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Important Note Posted on January 6, 2021: We have updated our terms. This version was posted on January 6, 2021. The prior version is available here.
Date posted: January 6, 2021
This Pilot Subscription Agreement (these “terms” or this “agreement”) is made between you (either an individual or, if you are using Pilot on behalf of an entity, that entity) and Pilot.com, Inc. It governs your access to and use of Pilot’s services, products, software, and websites (the “Services”).
If your Order Form contains additional terms and conditions, then those terms and conditions govern to the extent they conflict with any of these terms. If you are agreeing to these terms on behalf of an entity, you represent that you have the authority to bind that organization, otherwise you must not sign up for the Services.
Please read this agreement carefully. It requires the use of binding individual arbitration to resolve disputes rather than jury trials or class actions (for information about how to opt-out, see Section 11.8 (30-day opt-out period) below).
Pilot’s bookkeeping services are a solution for bookkeeping and financial organization. Pilot’s bookkeeping services and any related communications with us are not a substitute for and do not include legal, tax, financial, real estate, healthcare, or accounting advice. Pilot is not a public accounting firm. For more about what the Services do and do not include, and how you can use them, please see our Acceptable Use Policy.
If you are a Pilot Bookkeeping customer for the quarter following the calendar year end (i.e., your subscription has not been terminated during such period), Pilot will perform certain year-end bookkeeping activities at that time as part of your subscription, including making year-end annual adjustments and providing a trial balance and standard full-year financial statements for your tax returns. If you are not a Pilot Bookkeeping customer for the quarter following the calendar year end, Pilot will not perform such year-end bookkeeping activities and bears no responsibility or liability with respect to any failure to perform such activities on your behalf.
We use Intuit Inc.’s Quickbooks Online™ to provide the Services. If you don’t already have an account, we will create one for you. Your and our use of Quickbooks Online™ will be governed by Intuit’s Terms of Service and Privacy Policy.
Our Services can automatically transfer data from other websites and services, like your bank account. If you provide us with login credentials (for example, an account name or number, password, answers to security questions (collectively, the “Login Credentials”)), you both (a) give us permission, and a limited power of attorney, to use them to login to these other websites and services and access, transfer, reformat, and manipulate your account on your behalf; and (b) represent to us that you have the authority to give us this permission. We will maintain Login Credentials in encrypted form, and we will only use them as described in this agreement.
You will only use the Services in accordance with the Pilot Acceptable Use Policy. We may suspend or terminate provision of the Services, in whole or in part, where we believe it is being used in a manner that breaches this agreement (including the Acceptable Use Policy) or creates risk of personal injury, property damage, or legal liability for Pilot, you or any third party, or may cause Pilot to lose the services of one of our third-party service providers. You represent and warrant that any information you provide to us about your (or, if you are acting on behalf of another, that person’s) business, products, or services is accurate and complete.
We are constantly changing and improving our Services. We may add or remove functionality or features, and we may suspend or stop part of the Services altogether.
All facilities used to store and process Customer Data will adhere to reasonable security standards no less protective than the security standards at facilities where Pilot stores and processes its own information of a similar type. As part of providing the Services, we may transfer, store and process Customer Data in the United States. By using the Services, you consent to this transfer, processing and storage of Customer Data.
If you are a Pilot Bookkeeping customer, you acknowledge and agree that in performing the Services, Pilot must use, record, classify and reconcile your financial transactions and other data to prepare your books. For example, depending upon the Services, Pilot may have to: (a) import transactions from your books in order to reconcile your bank accounts, (b) categorize transactions in your books to expense accounts and to balance sheet accounts for amortization purposes and/or (c) sync your payroll data via the Gusto sync. Any modifications made by you or on your behalf (e.g., by a third party service provider other than Pilot) to your books may adversely impact Services previously performed by Pilot, causing Pilot to have to re-perform such Services in order to correct any resulting inconsistencies or inaccuracies or to confirm that there are no such inconsistencies or inaccuracies. To avoid these types of situations that are undesirable not only for Pilot, but also for you, you hereby appoint Pilot as your exclusive third-party bookkeeper. If you engage another third-party service provider to make changes to your books, or you otherwise make changes to your books directly, while you have engaged Pilot to provide the Services, Pilot reserves the right to terminate your subscription at any time upon written notice without a refund of prepaid fees for unelapsed months of the Services.
