Effective Date: February 26, 2026
Welcome to THETA (Time Entry Assistant). These Terms of Service ("Terms") govern your access to and use of the THETA web-based application and services ("Service"). Please read them carefully. By creating an account, completing onboarding or checkout, or using the Service, you agree to be bound by these Terms and our Privacy Policy (referenced below). If you do not agree, you must not use THETA. These Terms constitute a binding agreement between you (the user of the Service) and TIME ENTRY ASSISTANT L.L.C. ("THETA," "we," or "us"). If you are using THETA on behalf of a law firm or other organization, you represent that you have authority to bind that entity to these Terms.
THETA for Legal Time Tracking: THETA is a Software-as-a-Service platform for law firms that helps capture billable time and draft time entries from authorized data sources. AI-Assisted Features: THETA uses artificial intelligence and machine learning to assist in generating draft time entry descriptions and matter suggestions. Assistive Tool Only: THETA is an assistive productivity tool; it does not guarantee the accuracy, completeness, or legality of any time entry content. All content generated or suggested by THETA must be reviewed, verified, and approved by the user. User Responsibility for Accuracy: You are solely responsible for the correctness and accuracy of all time entries and data you input or accept from the Service before using them for client billing or any official purpose. THETA does not assume any liability for consequences of inaccurate or incorrect entries – see Disclaimers below. The Service is provided on a subscription basis with tiered pricing plans.
Authentication: To use THETA, you must register and log in via secure authentication. Your email domain may be used to associate you with a law firm or organization. If you are a firm administrator, you represent that you are authorized to grant required permissions and accept these Terms on behalf of your organization, including during onboarding or checkout. Responsibility for Credentials: You are responsible for maintaining the confidentiality of your login credentials and restricting access to your THETA account. Do not share your login or allow others to use your account. If you suspect unauthorized access to your account, you must notify us immediately. Age Requirement: The Service is intended for adults. You must be at least 18 years old to use THETA. We do not knowingly allow registration or collect personal information from individuals under 18, and the Service is not directed to children under 13 in compliance with U.S. COPPA law. By using THETA, you affirm that you are 18 or older.
Account Termination by You: You may delete your THETA account at any time. Deleting your account will disable your access and you may request that your personal data and stored time entries be deleted. (See Data Retention below and our Privacy Policy for details on data deletion and retention.) Account Suspension or Termination by Us: We reserve the right to suspend or terminate your account in certain circumstances: for violation of these Terms, prolonged inactivity, security risks, or if your use causes excessive system load or harm to the Service. We will generally attempt to provide notice and an opportunity to remedy the issue (if feasible) before terminating, but we are not required to provide notice in urgent cases. Upon termination (by you or us), your rights to use the Service cease immediately. You will remain responsible for all fees and charges incurred up to the date of termination. We may retain basic account identification (such as your name and email) after termination for record keeping and to recognize your firm affiliation, but personal data and time entries will be deleted from our active systems in accordance with our data retention policies.
Subscription Model: THETA is offered on a per-user subscription basis. Plan options, billing cycles, and any trial are presented during onboarding or checkout. The checkout summary and any in-app selection that references these Terms (the "Order Form") govern your subscription.
Commitment Period: Subscriptions renew automatically at the end of the selected billing cycle (monthly, multi-month, or annual, as shown in checkout) unless you cancel before renewal. As noted in No Refunds, cancellation is processed immediately and may suspend access promptly.
Security: The Service includes industry-standard encryption and security measures. Additional options may be available pursuant to your Order Form.
Billing and Payment: Payments are processed through our third-party payment processor. By completing checkout, you authorize us to charge your selected payment method for the subscription fees and applicable taxes. If a trial is offered, it begins at checkout and converts to a paid subscription on the date shown in checkout unless canceled before the trial ends.
Billing: Subscription fees are calculated as described in your Order Form or checkout summary.
Confidential Pricing: Pricing, discounts, and plan details shown during onboarding or checkout are confidential to your organization and may not be disclosed publicly without our consent.
Fee Changes: Subscription fees may be modified by THETA with advance notice. You will be notified via email or within the Service at least 30 days before any fee increase. If you do not agree to the new fees, you must cancel your subscription before the changes take effect. Continued use of THETA after fee changes constitutes acceptance of the updated rates.
