Privacy policy
Last updated 12 November 2026
This policy explains what personal data ClockinBee handles, why, who else is involved and the rights you have. ClockinBee is a product of Renewminder Ltd.
- Your employer controls the data about your work in ClockinBee; we process it for them. We control the data about our own customers and website visitors.
- Location is read once, at the moment of a clock-in tap, and only where your employer turns the check on. Never tracked in between.
- Only you and people allowed to see pay can see your pay and payslips. Nobody sets their own pay.
- Data is stored in London. We don't sell it, use it for ads, or use it to train AI.
- No analytics or advertising cookies.
1. Two roles, and which one applies changes the answer
ClockinBee is provided by Renewminder Ltd, a company registered in England and Wales (company number 16649489), whose registered office is at Dephna House, 7 Coronation Road, London NW10 7PQ (“we”, “us”). The law treats us differently depending on whose data it is:
- We are the controller for people who visit our website, create an account, buy ClockinBee, take part in the referral programme or contact us. This policy fully applies to them.
- We are a processor for the workforce data a business (our customer) puts into ClockinBee about its staff: their hours, time off, pay and so on. The employer is the controller. It decides what's collected and why, and we only use that data to provide the service under our data processing terms.
If your employer uses ClockinBee, they are the right first contact for questions about your data. We'll help them answer, and we describe below exactly what ClockinBee does so you can see it for yourself.
2. Location at clock-in
This is the part of ClockinBee people ask about most, so here it is in full.
2.1 What we ask for
| When | What we request | What that permits |
|---|---|---|
| Clocking in at a location where the employer has turned on a location check | The browser's location permission, used once for that tap | Reading the phone's position (latitude, longitude and accuracy) at that moment |
| Anywhere else, or when the check is off | Nothing | Nothing |
2.2 What we keep, and what we never collect
- We keep the latitude, longitude and accuracy reported at that tap, and the distance from the work location, which shows whether it was inside the area the employer set.
- We never track location between taps, during breaks or shifts, or outside working time. ClockinBee can't run in the background and doesn't ask for background location.
- If someone refuses the permission or their phone can't get a fix, the employer decides what happens: usually the clock-in still goes through and is flagged for a manager to check.
2.3 Who can see it
Only the person themselves and managers whose role lets them approve that person's time or review flagged entries. Colleagues can't see it.
2.4 How long we keep it
It stays with that clock-in record for as long as the employer keeps the record, and is deleted when the employer's account is deleted. Managers can correct a time entry, and people can remove hours they typed themselves. Every change is written to an audit log with who made it, when, the reason and the values before and after, and that log can't be edited.
2.5 The demo on our website
The clock-in demo on our home page asks for your location only if you tap it, and only to draw the map in your browser. Your position is never sent to us or anyone else.
3. Pay and payslip information
Employers can keep pay details in ClockinBee: hourly rates or salaries, pay history with the reason for each change, worker type, bill rates, allowances, deductions and company benefits, and payslips they issue.
- Only the person themselves and people whose role includes See pay for them can see it. Nobody can set or change their own pay, or issue their own payslip.
- ClockinBee doesn't calculate tax and doesn't collect employees' tax codes, National Insurance numbers, bank details or similar identifiers. The only bank details we hold are the ones a business gives us to receive referral rewards.
- Some deductions can reveal sensitive information, such as union fees (trade union membership) or a health insurance plan. Employers should only record what they need, and they are responsible for having a lawful basis and condition for it.
4. What else we collect
4.1 Website visits
Our hosting provider keeps short-lived technical logs (IP address, browser type, the page requested) to deliver and protect the site. We don't use analytics, advertising or tracking cookies, and we don't identify visitors. See the cookie policy.
4.2 Creating an account
Name, work email, password (stored only as a secure hash, never readable), the company you create or join, and sign-in times.
4.3 Workforce data (as processor)
| Category | Examples | Comes from |
|---|---|---|
| Employment details | Job title, worker type, contract hours, locations, start and end date, employee number, role and permissions | The employer, a spreadsheet it imports, or an HR system it connects |
| Working time | Clock-ins and clock-outs, breaks, timesheets, time added by hand (flagged for a manager, with any reason given), approvals and edits | The person and their managers |
| Location at clock-in | As described in section 2 | The person's phone, where enabled |
| Time off | Requests, dates, time off type, balances, notes to a manager | The person and the employer |
| Pay | As described in section 3 | The employer |
| Activity records | Audit log of changes, notifications, imports and exports | The service |
We don't intend to collect special category data. Please don't put details such as the reason for sick leave in free-text notes unless your employer asks you to.
4.4 Contacting us
What you write, your name and email, and your company if you give it.
4.5 Billing and the referral programme
The company's subscription, number of users, invoices and payments. If a company joins through a referral link, we record which company referred it and the rewards earned. The referring company sees how many companies joined and their status, never their names or staff.