Notwithstanding anything to the contrary herein, if your Order Form shows that you’ve purchased Pilot’s tax preparation service or R&D tax credit services, your use of such service is governed by the Pilot tax terms.
Notwithstanding anything to the contrary herein, if your Order Form shows that you’ve purchased Pilot’s CFO services, your use of that service is governed by the Pilot CFO services terms.
Subject to Section 3.2 (Disclosure of Confidential Information) the recipient (that is, Pilot and you) will use the other party’s Confidential Information only to exercise rights and fulfill obligations under this agreement. Customer Data is your Confidential Information. The recipient will use reasonable care to protect against disclosure of the other party’s Confidential Information to other parties other than the recipient’s Delegates who need to know it and who have a legal obligation to keep it confidential. The recipient will ensure that its Delegates are also subject to the same non-disclosure and use obligations.
Upon request, Pilot will execute a separate agreement reflecting these non-disclosure and confidentiality obligations for your records.
Regardless of any other provision in this agreement, the recipient or its Affiliates may disclose the other party’s Confidential Information (a) in accordance with a Legal Process, subject to Section 3.2.2 (Legal Process notification); (b) with the other party’s written consent; or (c) in connection with enforcing our rights under our agreements with you.
The recipient will use commercially reasonable efforts to notify the other party before disclosing that party’s Confidential Information in accordance with Legal Process. Notice is not required before disclosure if the recipient is informed that (a) it is legally prohibited from giving notice or (b) the Legal Process relates to exceptional circumstances involving danger of death or serious physical injury.
The recipient and its Affiliates will comply with the other party’s reasonable requests to oppose disclosure of its Confidential Information.
Pilot will collect payment for the fees automatically via ACH. Fees are exclusive of taxes, which you’re responsible for if applicable. You hereby authorize Pilot or its payment processor to initiate entries to your business bank checking accounts on file with Pilot (using your business address on file) in order to pay amounts that you owe to Pilot (including for any Renewal Terms as those payments come due), and, if necessary, to initiate adjustments for any transactions credited or debited in error. Pilot may immediately suspend provision of the Services if your account is past due. Except to the extent expressly set forth in this Section 4 (Payment), all payments are non-refundable and non-creditable.
This agreement is effective on the date you sign an Order Form or you otherwise agree to these terms (for example, by clicking through an online agreement) (the “Effective Date”). Your initial subscription term will begin at the subscription start date and continue, unless terminated earlier, for the term specified on your Order Form (the “Initial Term”).
Upon the end of the Initial Term and any Renewal Term, your subscription will automatically renew for the same duration as the Initial Term and at Pilot’s then-list price unless you give us notice (via support@pilot.com) at least (a) seven (7) days for monthly or quarterly subscriptions; or (b) thirty (30) days for annual subscriptions, in each case, prior to the end of the then-current Initial Term or Renewal Term, as applicable. If Pilot increases your subscription fees in connection with a renewal, we will provide you with thirty (30) days’ advance notice of such increase to the email address associated with your account. If you do not terminate your subscription within such thirty (30)-day period, your continued use of the Service constitutes your agreement to pay, and your authorization for us to collect payment from you in accordance with Section 4 herein, such increased subscription fee.
We may terminate your subscription at any time by providing notice of termination to you via the email address we have on file. In the event we terminate your subscription for any reason other than your violation of Section 1.4 (Unauthorized uses of the Services) or your material breach of this agreement, we will give you a refund of prepaid fees for unelapsed months of the Services.
In the event your subscription ends, we will try to transfer to you the “master administrator” status for the Intuit Quickbooks Online account that was maintained for you by Pilot, so that you can elect to maintain that subscription with Intuit or export your data.
Sections 3, 5.4, 6, and 8 – 12 (inclusive) will survive the termination or expiration of this agreement.
As between the parties, you retain all intellectual property rights in your data, and we retain all intellectual property rights in the Services. You grant us a limited license to use your data to provide, protect, and improve the Services. We may retain anonymized, de-identified, and aggregated data that is protected by organizational and technical safeguards in order to perform research and development. If you provide us with feedback or suggestions about the Services (“Feedback”), then we may use that information without obligation to you, and you hereby irrevocably assign to us all right, title, and interest in that Feedback.