No Refunds: Except as required by law or explicitly stated in writing, all fees paid are non-refundable. If you cancel during a billing cycle, cancellation is processed immediately and your access may be terminated promptly. You will not be charged for periods after cancellation, and no refunds or prorations will be provided for unused portions of the subscription period. In cases where THETA terminates your account without cause (e.g., service discontinuation), you will receive a prorated refund for any prepaid fees covering the remaining subscription period.
Taxes: Subscription fees listed do not include applicable taxes. You are responsible for any sales, use, value-added, or similar taxes due in connection with your subscription (excluding taxes based on THETA's net income). If THETA is legally required to collect or pay taxes for which you are responsible, you agree that THETA will charge you for those amounts unless you provide a valid tax exemption certificate.
Storage: By using THETA, you understand and consent that your data will be stored and processed using systems necessary to deliver the Service. Data transmitted between your device and our servers is encrypted.
Data Retention: The Service implements automated data retention policies. We retain data only as long as necessary to provide the Service and as required by law or legitimate business needs. After a subscription ends, personal data will be deleted or anonymized from production systems except for minimal information needed to comply with legal obligations. See the Privacy Policy for additional details.
For details on what data we collect and how we handle it, see our Privacy Policy, which is incorporated by reference into these Terms. In the event of any conflict between this section and the Privacy Policy regarding personal data, the Privacy Policy will govern your personal data rights.
We strive to maintain a secure and trustworthy platform. By using THETA, you agree to use the Service only for its intended purpose (assisting in tracking and managing legal time entries) and in accordance with the law and these Terms. Prohibited Activities: You must not do any of the following:
If we suspect or detect any prohibited conduct, we reserve the right to investigate and take appropriate action, including suspending or terminating the offending account as described under Termination. You may also be subject to legal liability for violations of law.
Our Intellectual Property: THETA (Time Entry Assistant) and all software, technology, and content used in providing the Service are owned by us or our licensors and are protected by intellectual property laws. This includes the website and app design, the underlying code, architecture, all trademarks, logos, and branding associated with THETA, and all elements of the user interface and user experience that we have created. All rights not expressly granted to you in these Terms are reserved by THETA. You agree not to remove or alter any copyright, trademark, or proprietary notices in the Service. You also agree not to copy or use any part of THETA's code or design for any commercial purpose without our prior written permission.
License to Use the Service: Subject to your compliance with these Terms and payment of any applicable fees, we grant you a limited, non-exclusive, non-transferable, revocable license to access and use the THETA Service for your internal business purposes (specifically, for tracking and managing time entries and related tasks in the context of consulting or legal practice). This license does not allow you to sublicense or commercially exploit the Service. You may not use the Service to develop a competing product or service, and you may not frame or mirror our website or content except with our permission.
Your Data and Content: THETA does not claim ownership of the actual time entries or other content that you or other users input into the Service. You retain ownership of your data, including any descriptions, notes, matter information, or other content you enter (collectively, "User Content"). By using THETA and submitting User Content, you grant us a worldwide, royalty-free, sublicensable license to host, store, transfer, display, and process your content as needed to provide the Service to you and to otherwise fulfill our obligations (for example, to back up your data, display it to you, as directed by you). This license is limited to operating and improving the Service and does not give us rights to use your content for unrelated marketing or to sell your data. We may also use and share aggregated, anonymized data derived from your content and usage (which cannot identify you or your clients) for our legitimate business purposes, such as improving THETA's features or compiling usage statistics.
Feedback: If you provide us with any suggestions, ideas, enhancement requests, or other feedback about the Service, you agree that we have a perpetual, irrevocable right to use and incorporate that feedback into THETA or our business without compensation or attribution to you. You are not obligated to provide feedback, but if you do, we can use it freely.
Third-Party IP: If you upload or input any content into THETA, you represent that you have the necessary rights to that content. You must not upload content that infringes on any third party's intellectual property or proprietary rights. We are not responsible for any user-provided content on the Service. We may remove or restrict access to any content that we believe violates the law or these Terms.
THETA integrates with certain third-party services to provide functionality, including:
While we carefully choose third-party providers and strive to maintain robust contracts with them regarding data protection, we do not have direct control over their operations. Third-Party Terms: Your use of third-party integrated services may be subject to the respective provider's terms of service or privacy policy. We assume no responsibility for services provided by third parties. If any integrated service fails or causes any damage, we will try to help resolve the issue, but ultimately the third-party provider is responsible for their service.
Because THETA is used by legal professionals in a sensitive context (tracking billable hours and descriptions for client matters), it is important to clarify your responsibilities when using the Service:
By adhering to these responsibilities, you help ensure that THETA remains a useful and compliant tool in your workflow. We reserve the right to add further safeguards or restrictions on the Service to ensure it's used in a professionally responsible manner.
"As Is" Service: THETA is provided on an "AS IS" and "AS AVAILABLE" basis. While we strive to maintain a high quality of service and uptime, we make no warranty that the Service will meet all of your requirements, or that it will be uninterrupted, error-free, or completely secure. We do not guarantee the accuracy or reliability of results obtained from the use of the Service. You acknowledge that any data or content obtained through THETA is used at your own discretion and risk.
No Warranties: To the fullest extent permitted under applicable law, THETA disclaims all warranties of any kind, whether express, implied, or statutory, regarding the Service and any results or content obtained through the Service. This includes implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement. We also disclaim any warranty that the Service will be error-free or that any errors will be corrected (though we will endeavor to fix bugs that significantly impair the Service). You are responsible for implementing procedures to satisfy your requirements for data backup and security, as well as for maintaining alternative methods for performing legal timekeeping in the event of an outage or error in our Service.
Not Professional Advice: Any information or guidance provided by THETA (such as help articles, suggestions, or support communications) is for general informational purposes only and is not guaranteed to be correct, complete, or up-to-date. In particular, THETA does not provide legal advice or verify legal accuracy of content. You should consult professional judgment or advisors for any decisions that have legal consequences.
Third-Party Services: We are not responsible for any downtime, errors, or data loss caused by third-party services integrated with THETA. We do not guarantee the continued availability of any third-party integration – such services may change or be discontinued beyond our control. However, if an integration is critical, we will try to give notice and find alternatives if possible.
No Guarantee of Results: Using THETA may help streamline your time tracking and billing preparation, but we make no guarantee that it will result in any particular outcome for your practice (for example, we do not guarantee you will capture more billable hours or that your clients will approve all your time entries). You assume all responsibility for results obtained (or not obtained) through the use of the Service.
Some jurisdictions do not allow the exclusion of certain warranties. Nothing in these Terms will exclude or restrict any warranty or right that cannot be waived under applicable law. In such jurisdictions, our liability is limited to the extent permitted by law.
No Indirect Damages: To the maximum extent allowed by law, in no event will THETA or its directors, officers, employees, agents, or affiliates be liable to you for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits, revenue, data, goodwill, or other intangible losses, arising out of or related to your use of (or inability to use) the Service. This limitation applies to any theory of liability, whether based in contract, tort (including negligence), strict liability, warranty, or any other legal theory, even if we have been advised of the possibility of such damages. For example, we will not be liable for damages related to your business interruption, lost billable time, lost or corrupted data, or claims by your clients or other third parties, except as set forth below.
Cap on Direct Damages: To the extent that we are found liable (despite the above disclaimer), our aggregate liability to you for all claims arising from or related to the Service or these Terms will not exceed the amount of the monthly subscription fee that you paid for THETA for the month in which the event giving rise to the liability occurred. If the claim arises when you are on a free trial or otherwise have paid no fee, our total liability shall not exceed US $50. This cap on liability is a fundamental part of this agreement; THETA would not be able to provide the Service without such a cap. Multiple claims will not increase this limit. The existence of one or more claims will not enlarge the maximum liability amount.
User's Liability Waiver: You specifically agree that THETA is not liable for any claims arising out of: (a) the accuracy, quality, or reliability of the time entries or other data you input or obtain through the Service; (b) any rejection or dispute of your time entries by any client, court, billing auditor, U.S. Trustee, or other authority (e.g., if certain entries are deemed non-compensable, outside scope, or unethical – those judgments are outside of our control); or (c) any decisions you make based on information provided by the Service. You assume full responsibility for any outcomes that result from using or relying on the Service in your professional capacity.
