Part 1 — Terms of Use / Terms and Conditions
1. Acceptance of Terms
QuickCostify (the "Service") is a business tracking application, consisting of the QuickCostify – Time and QuickCostify – Expense modules, provided by VMA Tax and Business Services Inc, dba QBBuddy.com. By creating an account, accessing, or using the Service, you ("Customer," "you," or "your") agree to be bound by these Terms and Condition (the "Terms"), together with our Privacy Policy in Part 2, which is incorporated by reference. If you do not agree, do not use the Service.
If you are using the Service on behalf of a company or other organization, you represent that you have authority to bind that organization to these Terms, and "you" refers to that organization.
2. Description of the Service
QuickCostify is a lightweight, self-service business tracking suite designed for small businesses and startups (generally businesses with roughly one to five employees) that want simple tools without paying for more complex commercial software. QuickCostify currently consists of two modules:
- QuickCostify – Time: allows Customer to record employee clock-in/clock-out data and generate time and attendance reports.
- QuickCostify – Expense: allows Customer and its authorized users to record business expenses, track credit card and bank accounts, and set and track budgets. To protect sensitive payment data, the Service is designed to collect only limited account-identifying information — such as account name, account type, bank/issuer name, the last four digits of an account or card number, and routing number — along with account metadata such as opening balance, credit limit, minimum payment, due dates, APR, and an optional account contact. The Service does not collect or store full credit card numbers, card security/CVV codes, full bank account numbers, or online banking passwords.
Neither module connects to, integrates with, or transmits data to any payroll processing system, bank, or card network. Account and expense information entered into QuickCostify – Expense is entered manually by the user for Customer's own record-keeping and budgeting purposes; the Service does not initiate payments, transfers, or charges of any kind and is not a payment processor. Any reports generated by the Service (including hours summaries, expense reports, and budget reports) are provided solely as a convenience for Customer's own use — for example, to manually enter into a payroll, accounting, or expense-reimbursement system of Customer's choosing. Customer is solely responsible for reviewing, verifying, and using any such reports for payroll, tax, wage-and-hour, accounting, or other purposes.
Important: Customer and its users should not attempt to enter full credit card numbers, CVV/security codes, full bank account numbers, or online banking credentials into any field of the Service, including free-text fields such as notes. The Service is not designed or secured to store such information, and Company disclaims responsibility for any such information a user chooses to enter outside the Service's intended fields.
3. Eligibility and Accounts
You must be at least 18 years old and able to form a binding contract to create an account. You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. Notify us promptly at info@qbbuddy.com of any unauthorized use.
4. Free Service; Future Fees
The Service is currently offered to Customer free of charge. We reserve the right to begin charging fees for the Service, or for certain features, at any time in the future. If we do, we will provide reasonable advance notice, and continued use of the Service after fees take effect constitutes acceptance of the applicable fees. We also reserve the right to modify, suspend, or discontinue the Service (or any part of it), including the free tier, at any time without liability to Customer.
5. Customer Responsibilities
Customer is solely responsible for:
- The accuracy and completeness of all data entered into the Service, including employee names, hours, attendance records, expenses, budgets, and account-identifying information;
- Compliance with all applicable federal, state, and local laws, including wage-and-hour, labor, employment, tax, and data privacy laws in connection with Customer's use of the Service;
- Obtaining any consents or providing any notices required by law before collecting or storing any employee's time, attendance, expense, or account data through the Service;
- Not entering full credit card numbers, CVV/security codes, full bank account numbers, or online banking credentials into the Service, including into free-text or notes fields;
- Independently verifying any time, attendance, expense, or budget report generated by the Service before relying on it for payroll, accounting, reimbursement, compliance, or any other purpose; and
- Determining whether the Service is suitable for Customer's business needs.
The Service is a record-keeping tool only. It does not provide legal, tax, payroll, or HR advice, and nothing in the Service or these Terms should be construed as such.
6. Acceptable Use
You agree not to: (a) use the Service for any unlawful purpose; (b) attempt to gain unauthorized access to the Service or its related systems; (c) interfere with or disrupt the integrity or performance of the Service; (d) reverse engineer, decompile, or attempt to extract source code from the Service, except as permitted by law; or (e) use the Service to store or transmit data you do not have the right to collect or share.
