix to:

Process documents you do not have legal authority to handle.
Attempt to access accounts or data belonging to other organizations.
Reverse-engineer, decompile, or modify the software beyond what is permitted by applicable law or your license agreement.
Use the system in any way that violates applicable professional, privacy, or data protection laws.
Intentionally file documents to incorrect client records.

8. SMS Communications and Consent

If your firm enables SMS notifications within Veritix, the following terms apply to any SMS messages sent through the platform:

By providing a phone number and having it entered into the Veritix system by your firm, you consent to receive text messages related to document requests, document receipts, and other communications from your firm via Veritix.
Message frequency varies depending on activity within the platform.
Message and data rates may apply depending on your mobile carrier and plan.
You may opt out of SMS messages at any time by replying STOP to any message received. After opting out, you will receive a single confirmation message and no further messages will be sent.
To request help or information about messaging, reply HELP to any message, or contact your firm directly.
Opting out of SMS does not affect your access to Veritix or any other services provided by your firm.

SMS is delivered via Twilio. No document content, Tax IDs, or financial information is transmitted via SMS.

9. Automated Filing Disclaimer

Veritix includes an optional auto-file feature that can automatically file documents meeting defined confidence thresholds without staff review. By enabling auto-filing, you accept that:

The system may occasionally misidentify a document's form type, tax year, or client, even when confidence thresholds are met.
You are responsible for reviewing auto-filed documents and correcting any errors.
Auto-filing is a tool to reduce manual workload, not a guarantee of accuracy. Professional review remains your responsibility.

10. Limitations of Liability

Veritix is provided as a tool to support document management workflows. To the maximum extent permitted by law:

We are not liable for misfiled documents, incorrect client assignments, or errors resulting from automated extraction or matching.
We are not liable for data loss resulting from hardware failure, improper configuration, or failure to maintain backups of your installation.
We are not liable for any indirect, incidental, or consequential damages arising from use of the platform.
Our total liability for any claim arising from use of Veritix shall not exceed the amount paid for access to the platform in the twelve months preceding the claim.

Nothing in these terms limits liability for fraud, gross negligence, or liability that cannot be excluded by law.

11. Service Availability

Veritix is provided as-is, without any guarantee of continuous availability or error-free operation. Because the platform runs on your own infrastructure, availability depends on factors outside our control, including your hardware, network, and operating environment.

We do not guarantee that the software will be free of bugs, interruptions, or data loss. We are not liable for downtime, failed document processing, or data inaccessibility arising from system failures, updates, or maintenance.

You are responsible for maintaining backups of all documents and database records stored in your Veritix installation.

12. Termination

Access to Veritix may be terminated by your organization's administrator at any time by deactivating or removing user accounts. We may suspend or terminate access if these terms are violated.

Upon termination, your obligation to maintain any data stored in your installation remains governed by your professional and legal obligations. Because Veritix runs on your own infrastructure, data deletion is your responsibility.

13. Changes to the Service

We may update, modify, or discontinue features of Veritix at any time. Where changes are material, we will provide reasonable notice. Continued use of the platform after changes are published constitutes acceptance.

14. Changes to These Terms

We may update these Terms & Conditions from time to time. Updated versions will be posted on this page with a revised date. It is your responsibility to review these terms periodically.

15. Governing Law

These terms are governed by applicable law. If a specific governing jurisdiction applies to your firm's use of Veritix, that jurisdiction shall govern any disputes arising from these terms. Where no specific jurisdiction is established, disputes shall be resolved under the laws of the state or country where Veritix is operated by your organization.

Note to firms: if your engagement agreement with Veritix specifies a governing jurisdiction, that agreement takes precedence over this clause.

16. Contact

Questions about these Terms & Conditions can be directed to:

Support@veritix.app