Terms of Service

Last updated : 14 October 2026

This document sets the terms of service and sale for the Tolus service. It applies to every organization created on the service and is supplemented by the privacy policy and the data processing agreement.

1. Purpose and scope

Scope of the terms and parties involved.

Service covered: Tolus, a ticketing and maintenance-retainer tracking platform for web agencies and IT services companies, available at my.tolus.app. Tolus is a service published by Digitz.
Service provider: Digitz, a French EURL (single-member limited liability company) with a share capital of €1,500, registered office 73 Cours Albert Thomas, 69003 Lyon, France, registered with the Lyon Trade and Companies Register under number 524 498 672, VAT number FR52524498672. Publication director: Abdeslam Aourik.
Customer: the agency (a business entity) that opens an organization on the service. The service is for professionals only, B2B.
Invited users: agency members and end clients invited by the agency; the end client is not a party to the contract and accesses the service under the agency’s responsibility.
Relationship with other documents: the privacy policy and the data processing agreement (DPA) supplement these terms. In case of conflict about personal data, the DPA prevails; on any other point, these terms prevail.
Acceptance: these terms are accepted through a checkbox at sign-up and take effect when the organization is created.

2. Definitions

Terms used in the document, aligned with the product lexicon.

Service, Organization, Account, User, End client, Project, Ticket, Retainer (hour bank per period), Tracked retainer (a project carrying a retainer whose period covers the current date), Retainer report, Customer Data, Subscription, Trial, Plan.
These definitions have the same meaning across the three documents: these terms, the privacy policy and the data processing agreement.

3. Account and access

Organization creation, authentication and roles.

Sign-up: business email address and sign-in through a magic link sent by email, no password. The service is open to adults acting on behalf of a company or an organization.
Roles within an organization: owner, admin, member and client. The owner and admins manage the organization, the projects and the subscription; members work on the organization’s projects; only the owner can export the data and request account deletion. Any agency member can invite a client to a project; a client only accesses the projects they are invited to.
Invitation of end clients by the agency: the agency chooses the people it invites, makes sure it is entitled to process their data and informs them of how the service is used.
Access security: each user is responsible for the confidentiality of their mailbox and of the sign-in links they receive; if unauthorized access is suspected, they inform the provider at hello@tolus.app, who revokes the active sessions and links.
Accuracy of the information provided and its upkeep by the Customer.

4. Free trial and subscription

Commercial lifecycle of an organization.

Free trial: 30 days, no credit card, starting when the organization is created. During the trial, the quotas of the Agence plan apply.
Trial ending without subscription: switch to read-only mode, with no data deletion and no loss of read access. In read-only mode the Customer can sign in, view and export their data, access billing and subscribe; creating and editing content is blocked.
Subscription: Studio, Agence and Réseau plans, billing period monthly or yearly. The subscription renews automatically at each term. The Customer can cancel it at any time from the subscription management portal, with no notice period and no penalty, effective at the end of the current period.
Plan quotas: number of tracked retainers (5 for Studio, 20 for Agence, 60 for Réseau); unlimited seats, projects and invited clients on every plan. When the limit is reached, only the creation of a new retainer is blocked: tickets, comments, time logged on an existing retainer, invitations and projects without a retainer remain available.
Plan changes: possible both ways from the subscription management portal, with proration; the change takes effect immediately.

5. Pricing and payment

Financial terms.

Price: Studio €25 excl. VAT per month or €250 excl. VAT per year (5 tracked retainers), Agence €49 excl. VAT per month or €490 excl. VAT per year (20 tracked retainers), Réseau €95 excl. VAT per month or €950 excl. VAT per year (60 tracked retainers). Prices are stated excluding tax, in euros; applicable VAT is computed and added at checkout (Stripe Tax).
Payment provider: Stripe (Stripe Payments Europe Ltd, Ireland). Card data is collected and processed by Stripe and never transits through the service; Stripe’s terms apply to the processing of the payment.
Due date and invoicing: charged when subscribing and then at each renewal of the chosen period; invoices available in the subscription management portal.
Non-payment: switch to read-only after a grace period of 14 days of reminders, never any data deletion on that ground. Any amount unpaid at its due date bears interest at the rate applied by the European Central Bank to its most recent refinancing operation, increased by ten percentage points, and gives rise to a fixed recovery indemnity of €40 (article L441-10 of the French Commercial Code).
Price changes: 30 days’ notice by email and the Customer’s right to terminate before they take effect.

6. Right of withdrawal

Status of the Customers and consequence for withdrawal.

The service is for professionals acting within their business activity only: the fourteen-day right of withdrawal granted to consumers does not apply (article L221-3 of the French Consumer Code).

7. Use of the service and Customer obligations

Permitted and prohibited uses.

Use consistent with the purpose of the service (ticket and maintenance-retainer management) and with applicable law.
Submitted content (tickets, comments, attachments, logged time): the Customer is responsible for it. Unlawful or defamatory content, content infringing third-party rights, and files containing malicious code are prohibited.
Prohibitions: attempting to break in or to bypass access controls, abusive automated use, mass data extraction, reselling or making the service available to a third party outside the organization.
Multiple accounts: opening several accounts for one and the same legal entity in order to circumvent a plan’s limits is prohibited.
Internal notes: reserved to the agency, never visible to the end client; the agency remains responsible for what it writes there.
Suspension in case of breach: formal notice by email and 15 days to remedy it; in case of a serious breach, in particular manifestly unlawful content or an attack on the security of the service, suspension can be immediate.

8. Optional writing assistance

Correct, clarify or shorten text when you choose to.

Optional writing and import assistance: Mistral AI, a company established in France, called only when the user chooses a writing command or asks for import assistance on a tracking sheet.
Only the selected text, or the draft text when nothing is selected, is sent with the language and writing instruction. No project history or attachment content is loaded automatically.
The suggestion is displayed for review. The user chooses whether to apply it or keep their text; no ticket or comment is published automatically. Suggestions may contain errors: check facts, figures and commitments before using them. Free writing remains available without this assistance.
The Customer ensures that its users may share the relevant text with this provider and that the people concerned have received the necessary information. Clicking requests this writing operation; it does not replace the Customer’s personal-data obligations.
Using this assistance does not grant permission to use tickets, drafts or responses to train a model. Permission concerning the public website does not extend to private content.

9. Import assistance for a tracking sheet

Bring an ongoing retainer over from your own tracking file.

When the Customer imports a retainer tracking sheet (Excel or CSV) and asks for import assistance, the content of the sheet is sent to Mistral AI, which suggests how it maps to Tolus: volume, period, work types and work entries.
The suggestion is displayed for review, with totals recalculated by Tolus. Nothing is imported until the Customer confirms it, and the Customer remains responsible for the imported data. The suggested mapping may contain errors.
The Customer ensures that it may share this sheet with this provider. Using this assistance does not grant permission to use the sheet to train a model.

10. Connectors, third-party tools and agents

Data transmitted to third parties at the Customer’s initiative.

Jira connector: at the Customer’s initiative, the service reads, through the Tolus app the Customer installs on its Atlassian site, the data the Customer chooses to import (projects, tickets, comments, people, attachments). Atlassian processes this data under its own contract with the Customer.
Third-party tools and AI agents: when the Customer connects a third-party tool or an agent to the service, in particular through access issued by the service, the data that access covers (tickets, comments, attachments, logged time) is transmitted to that tool and, where applicable, to the provider of the model it uses, at the Customer’s request and under the Customer’s responsibility. These third parties, chosen and governed by the Customer, are not subprocessors of the provider.
Before entrusting data to such a tool, the Customer chooses the projects and data it may access, informs its own clients and users, and obtains their agreement where the law or its contracts require it. The Customer remains responsible for the actions of the agent it connects, including the content it publishes and the time it logs, and for checking them before anything reaches production.
Where the service issues such access, it is limited to one organization and, where applicable, to specific projects, revocable at any time by the Customer, and actions taken through it are logged. The provider is not responsible for processing carried out by a third-party tool or provider chosen by the Customer.

12. Subprocessors and hosting

Third parties involved in delivering the service.

