Terms of service

1. Accepting these terms

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”). These terms are the agreement between us and the business that uses ClockinBee (the “customer”), and they also apply to the people who use it on the customer's behalf (“users”).

By creating a company account, or by using ClockinBee, you agree to these terms. If you accept them for a business, you confirm you have authority to bind that business. ClockinBee is for businesses and other organisations; it isn't sold to consumers.

Our privacy policy, data processing terms and, if you take part, the referral programme rules in section 12 form part of these terms.

2. The service

ClockinBee lets a business record working time from phones and computers, check location at clock-in where it chooses to, manage time off and balances, apply its own overtime, time off and public holiday rules to each person, approve timesheets and time off, keep pay details, produce reports and payslips, import data from spreadsheets, and export results to other systems such as payroll and accounting software.

We keep improving ClockinBee and may change how it works. We won't remove a core feature you rely on without at least 30 days' notice, and if a change materially reduces what you've paid for you can cancel before it takes effect.

3. Availability and support

3.1 Availability

We aim to keep ClockinBee available 99.5% of the time in each calendar month, measured by whether people can sign in and clock in. This doesn't count planned maintenance we tell you about at least 48 hours ahead (kept short and, where we can, outside UK working hours), problems caused by the customer's own devices, networks or settings, or events outside our reasonable control.

3.2 Service credits

If we miss that target in a month while you're a paying customer, ask us within 30 days of the month ending and we'll credit part of that month's fee against your next bill:

Credits are your only financial remedy for availability, they can't be exchanged for cash, and they don't apply during the free trial.

3.3 Support

Support is by email and our contact form. We aim to reply within one working day (Monday to Friday, UK time), and sooner when nobody in your company can clock in.

4. Accounts and users

• Give accurate details, keep sign-in details secure and don't share accounts. Tell us straight away if you think someone else has used one.
• The customer decides who to invite, which role and permissions each person has, and which locations and people managers can see. It's responsible for what its users do in ClockinBee.
• Users must be old enough to work lawfully where they are. The customer is responsible for meeting any rules that apply to young workers.

5. Acceptable use

Don't use ClockinBee, or let anyone else use it, to:

• break the law, or monitor people in ways the law doesn't allow;
• record false hours, or alter records to avoid paying people what they're owed;
• try to get around security, permissions or location checks, or access another company's data;
• overload, probe or scan the service, or use automated means to access it except through features we provide for that;
• copy, reverse engineer or resell the service, or use it to build a competing product;
• upload malicious code, or content that is unlawful or infringes someone else's rights.

6. Free trial, fees and payment

6.1 Free trial

New companies get a 1 month (30-day) free trial with every feature, without a card (60 days if they joined through a referral link). If you don't subscribe when the trial ends, the account becomes read-only: people can still sign in, see and export their records, but new clock-ins, time and time off are paused. We keep the data for at least 90 days so you can subscribe and carry on where you left off.

6.2 Price

After the trial, ClockinBee is charged per user each month, in US dollars, at the price on our pricing page when you subscribe. A user is anyone on your team who is not inactive or marked as left, including people you have invited who have not signed in yet. Inactive people and people who have left are free. The price is per user, whether or not that person worked in the month. Every feature is included. The price per user may be lower for larger teams, as shown on the pricing page.

6.3 Billing

• Billing is monthly: each month we charge for the number of users on your subscription. There is no minimum term and no yearly payment.
• Your bill follows your team automatically: when you add someone, make someone inactive or mark someone as left, ClockinBee updates your subscription, and part-month changes are prorated on your next invoice. You never need to change the number of users yourself. Plan and billing shows the number of users and each change to it.
• Prices exclude VAT and other taxes, which we add where the law requires.
• Fees already paid aren't refunded, except where we charged in error or the law requires a refund.
• If a payment fails and isn't fixed within 14 days of us telling you, the account may become read-only until it is.

6.4 Price changes

We'll give at least 30 days' notice of a price change by email and in the app. If you don't agree, you can cancel before it takes effect.

7. Pay, payslips and other figures

ClockinBee works out overtime, time off, labour costs, estimated gross pay and payslips from the rules, pay details and approvals the customer enters. Please read this section carefully:

• They are estimates, not advice. Figures are not legal, tax, accounting or payroll advice, and ClockinBee is not a payroll bureau.
• No tax calculations. ClockinBee doesn't calculate income tax, National Insurance, social security, pension auto-enrolment or other statutory deductions, and it doesn't file anything with tax authorities. Payslips show pay before tax; the customer's payroll provider handles the rest.
• The customer checks them. The customer is responsible for its settings (including minimum wage, working time and holiday pay rules where it operates) and for checking figures before paying anyone or filing anything.
• Contractors. Marking someone as a contractor in ClockinBee doesn't decide their employment status for tax or employment law. That's the customer's responsibility.

8. Location checks and telling your staff

Location checks are off unless the customer turns them on for a location. When on, ClockinBee asks the phone for its position once, at the moment someone clocks in; it doesn't track people during or outside their shifts.

The customer is responsible for having a lawful basis for any location check and for the rest of its staff's data, for telling its staff clearly how ClockinBee is used (including location checks, who can see pay and how timesheets are approved), and for any consultation its staff or their representatives are entitled to.

9. Your data

• Ownership. The customer owns the data it and its users put into ClockinBee (“customer data”). We may use it only to provide, secure, support and improve the service, as set out in our privacy policy and data processing terms. We don't sell it or use it for advertising.
• Export. The customer can export its records at any time, including during a read-only period and for 30 days after closing its account.
• Security. We protect customer data with the measures described on our security page.
• Breaches. If a personal data breach affects customer data, we'll tell the customer without undue delay, and within 48 hours of becoming aware of it where we can.
• Usage information. We may use anonymous, aggregated information about how ClockinBee is used (that can't identify the customer or any person) to run and improve it.