7. Intellectual Property
The Service, including its software, design, and content (excluding Customer's own data), is owned by Company and its licensors and is protected by intellectual property laws. We grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Service for your internal business purposes, subject to these Terms. Customer retains ownership of the data it inputs into the Service ("Customer Data").
8. Disclaimer of Warranties
THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE," WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, NON-INFRINGEMENT, AND ANY WARRANTIES ARISING FROM COURSE OF DEALING OR USAGE OF TRADE. COMPANY DOES NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, TIMELY, SECURE, ERROR-FREE, OR THAT ANY DATA WILL BE ACCURATE, COMPLETE, OR PRESERVED WITHOUT LOSS.
9. Assumption of Risk
CUSTOMER EXPRESSLY ASSUMES ALL RISK ARISING FROM ITS ACCESS TO AND USE OF THE SERVICE, INCLUDING WITHOUT LIMITATION RISKS RELATED TO DATA LOSS, INACCURATE TIME, ATTENDANCE, EXPENSE, OR BUDGET RECORDS, UNAUTHORIZED ACCESS TO OR DISCLOSURE OF ACCOUNT-IDENTIFYING OR FINANCIAL INFORMATION ENTERED INTO THE SERVICE, SERVICE INTERRUPTIONS, AND ANY DECISIONS MADE OR ACTIONS TAKEN (INCLUDING PAYROLL, DISCIPLINARY, COMPENSATION, REIMBURSEMENT, OR FINANCIAL DECISIONS) BASED ON INFORMATION GENERATED BY THE SERVICE. CUSTOMER IS SOLELY RESPONSIBLE FOR ENSURING THAT ITS USERS DO NOT ENTER FULL CARD NUMBERS, CVV CODES, FULL BANK ACCOUNT NUMBERS, OR BANKING CREDENTIALS INTO THE SERVICE, FOR MAINTAINING INDEPENDENT BACKUPS OF ANY DATA IT CONSIDERS CRITICAL, AND FOR INDEPENDENTLY VERIFYING ALL OUTPUTS OF THE SERVICE BEFORE RELYING ON THEM.
10. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW, IN NO EVENT SHALL COMPANY, ITS OWNERS, OFFICERS, EMPLOYEES, OR AGENTS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF PROFITS, REVENUE, DATA, OR BUSINESS OPPORTUNITY, ARISING OUT OF OR RELATED TO THE SERVICE OR THESE TERMS, EVEN IF COMPANY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. COMPANY'S TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THE SERVICE SHALL NOT EXCEED ONE HUNDRED DOLLARS ($100), REGARDLESS OF THE THEORY OF LIABILITY.
Some jurisdictions do not allow the exclusion or limitation of certain damages, so some of the above limitations may not apply to you to the extent prohibited by law.
11. Indemnification
Customer agrees to defend, indemnify, and hold harmless Company and its owners, officers, employees, and agents from and against any claims, damages, losses, liabilities, and expenses (including reasonable attorneys' fees) arising out of or related to: (a) Customer's use of the Service; (b) Customer's violation of these Terms or applicable law; (c) Customer Data, including any claim that Customer's collection or use of employee data through the Service violated an employee's rights; or (d) any decisions Customer made based on reports or data generated by the Service.
12. Data and Privacy
Our collection and use of information in connection with the Service is described in the Privacy Policy in Part 2 of this document, which is incorporated into these Terms by reference.
13. Term and Termination
These Terms remain in effect while you use the Service. We may suspend or terminate your access to the Service at any time, with or without cause or notice, including for suspected violation of these Terms. You may stop using the Service and request deletion of your account at any time by contacting info@qbbuddy.com. Sections 5, 8–12, and 15–17 survive termination.
14. Modifications to These Terms
We may update these Terms from time to time. We will post the revised Terms with an updated effective date. Continued use of the Service after changes take effect constitutes acceptance of the revised Terms. If we make material changes, we will make reasonable efforts to notify Customer, such as by email or an in-app notice.
