Privacy Notice

Effective date

Effective from: 2 November 2026

1. Who we are and how to contact us

Clockneo is supplied by Panivon Ltd, registered in England and Wales, company number 17399934. Our registered office is 426 Stockfield Road, Yardley, Birmingham, B25 8JJ, England.

For privacy questions, requests or complaints, email privacy@clockneo.com or write to that address, marked “Privacy”.

This notice explains both Panivon’s own processing and its role when a customer uses Clockneo. It is information about processing, not a request for general consent.

2. When Panivon is a controller or processor

Your employer or the business using Clockneo normally decides the purposes of workforce processing. It is the controller of employee, attendance, rota, leave, pay-preparation and related workforce information.

Panivon processes that information on the customer’s instructions under a Data Processing Addendum. This includes access to workforce information when necessary to provide support, investigate a service fault or secure that customer’s service.

Panivon separately acts as controller for its own business relationships, contract evidence, subscription administration, necessary platform protection and legal obligations, as explained below.

A person can appear in both categories. For example, an administrator’s employment records belong to the customer-controlled processing, while their correspondence with Panivon about buying a subscription belongs to Panivon’s business administration.

3. Panivon’s controller processing

In the table:

• Legitimate interests means Article 6(1)(f): we assess whether the identified business purpose is necessary and whether people’s rights override it.
• Contract means Article 6(1)(b), used only where the individual is personally a party to the contract, or asks us to take relevant steps before entering one.
• Legal obligation means Article 6(1)(c), used where an applicable legal requirement makes the processing necessary.

An employee’s details do not become necessary for a contract with that employee merely because their employer is our customer.

We keep information beyond a normal period only where a specific, documented purpose or legal requirement justifies it. We restrict access and review the need.

Notices about trial expiry, billing, access and service changes are shown in Clockneo and may also be emailed automatically to the organisation’s Primary Owner. These are service messages, not marketing.

We do not use these activities to build advertising profiles or sell personal information, and this service does not include marketing campaigns.

4. Customer-controlled workforce information

Depending on the functions used, Clockneo processes:

• employee names, contact information, employment identifiers, roles and site assignments;
• working patterns, rota, availability and ordinary leave information;
• clock actions, shifts, general breaks, corrections and attendance exceptions;
• location-check results for mobile clock actions, where the employer turns that function on;
• pay settings and payroll-preparation information;
• prayer-break records, where the employer turns prayer-break recording on: that a break was a prayer break, its start and end times, and who created or changed it;
• compliance dates and notes, and compliance documents that the employer chooses to upload, such as right-to-work evidence, student term dates, offer letters or other employment records;
• business-premises addresses, postcodes and coordinates used to set a location’s clock-in area; and
• relevant device, kiosk, notification and audit information, including records of when compliance documents are uploaded, replaced, removed or opened.

The customer provides much of this information. Workers and authorised managers also enter it, and the service generates records from their actions.

Prayer-break records can reveal a worker’s religion or belief, and some compliance documents can contain special-category or criminal-offence information. The employer decides whether to record or store this information and must have its own lawful basis and applicable condition for doing so. Prayer breaks are optional for workers, are paid and are not deducted from hours. Employers are asked not to upload health, medical or criminal-record documents unless they need them. Religion, health, criminal-record or other sensitive information must not be entered in notes, leave reasons or other fields. If such information is received unexpectedly, we restrict its handling and work with the customer to address it lawfully.

Compliance documents are stored privately and are available only to authorised users of the employer with access to the worker. They are not scanned for malware and are not deleted automatically after a retention period.

Do not email workforce records, payroll files, passwords, employee PINs or other employee information to support@clockneo.com or privacy@clockneo.com. Describe the issue without those attachments. Where that information is needed, we will arrange a separate secure transfer.

The customer must explain its purposes, lawful grounds, recipients and retention periods to its workers. Panivon’s corporate-account legitimate interests are not the employer’s lawful basis for monitoring workers.

5. Mobile location and attendance decisions

Clockneo includes optional mobile clocking with a location check. The employer turns it on separately for each location. Accepting these documents does not turn it on.

Where it is on, the worker starts the location request when they choose to clock in or out on their phone. Clockneo checks the location only at that moment.

Clockneo compares the reading with the employer’s configured area for the location and then discards the coordinates. It does not store the worker’s latitude or longitude. The record shows the result, whether it was a clock-in or clock-out, the distance from the location rounded to the nearest 10 metres, the reported accuracy, the configured radius and accuracy limit, and the relevant times. Rejected attempts are recorded as well as successful attempts.

Location-check records created before this change may also include the latitude and longitude of the reading. This update does not change those records.

Clockneo does not continuously track a worker’s background location.

Phone location can be inaccurate, delayed or unavailable. Location and attendance results can be inaccurate or incomplete. They must be reviewed by a person before an adverse employment or pay decision. A worker whose location check fails can use the location’s kiosk or ask the employer’s nominated manager to record the time. Workers should contact that manager to explain a rejected attempt or request a correction. Panivon assists the customer with technical investigation.

Panivon does not make solely automated decisions with legal or similarly significant effects about individuals through these functions.

6. Sharing information

Information is available to authorised customer users according to their roles and site permissions, and to authorised Panivon personnel where needed.