Indemnification: You agree to indemnify and hold harmless THETA and its affiliates, and their officers, directors, employees, and agents, from any and all third-party claims, liabilities, damages, and expenses (including reasonable attorneys' fees) that arise out of or relate to your use of the Service, your violation of these Terms, or your infringement of any intellectual property or other right of any person or entity. In other words, if a third party (such as your client or employer) sues or holds THETA responsible for something that you did (for example, alleging that data you stored on THETA violated privacy laws or that you misused THETA in violation of professional obligations), then you will defend and indemnify THETA against those claims and costs. We will notify you promptly of any such claim and reasonably cooperate in the defense. You have the right to defend any indemnified claim, provided that we may participate with counsel of our own choosing at our expense, and you may not settle any claim that imposes any liability or admission on THETA without our written consent.
Reliance on Disclaimers: You acknowledge that THETA has set its prices and provided access to the Service in reliance on the disclaimers of warranty and limitations of liability set forth in these Terms, and that these terms fairly allocate risk between us. Some States' Laws: Some jurisdictions (for example, certain states) do not allow the exclusion or limitation of certain damages. If any exclusion of damages or limitation of liability is not enforceable in your jurisdiction, then our liability will be limited to the fullest extent permitted by law. However, nothing in these Terms is intended to exclude or restrict liability that cannot be limited by law (for instance, liability for willful misconduct, or for death or personal injury caused by negligence, which we do not seek to limit here).
Governing Law: These Terms and any dispute arising out of or relating to the Service or these Terms will be governed by the laws of the State of Illinois, U.S.A., without regard to its conflict of law principles (Illinois law will apply even if you reside or use the Service elsewhere). U.S. federal law (e.g., the Federal Arbitration Act) will apply to the extent applicable. We specifically exclude the application of the United Nations Convention on Contracts for the International Sale of Goods.
Arbitration Agreement: You and THETA agree that any dispute, claim, or controversy arising out of or relating to these Terms or the use of the Service (collectively, "Disputes") shall be resolved through final and binding arbitration, not in court, except as set forth under "Exceptions" below. Arbitration Forum: The arbitration will be administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules (or Consumer Arbitration Rules, if applicable based on the nature of your use) in effect at the time the arbitration is initiated. If AAA is not available, the parties will agree on an alternative reputable arbitration provider or default to JAMS. Arbitrator and Procedure: The arbitration will be heard by a single neutral arbitrator. The arbitrator may award any relief that a court of competent jurisdiction could award, including individual injunctive relief, and the arbitral decision may be entered as a judgment in any court of competent jurisdiction. Location: The arbitration hearings will take place in the United States (or, if you and we agree, via remote videoconference). You and we agree to submit to the personal jurisdiction of federal or state courts in the United States only for the purpose of enforcing arbitration, issuing any judicial orders (such as to compel arbitration or confirm an award), or if the arbitration clause is found unenforceable.
Class Action Waiver: You and THETA waive any right to litigate in court or arbitrate any Dispute as a class action, either as a member of a class or as a representative, and the arbitrator shall not have authority to conduct any form of class or collective arbitration. This means all Disputes will be resolved on an individual basis only. You also agree not to bring a claim as a private attorney general, or otherwise on behalf of others in a representative capacity. No Jury Trial: To the extent any Dispute is found by a court to be not subject to arbitration, you and we waive any right to a jury trial for that Dispute. (Arbitration means there is no jury, and if for some reason litigation proceeds in court, we choose to waive jury rights, which is permitted by law.)
Exceptions: Notwithstanding the above arbitration requirement, either party may choose to bring an individual action in small claims court (if the claim is within that court's jurisdiction and proceedings are on an individual, non-class basis). Additionally, injunctive relief for intellectual property infringement or misuse of the Service (for example, unauthorized access, hacking, or violation of our trademark rights) may be sought in court. We each agree that if a party seeks injunctive relief in court for IP protection, that shall not be a waiver of the right to arbitrate other issues.
