Terms of Service

Introduction

Welcome to HR Helix. These Terms of Service ("Terms") govern your use of our website located at www.hrhelix.com and the professional human resources consulting services we provide.

By accessing our website or engaging our services, you agree to be bound by these Terms. If you do not agree to these Terms, please do not use our website or services.

These Terms constitute a legally binding agreement between you ("Client," "you," or "your") and HR Helix ("we," "us," or "our").

Contact Information

Engagement Agreement

Before we begin providing services, we will provide you with a separate engagement letter that outlines:

• The specific scope of services to be provided
• Service tier and delivery model
• Our fees and billing arrangements
• Your responsibilities as a client
• Deadlines and timelines
• Any limitations or special conditions

The engagement letter, together with these Terms of Service, constitute the complete agreement between you and HR Helix for the services described.

Client Responsibilities

As a client, you agree to:

Provide Accurate Information

• Provide complete, accurate, and timely information necessary for us to perform our services
• Maintain and provide all required documentation, records, and employee information
• Inform us immediately of any changes in circumstances that may affect our services
• Notify us of any errors or omissions you discover in work we have prepared
• Disclose any pending or threatened employment-related claims or disputes

Timely Cooperation

• Respond promptly to our requests for information
• Meet agreed-upon deadlines for providing information
• Review and approve deliverables in a timely manner
• Make yourself and key personnel available for consultations as needed

Payment Obligations

• Pay all fees and charges as specified in your engagement letter
• Make timely payments according to our billing terms
• Reimburse any costs or expenses incurred on your behalf (if applicable)

Fees and Payment

Fee Structure

Our fees are based on the complexity of your situation, the time required, and the services provided. Fee arrangements may include:

• Fixed fees for specific services or projects
• Hourly rates for strategic consulting and advisory services
• Weekly or monthly subscription fees for ongoing support
• Fractional retainer fees for embedded HR management
• Combination arrangements as specified in your engagement letter

Payment Terms

• Payment is due within 15 days of invoice date unless otherwise specified
• We accept payment by check, credit card, or ACH transfer
• Late payments may be subject to a monthly finance charge of 1.5% (18% annually) or the maximum rate permitted by law, whichever is less
• We reserve the right to suspend services for accounts more than 30 days past due

Deposits and Retainers

For certain services, we may require an advance deposit or retainer before beginning work. Deposit requirements will be specified in your engagement letter.

Professional Standards and Limitations

Scope of Services

We will perform services in accordance with professional standards, including those established by SHRM (Society for Human Resource Management), relevant state and federal employment laws, and other applicable regulatory bodies. Our services are limited to those specifically described in your engagement letter.

Not Legal Advice

We provide human resources consulting and strategic guidance, not legal advice. While we maintain knowledge of employment laws and regulations, we are not attorneys. For legal matters, including litigation, complex legal interpretations, or representation before courts or agencies, we recommend you consult with a qualified employment law attorney.

Not Financial or Investment Advice

Unless specifically engaged and properly credentialed to provide financial advisory services, our compensation consulting and benefits guidance do not constitute financial or investment advice. Consult with licensed financial professionals for such recommendations.

Implementation Responsibility

While we provide recommendations, policies, and strategies, ultimate implementation decisions and actions remain your responsibility as the employer. We are advisors, not decision-makers for your organization.

Confidentiality

We maintain strict confidentiality of your information in accordance with:

• Professional ethical standards
• Federal and state privacy laws
• SHRM Code of Ethics
• Our Privacy Policy

We will not disclose your confidential information without your consent, except:

• When required by law, regulation, or court order
• To comply with professional standards or regulatory requirements
• In response to lawful requests by government agencies
• To enforce our rights under these Terms or any engagement agreement
• When necessary to prevent imminent harm

Employee Information

We understand that we may have access to sensitive employee information. We maintain strict protocols to protect employee data and comply with all applicable data privacy regulations.

Records Retention and Ownership

Client Records

All original documents and records you provide to us remain your property. We will return original documents to you upon completion of services or upon your request.

Our Work Product

Employee handbooks, policies, procedures, training materials, and other deliverables we prepare for you become your property upon full payment of our fees. We retain copies for our records as required by professional standards.