If you are using the Services on behalf of another individual or entity, you represent and warrant that you have all the authorizations and rights necessary and sufficient to do so.
TO THE FULLEST EXTENT PERMITTED BY LAW, PILOT, ITS AFFILIATES, AND ITS AND THEIR SUPPLIERS AND DISTRIBUTORS (THE “PILOT ENTITIES”) MAKE NO WARRANTIES, EITHER EXPRESS OR IMPLIED, ABOUT THE SERVICES. THE SERVICES ARE PROVIDED “AS IS.” NO WARRANTY IS MADE THAT THE SERVICES OR RESULTS OF USE OF THE SERVICES WILL MEET YOUR NEEDS OR EXPECTATIONS, THAT THE SERVICES WILL BE TIMELY, SECURE, UNINTERRUPTED OR ERROR-FREE OR THAT THE RESULTS THAT MAY BE OBTAINED FROM THE SERVICES WILL BE ACCURATE OR RELIABLE. WE ALSO DISCLAIM ANY WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT. IF THE EXCLUSIONS FOR IMPLIED WARRANTIES DO NOT APPLY TO YOU UNDER APPLICABLE LAW, ANY IMPLIED WARRANTIES ARE LIMITED TO 60 DAYS FROM THE DATE OF PURCHASE OR DELIVERY OF THE SERVICE, WHICHEVER IS SOONER. THE PILOT ENTITIES DISCLAIM ANY REPRESENTATIONS OR WARRANTIES THAT YOUR USE OF THE SERVICES WILL SATISFY OR ENSURE COMPLIANCE WITH ANY LEGAL OBLIGATIONS OR LAWS OR REGULATIONS.
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE ENTIRE LIABILITY OF THE PILOT ENTITIES FOR ALL CLAIMS RELATING TO THE SERVICES AND THIS AGREEMENT SHALL BE LIMITED TO THE AMOUNT YOU PAID FOR THE SERVICES DURING THE TWELVE (12) MONTHS PRIOR TO SUCH CLAIM OR ONE HUNDRED US DOLLARS, WHICHEVER IS GREATER. SUBJECT TO APPLICABLE LAW, THE PILOT ENTITIES ARE NOT LIABLE FOR ANY OF THE FOLLOWING: (A) INDIRECT, SPECIAL, INCIDENTAL, PUNITIVE, OR CONSEQUENTIAL DAMAGES; (B) DAMAGES RELATING TO LOSS OF USE, DATA, BUSINESS, REVENUES, OR PROFITS. THE ABOVE LIMITATIONS APPLY EVEN IF THE PILOT ENTITIES HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. THIS AGREEMENT SETS FORTH THE ENTIRE LIABILITY OF THE PILOT ENTITIES AND YOUR EXCLUSIVE REMEDY WITH RESPECT TO THE SERVICES AND THEIR USE.
You shall defend and indemnify the Pilot Entities from and against all damages, losses, liabilities, claims, demands, actions, suits, judgements, settlements, costs and expenses, including all attorneys’ fees, that arise from or relate to: (a) your use of and our provision of the Services (except to the extent arising directly from our willful misconduct or gross negligence), (b) your violation of this agreement, (c) any content, information or materials provided by you, or (d) infringement by you, or any third party using your account or identity in the services, of any intellectual property or other right of any person or entity. We reserve the right to assume the exclusive defense and control of any matter otherwise subject to indemnification by you, in which event you will assist and cooperate with us in asserting any available defenses.
Except as set forth in Section 11.5 (Arbitration), you and Pilot agree that any and all claims relating to these terms or the Services may only be brought in the federal or state courts of San Francisco County, California, subject to the mandatory arbitration provisions below. Both you and Pilot consent to venue and personal jurisdiction in such courts.
If you have a dispute with Pilot, you will promptly send written notice to: Pilot.com, Inc., PO Box 7775 #86889, San Francisco, California 94120-7775.
This agreement and all claims (including procedural issues) between the parties are governed by the laws of California, excluding California’s conflict of laws rules.
Before filing a claim, you and we each agree to try to resolve the dispute by contacting the other party through the notice procedures in Section 11.2 (Notice of disputes). If a dispute is not resolved within thirty days of notice, you and we may bring a formal proceeding.
