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Terms and Conditions for Invoicing & Service Agreements

Last Updated: 3/22/2025

1. Scope of Agreement

This Agreement ("Agreement") is entered into between Foxfire Digital Solutions LLC ("Provider") and the client ("Client") for the provision of IT services as outlined in the corresponding invoice or service agreement. By engaging with Provider’s services, Client agrees to abide by the following terms.

2. Payment Terms

2.1 Invoicing & Due Dates

  • All invoices are due within 15 days of issuance unless otherwise stated.
  • Late payments will incur a 5% late fee per month, compounded on the overdue balance.
  • Failure to remit payment within 60 days may result in service suspension and collections actions.

2.2 Deposit & Initial Fees

  • Certain services require an upfront deposit (e.g., equipment purchases, long-term service contracts).
  • Enrollment, maintenance, and setup fees are non-refundable unless explicitly stated.

3. Service & Liability Disclaimer

3.1 Limited Liability

  • Provider is not responsible for data loss, system downtime, security breaches, or financial losses resulting from software/hardware failures, human error, cyberattacks, or third-party services.
  • Client acknowledges that all technology services come with inherent risks, and Provider’s maximum liability is limited to the total fees paid for the affected service in the last three months.

3.2 Service Interruptions & Maintenance

  • Provider reserves the right to perform maintenance, upgrades, or emergency fixes, which may result in temporary service disruptions.
  • Clients will be notified in advance of any scheduled maintenance exceeding 30 minutes.

4. Required Training & Compliance

4.1 Mandatory Training

  • Certain services require end-user training to ensure proper operation and security.
  • If Client fails to complete the required training within 30 days of service activation, Provider reserves the right to:
    • Disable or restrict access to services until training is completed.
    • Charge a $100 re-enablement fee for restoring access.
    • Impose additional security monitoring fees if improper use creates vulnerabilities.

4.2 Non-Compliance & Service Suspension

  • If Client’s actions result in security risks (e.g., failing to update passwords, unauthorized network modifications, or non-compliance with provided guidelines), Provider may:
    • Temporarily suspend services until corrective action is taken.
    • Permanently terminate the contract in cases of repeated violations.

5. Additional Fees & Charges

  • Service calls outside normal business hours (Monday-Friday, 9 AM - 6 PM) will incur an after-hours rate of 1.5x the standard fee.
  • On-site visits beyond 30 miles from the main office will be subject to a travel fee ($0.75 per mile).
  • Hardware purchases made through Provider must be paid in full before deployment unless financing is arranged.

6. Governing Law & Dispute Resolution

  • This Agreement shall be governed by the laws of the Commonwealth of Virginia.
  • Disputes shall be resolved through mandatory arbitration in Floyd, VA, before legal proceedings may be pursued.

7. Agreement Acceptance

By utilizing Provider’s services, Client acknowledges and agrees to these terms. Any deviations from these terms must be agreed upon in writing.