Retention Period

We retain client files and records for a minimum of seven (7) years from the date of service completion, or longer if required by:

• Professional standards
• Regulatory requirements
• Potential or ongoing disputes

Limitation of Liability

To the fullest extent permitted by law:

This limitation of liability does not apply to damages resulting from our gross negligence, willful misconduct, or fraud.

Indemnification

You agree to indemnify and hold harmless HR Helix from any claims, losses, or damages arising from:

• Inaccurate, incomplete, or untimely information you provide
• Your failure to follow our advice or recommendations
• Your violation of these Terms or any applicable laws
• Employment decisions made without consulting us when consultation was recommended
• Any misrepresentation you make to us, employees, or government agencies
• Actions taken by your personnel that violate policies we developed for you

Termination

By Client

You may terminate our services at any time by providing written notice. You will be responsible for payment of all fees for services performed up to the date of termination, plus any reasonable costs incurred in transitioning your files.

By HR Helix

We may terminate our engagement under the following circumstances:

• Non-payment of fees
• Your failure to cooperate or provide requested information
• Conflict of interest
• Discovery of fraud or material misrepresentation
• Requests to engage in unethical or illegal practices
• Professional ethical requirements
• Any other reason permitted by professional standards

We will provide reasonable notice of termination when circumstances permit and will take reasonable steps to minimize any adverse impact on you.

Dispute Resolution

Good Faith Negotiations

In the event of any dispute, we agree to first attempt to resolve the matter through good faith negotiations.

Mediation

If negotiations fail, both parties agree to participate in mediation before pursuing litigation. The costs of mediation shall be shared equally.

Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Nebraska, without regard to its conflict of law provisions.

Venue

Any legal action arising from these Terms or our services shall be brought exclusively in the state or federal courts located in Douglas County, Nebraska.

Website Use and Restrictions

Acceptable Use

You agree to use our website only for lawful purposes and in accordance with these Terms. You agree not to:

• Use the website in any way that violates applicable laws or regulations
• Attempt to gain unauthorized access to our systems or networks
• Interfere with or disrupt the website or servers
• Use any automated system to access the website without our permission
• Attempt to impersonate any person or entity
• Transmit any viruses, malware, or other harmful code

Intellectual Property

All content on our website, including text, graphics, logos, images, templates, and software, is the property of HR Helix and is protected by copyright and trademark laws. You may not:

• Reproduce, modify, or distribute our content without permission
• Use our trademarks, service marks, or taglines without authorization
• Create derivative works based on our content
• Use our proprietary tools, diagnostics, or frameworks without license

Client Portal

When you are provided access to our secure client portal, you will receive login credentials. You agree to:

• Maintain the confidentiality of your login credentials
• Notify us immediately of any unauthorized access
• Be responsible for all activity under your account
• Use the portal only for its intended business purposes
• Comply with any additional terms and conditions for portal use
• Ensure that only authorized personnel access the portal

We are not responsible for any loss or damage resulting from your failure to protect your login credentials.

Disclaimers

Website Information

Information on our website is for general informational purposes only and does not constitute professional advice. Employment laws and regulations change frequently and vary by jurisdiction. Do not rely on website content as a substitute for professional consultation tailored to your specific situation and location.

No Guarantees

While we strive for accuracy and quality in our services, we cannot guarantee specific outcomes or results. Employment law compliance and HR effectiveness depend on individual circumstances, proper implementation, and consistent application of policies and procedures. We cannot guarantee that our recommendations will prevent all employment-related disputes or claims.

Third-Party Links

Our website may contain links to third-party websites, including regulatory resources, SHRM, and other HR-related sites. We are not responsible for the content, accuracy, or practices of these external sites. Use of third-party websites is at your own risk.

Changes to These Terms

We reserve the right to modify these Terms at any time. We will notify you of material changes by:

• Posting the updated Terms on our website with a new "Last Updated" date
• Sending notice via email to clients with active engagements
• Providing notice during your next engagement renewal

Your continued use of our services after changes become effective constitutes acceptance of the revised Terms.

Severability

If any provision of these Terms is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary so that these Terms shall otherwise remain in full force and effect.

Entire Agreement

These Terms of Service, together with any engagement letter and our Privacy Policy, constitute the entire agreement between you and HR Helix regarding the use of our website and services, and supersede all prior agreements and understandings.

Questions About These Terms

If you have questions about these Terms of Service, please contact us at: