Terms of Service

1. Acceptance of Terms

By accessing or using W9 Tracker ("Service"), operated by W9 Tracker ("we," "us," or "our"), you agree to be bound by these Terms of Service ("Terms"). If you are using the Service on behalf of an organization, you represent that you have the authority to bind that organization to these Terms. If you do not agree, do not use the Service.

2. Description of Service

W9 Tracker is a tax compliance platform that helps businesses collect W-9 forms from vendors and contractors, track IRS reporting thresholds, and prepare and file 1099-NEC forms. The Service is intended for use by businesses operating in the United States and their authorized representatives.

Important: W9 Tracker is a software tool, not a licensed tax advisor or CPA firm. Nothing in the Service constitutes tax, legal, or accounting advice. You are responsible for ensuring that your tax filings are accurate and compliant with applicable law. We strongly recommend consulting a qualified tax professional for your specific situation.

3. Account Registration

You must create an account to use the Service. You agree to provide accurate, current, and complete information during registration and to keep your account credentials secure. You are responsible for all activity that occurs under your account. Notify us immediately at legal@w9tracker.com if you suspect unauthorized access.

4. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose or in violation of IRS regulations
• Submit false, fraudulent, or misleading information about yourself, your organization, or your vendors
• Attempt to gain unauthorized access to any part of the Service or its infrastructure
• Reverse engineer, decompile, or disassemble any part of the Service
• Use the Service to transmit spam, malware, or other harmful content
• Resell or sublicense access to the Service without our written consent
• Interfere with the availability or performance of the Service

5. Fees and Payment

Certain features of the Service require a paid subscription. Fees are billed in advance on a monthly or annual basis, as selected at the time of subscription. All fees are in U.S. dollars and are non-refundable except as expressly stated in these Terms or required by applicable law.

We reserve the right to change pricing with at least 30 days' notice. Your continued use of the Service after a price change takes effect constitutes your agreement to pay the updated fees. Failure to pay may result in suspension or termination of your account.

6. Your Data

You retain ownership of all data you submit to the Service, including vendor information, payment records, and tax forms ("Your Data"). You grant us a limited license to use Your Data solely to provide the Service to you. We will not sell Your Data or use it for any purpose beyond operating and improving the Service.

You represent and warrant that you have the legal right to submit all data you provide through the Service, including any vendor TINs and personal information, and that doing so does not violate any applicable law or third-party rights.

7. Filing Assistance

When you use the Service to prepare or submit 1099-NEC filings, you authorize W9 Tracker to transmit the required information to the IRS on your behalf. You remain solely responsible for the accuracy of the information submitted. W9 Tracker is not liable for penalties, interest, or other consequences arising from inaccurate or untimely filings resulting from incorrect data you provided.

8. Intellectual Property

The Service, including its software, design, trademarks, and content, is owned by W9 Tracker and protected by intellectual property laws. These Terms do not grant you any right, title, or interest in the Service beyond the limited license to use it as described herein. All rights not expressly granted are reserved.

9. Third-Party Integrations

The Service may integrate with third-party platforms (e.g., QuickBooks, Rippling). Your use of those integrations is subject to the respective third-party terms of service. We are not responsible for the availability, accuracy, or practices of third-party services.

10. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS.

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, W9 TRACKER AND ITS OFFICERS, DIRECTORS, EMPLOYEES, AND AGENTS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, DATA, OR GOODWILL, ARISING OUT OF OR IN CONNECTION WITH YOUR USE OF THE SERVICE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

OUR TOTAL LIABILITY TO YOU FOR ANY CLAIMS ARISING UNDER THESE TERMS SHALL NOT EXCEED THE GREATER OF (A) THE FEES PAID BY YOU TO W9 TRACKER IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM, OR (B) ONE HUNDRED U.S. DOLLARS ($100).

12. Indemnification

You agree to indemnify and hold harmless W9 Tracker and its officers, directors, employees, and agents from any claims, liabilities, damages, and expenses (including reasonable attorneys' fees) arising from: (a) your use of the Service; (b) Your Data; (c) your violation of these Terms; or (d) your violation of any third-party rights.

13. Term and Termination

These Terms remain in effect while you use the Service. You may cancel your subscription at any time through your account settings. We may suspend or terminate your access immediately if you violate these Terms or if we determine, in our sole discretion, that your use poses a risk to the Service or other users. Upon termination, your right to use the Service ceases. Sections that by their nature should survive termination (including Sections 6, 8, 10, 11, 12, and 14) will survive.

14. Governing Law and Disputes

These Terms are governed by the laws of the State of Delaware, without regard to its conflict of law principles. Any dispute arising out of or relating to these Terms or the Service shall be resolved by binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules, except that either party may seek injunctive or other equitable relief in a court of competent jurisdiction. You waive any right to a jury trial or class action.

15. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by posting the updated Terms on this page and sending an email to your registered address at least 14 days before the changes take effect. Your continued use of the Service after the effective date constitutes your acceptance of the revised Terms.

16. Contact

Questions about these Terms? Contact us at: