Terms of Service

Last updated: 4 October 2026

About us and these terms

LicenceGuard is a trading name and product of That One Studio Ltd, a private limited company registered in England and Wales (company number 17169958). Registered office: 4th Floor, Silverstream House, 45 Fitzroy Street, Fitzrovia, London W1T 6EB.

“You” means the organisation that holds the LicenceGuard account, and “users” means the people you allow to log in. You confirm you are entitled to accept these terms for your organisation. LicenceGuard is provided to businesses and organisations, not to consumers.

Your account

• Give us accurate details when you sign up and keep them up to date. We may verify them, including against the Companies House register, and may suspend accounts set up with false information or to obtain repeated free trials.
• You are responsible for your users, their access levels and their activity, and for keeping login details secure.
• Tell us promptly at [email protected] if you suspect unauthorised access.

Free trial

• New organisations can start a 14-day free trial with access to every module.
• A valid payment card is required to start the trial, unless we agree another payment method with you in writing. You accept these terms when you start the trial.
• Unless you cancel before the trial ends, your subscription starts automatically and your card is charged.
• If you cancel during the trial, you will not be charged and you keep access until the trial period ends.
• One free trial per organisation.

Subscription and fees

• You choose how many seats your organisation buys. Every user account, whether active or deactivated, and every pending invitation uses a seat. You pay for every seat you have bought, whether or not it is in use.
• Current prices are shown on our pricing page: £4.49 per seat per month when you buy 1–4 seats, and £3.99 per seat per month for every seat once you buy 5 or more. The minimum is one seat.
• Seats you add are charged straight away at the full monthly price, with no proration, and then renew with your other seats. Seats you remove stop at your next billing date; the current period is not refunded. You cannot reduce your seats below the number of user accounts and pending invitations you currently have.
• Subscriptions are billed monthly in advance on the same day each month (or on the last day of the month when that day does not exist), by card through our payment provider, Stripe, or by another method we agree with you in writing.
• We are not currently registered for VAT, so no VAT is charged. If that changes, VAT will be added at the applicable rate and we will tell you in advance.
• We may change prices by giving you at least 30 days’ notice. The change applies from your next billing period after the notice ends.

Failed payments

If a renewal payment fails:

• we retry the payment over the next 7 days and email you; your account stays fully usable meanwhile;
• if it is still unpaid, your subscription ends and the account becomes read-only for 7 days, and is then locked;
• your organisation’s data is kept for six months and is then anonymised by a scheduled process. Subscribing again before then restores access.

Cancellation and termination

• You can cancel at any time. Your subscription remains available until the end of the billing period you have already paid for (or the end of your free trial). After that, the account is read-only for 7 days and then locked. See our refund and cancellation policy.
• We may suspend or end access, including before the end of a paid period, where reasonably necessary because of a material breach of these terms, non-payment, a security risk, misuse, or a legal requirement. We will record the reason and, where appropriate, tell you first.
• After an account ends, its data is kept and then anonymised as described above. You can export your data while you have access.

Your data

You own the data you add to LicenceGuard. You give us permission to host, process and display it only as needed to provide the service. When you add personal data about your workforce, you are the controller and we are your processor under our data processing terms, which form part of these terms.

You are responsible for having a lawful basis for the data you upload, including any special category or criminal offence data such as health information or DBS details.

What LicenceGuard does and does not do

LicenceGuard is a software tool that helps you organise records, track deadlines and evidence your work. In particular:

• It is not legal, immigration, employment, tax or payroll advice. You remain responsible for meeting your sponsor duties, Right to Work, DBS, payroll and other legal obligations.
• LicenceGuard does not submit anything to the Home Office or UKVI on your behalf. Sponsor duty workflows guide you; you carry out the reporting yourself.
• Right to Work and DBS checks are carried out and recorded by your team. LicenceGuard does not run automatic checks through identity service providers or apply for DBS checks.
• LicenceGuard calculates and prepares payroll information but does not submit RTI or other returns to HMRC. You are responsible for checking payroll results and making submissions.
• The compliance readiness score is an internal guide and is not a Home Office, UKVI, CQC or other regulatory rating.

Acceptable use

You and your users must follow our acceptable use policy.

Availability, support and changes

We work to keep LicenceGuard available and secure, but we do not guarantee uninterrupted or error-free service, and we do not offer a service level or uptime commitment. We may carry out maintenance, and we will try to minimise disruption.

We may improve, change or withdraw features. If we make a change that materially reduces the core service, we will tell you in advance. Support is available by email at [email protected] and on WhatsApp at +44 7853 534920.

Intellectual property

We own LicenceGuard, including its software, design and content. You may use it only during your subscription and for your organisation’s internal purposes. You must not copy, resell or reverse engineer it except where the law allows.

Confidentiality

Each of us will keep the other’s confidential information confidential and use it only for the purposes of these terms, except where disclosure is required by law.

Liability

• Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.
• Neither of us is liable for loss of profit, revenue, business, goodwill or anticipated savings, or for indirect or consequential loss.
• Subject to the above, our total liability arising from these terms in any 12-month period is limited to the fees you paid for LicenceGuard in that period.
• We are not responsible for losses caused by your decisions, by inaccurate data entered into LicenceGuard, or by your failure to meet your own legal obligations.

Changes to these terms

We may update these terms. We will give account holders at least 30 days’ notice of material changes. Continuing to use LicenceGuard after a change takes effect means you accept the updated terms.

Governing law

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Company information

LicenceGuard is a trading name and product of That One Studio Ltd.

• Company name: That One Studio Ltd
• Registered in England and Wales, company number 17169958
• Registered office: 4th Floor, Silverstream House, 45 Fitzroy Street, Fitzrovia, London W1T 6EB
• Email: [email protected]
• Phone and WhatsApp: +44 7853 534920
• Not currently registered for VAT