15. Governing Law and Dispute Resolution
These Terms are governed by the laws of the State of California, without regard to its conflict-of-laws principles. Any dispute arising out of or relating to these Terms or the Service shall be brought exclusively in the state or federal courts located in California, and you consent to the personal jurisdiction of such courts.
16. Miscellaneous
- Entire Agreement: These Terms, together with the Privacy Policy, constitute the entire agreement between you and Company regarding the Service and supersede any prior agreements.
- Severability: If any provision of these Terms is held unenforceable, the remaining provisions will remain in full force and effect.
- No Waiver: Our failure to enforce any provision is not a waiver of our right to do so later.
- Assignment: You may not assign these Terms without our prior written consent. We may assign these Terms without restriction.
- Force Majeure: Company is not liable for delays or failures in performance resulting from causes beyond its reasonable control.
- No Third-Party Beneficiaries: These Terms do not create any rights for any person or entity that is not a party to them, including Customer's employees.
17. Website Forms; Consent to Terms and SMS
By submitting any form on our website, including the contact form, you acknowledge that you have read, understood, and agree to these Terms and the Privacy Policy (including the SMS/Text Messaging Policy in Part 2). If the form includes a phone number field and a checkbox to receive text messages, checking that box and submitting the form constitutes your express consent to receive SMS text messages from Company as described in Part 2, Section 11 (SMS/Text Messaging Policy). Consent to receive texts is not required as a condition of using the Service or any other feature of our website, and you may still contact us by phone or email if you decline SMS consent.
18. Contact
Questions about these Terms can be sent to: info@qbbuddy.com
VMA Tax and Business Services Inc, dba QBBuddy.com
Part 2 — Privacy Policy
1. Overview and Scope
This Privacy Policy explains how VMA Tax and Business Services Inc, dba QBBuddy.com, collects, uses, and shares information in connection with the QuickCostify Service. It applies to information collected through the Service, including information about the business customer ("Customer") and the individuals whose time and attendance Customer tracks using the Service ("Employee Data").
Employer responsibility: Customer is the party that decides what employee information to input into the Service and is responsible for providing any required notice to, and obtaining any required consent from, its employees before entering their data. Company acts primarily as a service provider processing Employee Data on Customer's behalf and instructions.
2. Information We Collect
- Account information: name, business name, email address, and password when Customer registers for the Service.
- Employee Data entered by Customer (QuickCostify – Time): employee names, employee identifiers, clock-in/clock-out times, shift and attendance records, and any notes Customer chooses to enter.
- Financial and Expense Data entered by Customer (QuickCostify – Expense): expense descriptions, amounts, and categories; budget information; and account information that Customer or its authorized users manually enter, limited to account name, account type, bank/card issuer name, the last four digits of an account or card number, routing number, and account metadata such as opening balance, credit limit, minimum payment, payment due date, statement day, APR, and an optional account contact name/email/phone and notes. The Service does not collect full credit card numbers, CVV/security codes, full bank account numbers, or online banking passwords.
- Usage and device data: log data such as IP address, browser type, device information, and timestamps of activity within the Service, collected automatically to operate, secure, and improve the Service.
- Communications: information you provide when you contact us for support or other inquiries.
QuickCostify does not process, initiate, or facilitate payments, transfers, or charges using any account information entered into the Service. That information is stored solely for Customer's own expense-tracking and budgeting records. Customer and its users should not enter full card numbers, CVV codes, full account numbers, or online banking credentials into any field of the Service, including free-text fields.
We do not currently collect biometric data (such as fingerprints or facial recognition) as part of the standard clock-in feature. If any future feature would collect biometric or precise location data, we will update this Policy and, where required by law, obtain appropriate consent before enabling it.
3. How We Use Information
We use the information described above to: provide, operate, and maintain the Service; generate time and attendance reports for Customer; authenticate accounts and secure the Service; respond to support requests; monitor and improve the Service; and comply with legal obligations.