We use hosting, database, authentication, communication, payment and other technical providers identified in the Subprocessor Schedule. That schedule distinguishes providers acting on instructions from providers acting independently for particular purposes.

For example, Stripe has independent responsibilities for some payment, fraud and regulatory activities. Authentication providers may have separate controller activities described in their own notices.

We may disclose necessary information to accountants, legal advisers, insurers, incident responders, courts, regulators or law-enforcement bodies where lawful and justified.

We do not disclose an entire workforce database merely because a limited business or legal disclosure is necessary.

7. International processing and safeguards

Clockneo uses providers with operations in the UK, the European Economic Area and the United States. A UK hosting region does not mean every provider support, administration, log or backup operation takes place in the UK.

The Subprocessor Schedule identifies the processing locations and applicable transfer arrangements for each enabled service.

For transfers covered by UK adequacy regulations, we rely on the applicable adequacy route. Where a United States recipient’s participation in the UK Extension to the Data Privacy Framework is the route relied on, we check that the certification covers the recipient and relevant information, including employment-related information where applicable.

For other restricted transfers, we use the applicable UK International Data Transfer Agreement or the UK Addendum to the European Commission’s Standard Contractual Clauses, with the relevant assessment and additional safeguards where required.

We do not treat a provider’s general statement about compliance as proof that a particular transfer is covered.

You can obtain information about the safeguard applying to your data, and a copy of the relevant safeguards, by emailing privacy@clockneo.com. We may redact confidential commercial information or information that would compromise security, while providing the substance necessary to explain the protection.

8. Retention and deletion

The table above explains Panivon’s controller retention.

For workforce information, the customer determines retention. Clockneo does not currently delete attendance or location-check records automatically. There is no control in Clockneo for customers to delete location-check records themselves. They remain with the related attendance records until the customer instructs us to delete them or the service ends. Panivon will tell customers before it introduces an automatic deletion period for location-check records. The customer should decide how long it needs these records and explain this to workers.

Prayer-break records are kept with the related attendance records on the same basis. Turning prayer-break recording off does not delete them.

Compliance documents remain until an authorised user removes or replaces them, the worker is permanently deleted, or the service ends. Those actions delete the stored file. Archiving a worker does not delete their compliance documents; they stay available to the customer’s authorised users. In earlier versions of Clockneo, archiving hid a worker’s compliance documents without deleting the stored files; the customer can ask us to delete them.

When the service ends, the customer has a 30-day exit period to obtain an export unless it instructs earlier deletion. Deletion from active systems then follows without undue delay, using a controlled manual procedure. We tell the customer if it will take longer than 30 days.

Our database provider keeps a rolling recovery history of the production database, currently six hours, so deleted information remains recoverable from that history until the period passes. Before significant maintenance or changes, Panivon may also make a manual database snapshot or branch copy. These copies do not expire automatically. We restrict access to them, do not use them for ordinary operation and delete them when they are no longer needed for that recovery purpose.

Other providers keep backups and logs under their own retention arrangements. If information is restored from any recovery copy, we re-apply deletions before it returns to ordinary use.

Limited contract, accounting and claims records may remain separately under Panivon’s controller retention. This does not extend the retention of the workforce database.

9. Your rights

Depending on the processing and applicable conditions, you may ask for access, correction, erasure, restriction or a portable copy of your information.

You may object to processing based on legitimate interests, for reasons relating to your situation. We will assess the objection and stop unless the law permits us to continue.

Portability generally applies to relevant automated processing based on consent or a contract with you. It does not apply to every business record.

Where we rely on consent for a particular optional activity, you may withdraw it through the relevant control or by contacting us. Withdrawal does not affect processing that was lawful before withdrawal.

For workforce records, contact your employer or the customer controller. If you contact Panivon, we will help identify the responsible organisation and assist it without making unauthorised changes or disclosures.

For Panivon-controlled information, contact privacy@clockneo.com. We may request proportionate information to verify identity or clarify the request. We normally respond within one month; statutory extensions or other lawful timing rules may apply.

10. Complaints

You have the right to complain to Panivon about our handling of personal information. Email privacy@clockneo.com, or write to our registered office.

We will acknowledge a data-protection complaint within 30 days, make appropriate enquiries, keep you informed and tell you the outcome without undue delay.

You may also complain to the UK data-protection regulator through the ICO complaints service (https://ico.org.uk/make-a-complaint/). Contacting Panivon first can help resolve the issue, but this notice does not remove your statutory complaint rights.

11. Information you need to provide

We need accurate identity, authority and contact information to establish an administrative account and business agreement. Without necessary details, we may be unable to provide access, deal with a request or administer a subscription.

Billing information is needed to administer payment and meet applicable record-keeping obligations. Optional enquiries and optional notification features do not require you to provide unrelated information.

Your employer must explain which workforce information it requires, why it requires it and the consequences of not providing it. Allowing location access in a browser or on a device is not consent under data-protection law and is not the employer’s lawful basis for the location check. The employer must identify its own lawful basis and explain it to workers.

12. Security, cookies and updates

We use access restrictions, tenant and role controls, protected credentials, encrypted transport, incident procedures and other measures appropriate to the processing. No system can promise absolute security.

The Cookie Notice explains browser storage and similar technologies.

We version this notice and explain material changes through an appropriate channel. Where information comes from your organisation rather than directly from you, we provide the relevant privacy information within the applicable legal timeframe.