Terms of Service

1. Introduction

These Terms of Service (“Terms”) govern your use of the software service operated by Tolmon Limited (“we”, “us”, “our”), a company registered in England and Wales (no. 14468414) with its registered office at 510 The Chocolate Factory, 5 Clarendon Road, London N22 6XJ, United Kingdom. The service is marketed as APA Timesheet and accessible at the-timesheet.com (the “Service”).

By creating an account or otherwise using the Service, you agree to be bound by these Terms. If you do not agree, do not use the Service.

2. Definitions

• “Service” means the APA Timesheet web application and any related features we make available at the-timesheet.com.
• “User” or “you” means the person who creates an account to use the Service.
• “Production” means a record you create within the Service to represent a film, television, advertising, or other production for which you are tracking crew time and pay.
• “Crew” means individuals whose time, contact, or pay information you enter into a Production.
• “Subscription Fees” means the amounts payable by you to access the Service under a paid plan.

3. Account & Eligibility

You must be at least 18 years old to create an account. You agree to provide accurate, current information at sign-up and to keep it up to date. You are responsible for safeguarding your sign-in email and for all activity that occurs under your account. Notify us promptly at admin@tolmon.com if you suspect unauthorised use.

4. The Service

The Service helps Heads of Department in the UK film and television industry plan production days, record crew time, and produce timesheets and indicative pay calculations using the rules published in the APA Recommended Terms.

The Service is provided “as is” and “as available”. We make no warranty that it will be fit for any particular purpose. In particular, while the APA calculation engine is built and maintained in good faith to follow the published APA Recommended Terms, you are responsible for verifying every output against the source document and against your own agreed terms with each crew member before relying on it to pay anyone. We are not your accountant, payroll provider, or legal advisor.

5. Subscriptions, Trials & Billing

We offer a 10-day free trial at sign-up. If you choose to subscribe before or at the end of the trial, payment is taken via Stripe.

Paid plans are priced at £11 per month or £105.60 per year (a saving of 20%). Subscription Fees are billed in advance and renew automatically at the end of each billing period at the then-current rate. You can cancel at any time from your Stripe customer portal; cancellation stops future renewals and your access continues until the end of the period you have already paid for.

We do not offer pro rata refunds for partial periods. If you believe you have been billed in error, contact admin@tolmon.com and we will review your situation in good faith.

We are not currently registered for UK VAT. Prices shown are the total amount payable. If our VAT status changes, we will update these Terms and the price displayed at checkout accordingly; we will not retrospectively charge VAT on subscriptions already paid for.

Payments are processed by Stripe; we do not see or store your full card details. Your use of Stripe is subject to Stripe’s own terms and privacy policy.

6. Acceptable Use

You agree that you will not:

• copy, modify, reverse engineer, decompile, or attempt to derive the source code of the Service;
• resell, sublicence, or otherwise commercially exploit the Service or any part of it;
• use the Service to store or transmit material that is unlawful, defamatory, or infringes the rights of others;
• use share links (or any other feature) to publish a crew member’s personal data publicly or to anyone who has not been given permission to view it;
• attempt to interfere with the operation of the Service or to gain unauthorised access to data belonging to other Users.

7. Data Ownership & Confidentiality

You retain ownership of all data you enter into the Service, including Production data, Crew data, and timesheets (“Your Data”). We claim no licence to Your Data beyond what is strictly necessary to operate the Service for you. For example, storing it in our database, transmitting it to your browser, and processing it to generate the calculations, PDFs, and share links you request.

We treat Your Data as confidential. We do not sell it, license it to advertisers, or use it to train machine-learning models.

8. Service Availability

We aim to keep the Service available and performant but we do not offer a formal service-level agreement (SLA) and do not guarantee any specific uptime. We may carry out planned maintenance from time to time; we will try to schedule disruptive maintenance outside typical UK working hours where reasonably possible. Unplanned outages may also occur.

9. Termination

You can cancel your subscription at any time through the Stripe customer portal; cancellation takes effect at the end of your current billing period. You can also request deletion of your account by emailing admin@tolmon.com.

We may suspend or terminate your account if you materially breach these Terms, with at least 14 days’ written notice by email except where the breach is serious (for example, an attempt to compromise the security of the Service or other Users’ data), in which case we may act immediately.

On termination, your data will be retained for the periods set out in our Privacy Policy and then deleted. You may request an export of your data at any time before deletion by emailing the address above.

10. Limitation of Liability

Nothing in these Terms limits any liability that cannot lawfully be limited, including liability for death or personal injury caused by negligence, or for fraud.

Subject to that, our total liability to you for any and all claims arising out of or in connection with these Terms or your use of the Service is limited to the total Subscription Fees you have paid us in the 12 months preceding the event giving rise to the claim.

We are not liable for any indirect, consequential, or special losses, including (without limitation) loss of profit, loss of business, loss of data, or any disputes between you and members of your crew arising from a miscalculation, omission, or other error in a timesheet generated by the Service. You are responsible for verifying outputs before relying on them.

11. Governing Law

These Terms are governed by the laws of England and Wales. You and we agree that the courts of England and Wales have exclusive jurisdiction over any dispute arising out of or in connection with these Terms.

12. Changes to Terms

We may update these Terms from time to time. If a change is material (for example, a change to pricing or to your data rights), we will notify you by email at least 14 days before the change takes effect. Continued use of the Service after the effective date constitutes acceptance of the updated Terms.

13. Contact

Tolmon Limited (Companies House no. 14468414)
510 The Chocolate Factory, 5 Clarendon Road, London N22 6XJ, United Kingdom
Email: admin@tolmon.com