4. How We Share Information
We do not sell Customer Data or Employee Data. We may share information:
- With third-party service providers that host, store, or support the Service's infrastructure (for example, cloud hosting and application-development platform providers), solely to operate the Service, under confidentiality obligations;
- If required by law, subpoena, or other legal process, or to protect the rights, property, or safety of Company, our users, or others;
- In connection with a merger, acquisition, financing, or sale of business assets, subject to standard confidentiality protections; or
- With Customer's consent or at Customer's direction.
5. Data Retention
We retain Employee Data and account information for as long as Customer's account is active, or as needed to provide the Service. Customer may request deletion of its account and associated data at any time by contacting us; we will delete or de-identify the data within a reasonable period, except where we are required to retain it to comply with legal obligations, resolve disputes, or enforce our agreements.
6. Data Security
We use reasonable administrative, technical, and organizational measures designed to protect information from unauthorized access, use, or disclosure. This includes encryption of data in transit and access controls limiting who can view stored information. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. As set out in the Terms of Use, Customer assumes all risk associated with use of the Service, including risk of data loss or unauthorized access.
Financial account information: QuickCostify – Expense is designed to collect only limited account-identifying information (such as the last four digits of an account or card number and a routing number) rather than full card or account numbers, and does not collect CVV/security codes or online banking passwords. Company is not a payment processor and does not use this information to initiate transactions. Customer and its users should not attempt to enter full card numbers, CVV codes, full account numbers, or banking credentials into any field of the Service, including free-text or notes fields, as the Service is not designed or secured to store such information.
7. Employer and Employee Notice
Because QuickCostify is used by Customer to track its own employees, Company generally does not have a direct relationship with those employees. If you are an employee whose time is tracked using QuickCostify and have questions about how your data is used, please contact your employer (the Customer). Customer is responsible for directing any employee privacy requests (such as access, correction, or deletion requests) to Company as needed on the employee's behalf.
8. Children's Privacy
The Service is intended for business use and is not directed to children under 16. We do not knowingly collect personal information directly from children.
9. California Privacy Rights
Depending on the volume and nature of data processed, the California Consumer Privacy Act, as amended by the California Privacy Rights Act (CCPA/CPRA), may give California residents certain rights regarding their personal information, including rights to know, delete, correct, and opt out of certain sharing. We do not sell personal information. If you are a California resident and wish to exercise any applicable rights, contact us at info@qbbuddy.com; where the request concerns Employee Data, we may direct you to Customer as the party controlling that data.
10. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be reflected by an updated effective date, and where appropriate, we will provide additional notice.
11. SMS / Text Messaging Policy
If you provide your mobile phone number and check the SMS consent box on our contact form (or otherwise opt in), you agree to receive text messages from Company related to your inquiry and our response to it — for example, replies to support requests, account or service-related notices, and appointment or follow-up confirmations.
We do not send marketing or promotional text messages under this consent, and we do not sell, rent, or share your mobile phone number with third parties for their own marketing purposes.
Phone numbers collected for SMS purposes are used only to communicate with you about your specific request and are not shared with third parties for marketing or promotional purposes.
Consent is not required. Checking the SMS box is never a condition of using QuickCostify, submitting the contact form, or purchasing any service — you may always reach us by phone or email instead.
Message frequency varies based on your interactions with us. Message and data rates may apply based on your mobile carrier plan.
Opt-out: You can opt out of SMS messages at any time by replying STOP to any text message we send, or by emailing info@qbbuddy.com with "STOP SMS" in the subject line. After opting out, you may receive one final message confirming your opt-out. You can re-subscribe at any time by submitting a new request through our contact form and checking the SMS consent box again.
Help: For help, reply HELP to any text message, or contact info@qbbuddy.com.
Carriers: Carriers are not liable for delayed or undelivered messages. We use a third-party SMS/text messaging platform to send and receive messages; that provider processes phone numbers and message content solely to deliver the Service on our behalf and is not permitted to use your information for its own purposes.
No mobile information collected for SMS consent purposes will be shared with third parties or affiliates for marketing or promotional purposes. This restriction does not apply to text messages that include information necessary for facilitating a transaction, when sent to a wireless application service provider for the purpose of transmitting the message, or when required by law.
12. Contact
Questions about this Privacy Policy can be sent to: info@qbbuddy.com
VMA Tax and Business Services Inc, dba QBBuddy.com