Hosting: Contabo GmbH, Aschauer Straße 32a, 81549 Munich, Germany, telephone +49 89 3564717 70 (contabo.com), servers located in Germany (European Union).
Payments: Stripe, Stripe Payments Europe Ltd, Ireland.
Transactional email: Resend.
Optional writing and import assistance: Mistral AI, a company established in France, called only when the user chooses a writing command or asks for import assistance on a tracking sheet.
Error monitoring: Sentry, only if the tool is enabled on the service.
The up-to-date list is annexed to the DPA; any addition or replacement is announced by email to the owner at least 30 days in advance.

13. Security and availability

Technical commitments.

Security measures: encrypted connections (HTTPS), data isolation per organization, role-based access control, access and error logging, daily database backups and application of security updates. The details are set out in the DPA annex.
Backups: one daily database snapshot is kept for 30 days on the service’s persistent volume. It is not encrypted at rest. Access to the server is restricted to authorized persons. No off-server copy is active yet.
Availability: the provider is bound by a best-efforts obligation and gives no numeric availability commitment. Planned maintenance is announced by email whenever it can be anticipated.
Service evolution: the provider may change the features; the removal of a major feature is announced by email at least 30 days in advance.

14. Intellectual property

Rights over the service and over the data.

The service, its brand, code and interfaces remain the property of Digitz; the Customer receives a personal, non-exclusive and non-transferable licence to use it for the duration of the subscription.
Customer Data remains the Customer’s property; the Customer grants the provider a licence limited to hosting, displaying and backing up that data and, at the user’s request, processing text for writing assistance, for the sole purpose of delivering the service and for the duration of the contract. This licence does not authorize model training on Customer Data.
Feedback and suggestions: the provider may freely use improvement suggestions, with no consideration and no confidentiality obligation.

15. Liability and warranties

Limits and exclusions.

Nature of the provider’s obligation: a best-efforts obligation.
Liability cap: on any ground whatsoever, the provider’s liability is limited to the amounts paid by the Customer over the last 12 months.
Exclusions: indirect damages (loss of business, loss of revenue, harm to reputation), data loss attributable to the Customer, and non-compliant use of the service.
Force majeure: obligations affected by a force majeure event within the meaning of article 1218 of the French Civil Code are suspended for its duration; if the impediment is permanent, the contract is terminated by operation of law.
Customer’s liability for the users it invites and the content it submits.

16. Term, termination and data portability

End of the contractual relationship.

Term: the subscription is entered into for the chosen period, monthly or yearly, and renews automatically at each term.
Termination by the Customer: from the subscription management portal, at any time, with no notice period and no penalty, effective at the end of the current period. The current period is not refunded and access stays open until it ends.
Termination by the provider: in case of persistent non-payment or a serious breach, after a formal notice by email left without effect for 15 days.
Portability: the owner exports the organization’s data in self-service (full JSON, CSV per table); the export stays available for the 90 days following the end of the subscription. Attachments appear there by reference, their content is downloaded from the service.
Account deletion: data is kept for 90 days after termination then deleted, with warning emails 30 days and 7 days before deletion. The owner can request the deletion of their organization at any time; it takes effect within 30 days. Billing data is kept for 10 years under accounting obligations.

17. Changes to the terms

Evolution of the document over time.

Notification of changes: email to the owner at least 30 days before they take effect.
Customer’s right to refuse and terminate before the changes take effect; otherwise, continuing to use the service counts as acceptance.
Applicable version: the one in force on the date of the order or of the renewal. The update date is shown at the top of the page and earlier versions are provided on request.

18. Governing law and jurisdiction

Dispute resolution.

Governing law: French law.
Competent courts: the courts of Lyon, France.
Prior amicable resolution: the parties seek an amicable solution by email before any legal action. As the service is for professionals only, consumer mediation does not apply.

19. Contact

Contact details for any question about these terms.

Questions about these terms: hello@tolus.app, Digitz, 73 Cours Albert Thomas, 69003 Lyon, France.
Support: by email at hello@tolus.app, answered within 3 business days, with no contractual resolution commitment.

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