5. Why we use it, and our lawful basis
| Purpose | Lawful basis (where we are controller) |
|---|---|
| Providing accounts and the service you or your employer signed up for | Contract, or our legitimate interest in providing a service your employer contracted for |
| Keeping the service secure, preventing abuse and fixing faults | Legitimate interests |
| Answering questions and support requests | Legitimate interests |
| Billing, referral rewards and financial records | Contract and legal obligation |
| Telling customers about important changes | Legitimate interests |
| Notification and reminder emails (each person can switch each kind off under My account, Emails I get) | Legitimate interests, and the employer's instructions |
| Welcome, setup tips, trial reminders and check-ins to company admins | Legitimate interests in helping customers use the service they signed up for |
| Marketing emails | Consent, which you can withdraw at any time |
For workforce data, the employer decides its own lawful basis, usually the employment contract and legal duties such as keeping working time and pay records. We don't sell personal data, use it for advertising, or use customer data to train AI models.
6. Who else is involved
These companies run parts of ClockinBee for us under written contracts with data protection terms. The current list, with any changes, is on our subprocessors page.
| Vendor | What it does for us | What it sees |
|---|---|---|
| Supabase, Inc. | Database, sign-in, and the emails that confirm accounts and sign-in links. Hosted in London (AWS eu-west-2). | All customer data and account data, encrypted at rest |
| Amazon Web Services | The data centre Supabase runs on, in London. | The same data, encrypted; AWS staff can't read it in normal operation |
| Vercel Inc. | Hosts the website and app, in London, with a global network that delivers pages quickly. | Each request as it passes through, and short-lived technical logs (IP address, browser, page requested) |
| Anthropic (only if your company switches on the assistant's chat) | Answers questions an admin types into the assistant, using the Anthropic account and key your own company provides. | The question typed and the company records needed to answer it (for example who is working, shifts, time off requests). Sent only when an admin uses the chat. Pay rates and payslips are never sent. |
| OpenStreetMap Foundation | Map pictures and address search when an admin places a location on the map. | The map area viewed and any address typed into the search box, with the admin's internet address. No staff data. |
| Stripe Payments Europe, Ltd. | Takes card payments, issues invoices and runs the billing portal. | Billing contact, company name and address, card details (we never see full card numbers) |
| Resend, Inc. | Sends our emails: notifications, reminders, and account emails such as welcome and trial messages. | Name, email address and the content of each email |
The assistant's chat is off until an admin enters the company's own Anthropic key; questions and the records needed to answer them are then sent to Anthropic.
We also share data with systems an employer chooses to export to or connect (such as its payroll software), which the employer controls; with professional advisers and authorities where the law requires; and with a buyer of our business, if that ever happens, under the same protections.
7. How long we keep things
| Data | How long |
|---|---|
| Workforce data | While the employer's account is open, or as the employer instructs. If a trial ends without a subscription, at least 90 days. After an account closes, 30 days to export, then deleted. Employers are responsible for keeping records as long as the law requires them to, and can export at any time. |
| Your account | While it's open, then deleted or anonymised within 30 days |
| Messages to us | Up to 2 years after the conversation ends |
| Billing and referral records | As long as tax law requires, usually 6 years in the UK |
| Hosting and security logs | Up to 90 days |
| Backups | Overwritten in a rolling cycle; deleted data leaves backups within 30 days |
8. Security
Data is encrypted in transit and at rest. Every request is checked inside the database against the person's company, role and permissions, so one company can never read another's data and people only see what their role allows. Changes are recorded in an audit log that can't be edited. Passwords are stored as one-way hashes. Read more on our security page.
9. Your rights
You can ask to see the personal data held about you, correct it, delete it, restrict or object to how it's used, or receive it in a portable format. Where we rely on consent, you can withdraw it at any time. The first request is free.
- Where we are controller: email info@renewminder.com or use our contact form. We'll reply within one month.
- Where your employer is controller: ask your employer. If you contact us, we'll pass your request to them and help them respond.
If you're unhappy with how your data is handled, you can complain to a data protection authority: in the UK, the Information Commissioner's Office (ico.org.uk); in the EU, your local authority; in South Africa, the Information Regulator (inforegulator.org.za). We'd appreciate the chance to put things right first.
10. International transfers
Our database is hosted in London. Some vendors may handle limited data elsewhere, for example to deliver web pages from a server near you or to provide support. Where personal data leaves the UK or the European Economic Area, we rely on adequacy regulations or decisions, or on the UK International Data Transfer Agreement, the UK Addendum and the EU Standard Contractual Clauses.
11. Children
ClockinBee is a workplace tool and isn't directed at children. We don't knowingly collect data from anyone under 16 except as workforce data an employer enters for young workers, for which the employer is responsible.
12. Changes to this policy
We'll publish any changes here with a new date at the top. If a change materially reduces your rights, we'll tell account holders by email or in the app at least 30 days before it takes effect.
13. Contact
For anything about privacy, email info@renewminder.com or use our contact form, or write to us at our registered office below.
Registered in England and Wales, company number 16649489
Registered office: Dephna House, 7 Coronation Road, London NW10 7PQ
Email: info@renewminder.com · renewminder.com