10. Intellectual property

We own ClockinBee, including its software, design, documentation and brand. While these terms apply, we give the customer a non-exclusive, non-transferable right for its users to use ClockinBee for the customer's own business. The customer may show its own name and colour in the app; that doesn't transfer any rights in ClockinBee.

If you send us ideas or feedback, we may use them freely without any obligation to you.

11. Integrations and other systems

When the customer exports to, imports from or connects another system (such as payroll, accounting or HR software, Zapier or a webhook), that system's own terms and privacy policy apply to it. We aren't responsible for other systems, for changes their providers make that stop a file or connection working, or for how they use data the customer sends them. We'll keep our export layouts up to date where we reasonably can.

12. Referral programme

If the customer takes part in our referral programme:

• The reward chosen when a referred company signs up applies to that company. Rewards start once the referred company has paid for two months, and are worked out from what it actually pays us.
• Rewards are earned by the referring business, not by an individual, and are paid as account credit or by bank transfer once at least $25 is owed. The customer is responsible for any tax on rewards.
• There's no reward for referring yourself, a company you already run or control, or a company that was already a customer. Each company can be referred only once.
• Don't send unsolicited bulk messages, bid on our brand in search ads or pretend to be us.
• We may withhold or reverse rewards that come from breaking these rules, from refunded or disputed payments, or from fraud. We'll give 30 days' notice of changes to the programme; rewards already earned stay earned.

13. Our promises, and their limits

We promise to provide ClockinBee with reasonable skill and care, and substantially as described on our website and in our help centre. If it doesn't work as described, tell us and we'll fix it within a reasonable time; if we can't, the customer can end the agreement and we'll refund any fees paid for the period after it ends.

Apart from that, and to the extent the law allows, ClockinBee is provided “as is”. We don't promise it will be uninterrupted or error-free, that it will meet every requirement the customer has, or that its figures are correct for the customer's situation (see section 7). Location readings depend on the phone and can be inaccurate.

14. Limitation of liability

• Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that can't be limited by law.
• Neither of us is liable to the other for loss of profit, revenue, business, contracts, goodwill or anticipated savings, or for indirect or consequential loss.
• We aren't liable for underpayments, overpayments, tax, penalties or claims that result from the customer's rules, settings or pay details, from records its users entered or approved, or from figures it didn't check.
• Otherwise, each party's total liability arising from these terms in any 12 months is limited to the fees the customer paid us in those 12 months, or £100 if that's more. This limit doesn't apply to the customer's duty to pay fees or to the indemnities in section 15.

15. Indemnities

From the customer. The customer will cover our reasonable losses and costs from a claim by a third party (including its own staff or a regulator) arising from the customer's breach of section 5 or 8, or from customer data it had no right to give us.

From us. We will defend the customer against a claim that its proper use of ClockinBee infringes someone else's intellectual property rights, and cover damages awarded against it. If such a claim is made, we may change the service so it doesn't infringe, get the right for the customer to keep using it, or end the agreement and refund prepaid fees. This doesn't cover claims caused by customer data, by combining ClockinBee with something we didn't provide, or by changes we didn't make.

Whoever is asking to be covered must tell the other promptly, let them control the defence, and help reasonably, at their cost.

16. Suspension and ending the agreement

• The customer can cancel any time from the app or by contacting us. Billing stops at the end of that month.
• We may suspend access, as narrowly as we reasonably can, if fees remain unpaid as described in section 6, to stop a security threat or abuse, or if the law requires it. We'll tell the customer and restore access once the reason is fixed.
• Either of us may end the agreement straight away by notice if the other seriously breaks these terms and doesn't put it right within 30 days of being asked to, or becomes insolvent. We may also end it with 90 days' notice if we stop offering ClockinBee, refunding any prepaid fees.
• When the agreement ends, the customer has 30 days to export its data before we delete it, as set out in the privacy policy. Sections 7, 9, 10, 13, 14, 15, 18 and 19, and any fees owed, continue to apply after it ends.

17. Changes to these terms

We may update these terms. We'll give at least 30 days' notice of material changes by email to the account owner and in the app; smaller changes, such as clarifications, take effect when we publish them. If you don't agree to a material change, you can cancel before it takes effect. The dates at the top show the current version.

18. Law and disputes

These terms, and any dispute about them or ClockinBee, are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

If something goes wrong, please contact us first. We'll try in good faith to resolve it within 30 days before either of us goes to court. Either of us can still ask a court for urgent relief at any time.

19. General

• These terms, with the documents they refer to, are the whole agreement between us about ClockinBee and replace anything discussed before. Purchase orders and other terms the customer sends don't apply.
• If part of these terms can't be enforced, the rest still applies. Not enforcing a right straight away doesn't mean giving it up.
• The customer may not transfer these terms without our written agreement. We may transfer them to a company that takes over ClockinBee, and we'll tell the customer if we do.
• Neither of us is responsible for delays or failures caused by events outside our reasonable control.
• Only the customer and we have rights under these terms; nobody else can enforce them under the Contracts (Rights of Third Parties) Act 1999.
• Each party must follow the sanctions and export control laws that apply to it, and the customer must not let anyone on a sanctions list, or in a country under comprehensive sanctions, use ClockinBee.
• We'll send notices to the account owner's email or show them in the app. Send yours to info@renewminder.com or by post to our registered office.

20. Contact

Questions about these terms? email info@renewminder.com or use our contact form. Our company details are below.