Opt-Out Right: We believe arbitration benefits both sides, but if you are a new user, you may opt out of the arbitration agreement and class waiver within 30 days of first agreeing to these Terms. To opt out, submit a request through our website contact form (see Contact Us below) with a clear notice that you want to opt out of arbitration. Include your name, your account email, and a statement that you opt out of the arbitration agreement in THETA's Terms of Service. If you opt out, or if the arbitration agreement is deemed unenforceable, you agree that any Dispute arising out of these Terms or the Service will instead be resolved exclusively by the state or federal courts located in the United States, and you consent to venue and personal jurisdiction there.
Arbitration Procedures: Before initiating arbitration, the complaining party should first attempt to informally resolve the dispute by contacting the other party (for example, you can reach us via the website contact form with a description of your dispute and desired resolution). We each agree to negotiate in good faith to resolve the dispute informally. If we cannot reach an agreement within 30 days, either party may then proceed to file a demand for arbitration. The cost of the arbitration filing fee will initially be borne by the party initiating arbitration, but the arbitrator will have authority to allocate costs (including attorneys' fees) in the final award as provided by law or AAA rules. Generally, we will abide by AAA's consumer-friendly fee schedule for individuals, meaning THETA will pay the arbitrator's fees for non-frivolous claims if required by those rules.
Severability of Clause: If any portion of this Dispute Resolution section (other than the Class Action Waiver) is found to be unenforceable, that part shall be severed and the remainder shall still be enforced to the maximum extent allowed. If the Class Action Waiver is found to be unenforceable or not applicable, then the entirety of the arbitration agreement shall be null and void, and the dispute must be brought in court (with the jury trial waiver still applying). This arbitration agreement will survive termination of your relationship with THETA.
We may update or modify these Terms from time to time. If we make material changes, we will notify users by email (sent to the email address associated with your account) or by posting a prominent notice within the Service, prior to the change becoming effective. Updated Terms will be posted on our website with a new "Effective Date." You are responsible for reviewing any updated Terms. Acceptance of Changes: If you continue to use THETA after the updated Terms take effect, you will be deemed to have accepted the changes. If you do not agree to a change, you must stop using the Service and, if applicable, cancel your subscription. We encourage you to periodically review the Terms to stay informed of any updates.
For changes that are minor or editorial (such as clarifications or corrections that do not materially affect your rights or obligations), we may not send a specific notice, so please check our Terms page occasionally. All changes to the Terms will be effective when posted, unless a later effective date is specified.
Entire Agreement: These Terms, together with the Privacy Policy and any other legal notices or guidelines we post in the Service, constitute the entire agreement between you and THETA regarding the Service and supersede any prior agreements or understandings (whether oral or written) between us relating to your use of THETA.
Severability: If any provision of these Terms is held to be invalid or unenforceable, that provision will be enforced to the maximum extent permissible and the remaining provisions of the Terms will remain in full force and effect.
No Waiver: Our failure to enforce any right or provision of these Terms will not operate as a waiver of that right or provision. Any waiver of any provision of these Terms will be effective only if in writing and signed by an authorized representative of THETA.
Assignment: You may not assign or transfer these Terms (or any of your rights or obligations under them) without our prior written consent. We may assign these Terms, in whole or in part, at any time with or without notice (for instance, if we undergo a merger, acquisition, or sale of assets, your agreement with us may be assigned to the new owner of THETA's business). These Terms will bind and inure to the benefit of the parties, their successors, and permitted assigns.
No Third-Party Beneficiaries: These Terms are for the benefit of you and THETA, and not for the benefit of any third party. No other person or entity shall have rights under these Terms as a third-party beneficiary.
Relationship of Parties: You and THETA are independent contracting parties. These Terms do not create any partnership, franchise, joint venture, agency, fiduciary, or employment relationship between the parties. You have no authority to bind or obligate THETA in any way.
Contact Us: If you have any questions or concerns about these Terms or the Service, or need to send any legal notices, you may contact us at legal@timeentryassistant.com or through the contact form on our website.
Thank you for reading our Terms of Service. By using THETA, you acknowledge that you understand and agree to these Terms. We are committed to providing a helpful tool for your legal practice, and we appreciate your trust. Please use THETA responsibly and reach out if you have any issues.