You and Pilot agree to resolve any and all claims relating to this agreement or the Services through final and binding arbitration, except as set forth below. The American Arbitration Association (AAA) will administer the arbitration under its Commercial Arbitration Rules. The arbitration will be held in San Francisco (CA), or any other location both parties agree to in writing.
Either party may bring a lawsuit in the federal or state courts of San Francisco County, California solely for injunctive relief to stop unauthorized use or abuse of the Services or infringement of Intellectual Property Rights without first engaging in the informal dispute notice process described above.
You may only resolve disputes related to or arising from the Services with the Pilot Entities on an individual basis and will not bring a claim in a class, consolidated, or representative action.
If you don’t wish to be bound by these arbitration provisions (including its waiver of class and representative claims), you must notify us by emailing arbitration-opt-out@pilot.com no later than 30 days after the first acceptance date of any version of this agreement containing an arbitration provision (unless a longer period is required by applicable law). An opt-out notice does not revoke any previous arbitration agreement between us.
If Pilot makes any changes to this Section 11 (or successor section and not including Section 11.2 (Notice of Disputes)), you may reject any such change by notifying us via the procedure set forth in Section 11.8 (30-day opt-out period) within 30 days of the change. It is not necessary to submit a rejection of a future change to this Section 11 if you have properly opted out of arbitration in compliance with the requirements of Section 11.8 (30-day opt-out period).
Pilot may make nonmaterial changes to these terms at any time without notice, but we will provide advance notice of any material changes to them. Other than changes made under Section 11.9 (Future changes to this dispute resolution agreement), the changes to the terms will not apply retroactively and will become effective 30 days after we give you notice or the stated effective date of the new terms, whichever is later. If a new version of these terms has a material negative impact on you, then you may object to the change by notifying us (via support@pilot.com) within 30 days after we provide you with notice of the changes. If you so notify us, then you will remain governed by the terms in effect immediately before the change until the end of your then-current Initial Term or Renewal Term, as applicable. After that, you will be governed by the changed terms. Notwithstanding anything to the contrary in the foregoing, any changes to the terms related to new features or made for legal reasons will become effective immediately upon notice.
If one or more of the provisions contained in this agreement is held invalid, illegal or unenforceable in any respect by any court of competent jurisdiction, such holding will not impair the validity, legality, or enforceability of the remaining provisions.
You may not assign this agreement, or your rights or obligations under it, in whole or in part and any such assignment is void. Pilot may freely assign this agreement, or its rights and obligations under it, in whole or in part.
We will communicate with you via email or the Services’ user interface. It is your responsibility to keep your Services account e-mail address up-to-date so that you are able to receive electronic communications from us.
This agreement, together with your Order Form, constitutes the entire agreement between you and Pilot with respect to its subject matter, and supersedes any and all prior agreements, discussions, negotiations, and offers. Except as specifically stated otherwise in the agreement, any amendment to the agreement must be in writing, expressly state that it is amending the Agreement and signed by both parties.
In the event of a conflict between this agreement and any Order Form, the terms of the Order Form shall govern. Headings are for information purposes only.
Pilot’s Affiliates and Pilot’s and its Affiliates’ suppliers and distributors are intended third party beneficiaries of Sections 8 – 10 (inclusive). Except as expressly set forth in the foregoing, there are no third party beneficiaries to these terms.
“Affiliate” means any entity that directly or indirectly Controls, is Controlled by, or is under common Control with a party.
“Confidential Information” means information that one party (or Affiliate) discloses to the other party under the agreement, and that is marked as confidential or would normally be considered confidential information under the circumstances. Customer Data is your Confidential Information. Confidential Information does not include information that is independently developed by the recipient, is shared with the recipient by a third party without confidentiality obligations, or becomes public through no fault of the recipient.
“Control” means control of greater than 50% of the voting rights or equity interests of a party.
“Customer Data” means data submitted, stored, sent or received via the Services by you, at your direction, or as part of the Services for you.
“Delegates” means employees, Affiliates, agents, and professional advisors.
“including” means including, without limitation.
“Legal Process” means an information disclosure request made under law, governmental regulation, court order, subpoena, warrant, governmental regulatory or agency request, or other valid legal authority, legal procedure, or similar process.
“Order Form” means the ordering document or website page for the Services.
“Pilot”, “we”, and “us” means Pilot.com, Inc.
