Agreement to Terms
By accessing xenophiasys.com or entering into a service agreement with XENOPHIA SYSTEMS LLC ("XENOPHIA SYSTEMS," "we," "us," or "our"), you agree to be bound by these Terms of Service and our Privacy Policy. If you do not agree, do not use our website or services.
Services Provided
XENOPHIA SYSTEMS provides payroll processing (NAICS 541214), employment tax preparation and filing (NAICS 541213), and HR consulting and administration services (NAICS 541612) to business clients. The specific services provided to each client are governed by the written service agreement executed between XENOPHIA SYSTEMS and that client.
Client Obligations
Clients are responsible for:
- Providing accurate and complete employee data, pay rates, hours worked, and withholding information by the agreed-upon deadlines each pay period
- Notifying XENOPHIA SYSTEMS promptly of any changes to employee status, compensation, or benefits elections
- Maintaining sufficient funds in designated payroll and tax deposit accounts by the dates specified in the service agreement
- Reviewing payroll registers and tax liability reports provided after each payroll run and notifying us of any discrepancies within 10 business days
- Complying with all applicable federal, state, and local employment laws
Limitation of Liability
XENOPHIA SYSTEMS' liability for errors arising from incorrect, incomplete, or late data provided by the client is expressly excluded. Our compliance guarantee (zero IRS penalties) applies only to errors caused solely by XENOPHIA SYSTEMS' failure to process accurate client-provided data on time.
In no event shall XENOPHIA SYSTEMS' total liability to a client exceed the fees paid to XENOPHIA SYSTEMS in the three (3) calendar months immediately preceding the claim.
Confidentiality
Both parties agree to maintain strict confidentiality with respect to all non-public information disclosed during the engagement, including employee personal data, payroll figures, and business financial information. This obligation survives termination of the service agreement for a period of five (5) years.
Termination
Either party may terminate the service agreement with thirty (30) days' written notice. Upon termination, XENOPHIA SYSTEMS will deliver all client records in standard format within fifteen (15) business days and will complete any pending tax filings due within the termination period as part of offboarding.
Governing Law
These Terms and any disputes arising under them shall be governed by the laws of the State of Mississippi, without regard to conflict of law provisions. Any legal action must be brought in the state or federal courts located in Rankin County, Mississippi.
Changes to Terms
We reserve the right to modify these Terms at any time. Continued use of our services following notice of changes constitutes acceptance of the revised Terms.
Contact
XENOPHIA SYSTEMS LLC
307 South Pearson Road, Pearl, MS 39208
Email: help@xenophiasys.com
Phone: (601) 939-5021