Terms of Service

Effective date

Effective from: 2 November 2026

1. Who supplies Clockneo

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

In these Terms, “we”, “us” and “Panivon” mean Panivon Ltd. “You” and “Customer” mean the UK business that accepts this agreement and is recorded in Clockneo.

Contact us at support@clockneo.com. Privacy and data-protection enquiries should be sent to privacy@clockneo.com.

2. Business eligibility and formation of the agreement

Clockneo is supplied under these Terms for business use only. You must be acting in the course of a business and have a UK business address. These Terms are offered to UK business customers who take Clockneo by public self-service. Accepting them does not open supply to a business outside the United Kingdom, and it does not change a separate arrangement already in place with an existing organisation. These Terms do not offer a consumer service.

Before acceptance, we identify your legal contracting name, business address and, where applicable, company number. A trading name or the name displayed in Clockneo does not replace that legal identity.

The person accepting confirms that they are authorised to enter into this agreement on your behalf.

The agreement takes effect when your authorised representative accepts these Terms and the incorporated Data Processing Addendum through the approved acceptance process and Clockneo records that acceptance and confirms the organisation’s access. A failed or incomplete submission does not create an agreement.

Before submitting, you can review the documents and correct the organisation information. Contact support if the legal customer information needs correction. The agreement is made in English. We retain its accepted version and make a copy available to you.

Accepting these Terms does not itself authorise a payment. A paid subscription requires the separate subscription process described below.

3. Documents forming the agreement

The agreement comprises:

• these Terms;
• the Data Processing Addendum, including its processing and security annexes;
• the Subprocessor Schedule, as changed in accordance with the DPA; and
• the organisation details recorded at acceptance, which identify the customer.

The Privacy Notice and Cookie Notice explain relevant processing and browser technologies. Acknowledging the Privacy Notice is not consent to all processing and does not convert it into a contractual warranty.

The DPA prevails over conflicting provisions concerning the processing of Customer Personal Data. Mandatory transfer terms prevail where they are required to do so. The organisation details recorded at acceptance identify the customer. They cannot reduce mandatory data-protection obligations.

Other website descriptions, support articles and third-party terms are not incorporated merely because they are linked. Neither party’s purchase-order conditions apply unless expressly agreed in writing.

4. The service

Clockneo provides workforce time and attendance administration, ordinary break records, workforce records, payroll-preparation tools, rota functionality, optional mobile clocking with a location check, optional prayer-break recording, optional storage of employee compliance documents, optional address and postcode lookup when setting a location, and an optional map preview of a location’s clock-in area.

Clockneo is offered to public self-service customers as one subscription. It includes all of these functions and an unlimited number of employees. There is a single public offering, and no charge depends on the number of employees. The price depends on the number of active locations, as set out in clause 7. There is no public free tier.

Mobile clocking is included at no extra charge. It is off for each location until an authorised owner or manager turns it on for that location. Clause 11 describes how it works.

Prayer-break recording, compliance-document storage, address and postcode lookup and the map preview are also included at no extra charge. Prayer-break recording is off until an authorised owner turns it on for the organisation, or an authorised owner or manager turns it on for a location, and confirms the employer acknowledgement that Clockneo shows. The other functions are used only when an authorised user chooses to use them. Clause 11 describes your responsibilities for each of them.

Prayer-break records and some compliance documents can contain special-category or criminal-offence information. You may record or store that information only through those functions, and only where you have decided it is necessary and have your own lawful basis and applicable condition for it. You must not enter religion, health, criminal-record or other special-category information in notes, leave reasons or any other field. If such information is received unexpectedly, we restrict its handling and work with you to address it lawfully.

You must not use the service to make automated adverse employment or pay decisions. Attendance records and payroll-preparation outputs have to be reviewed by a person before they are relied on.

Ordinary attendance, general breaks, employee administration, kiosk clocking, rota, availability and ordinary leave functions are included, subject to the conditions above.

5. Accounts, access and acceptable use

You must provide accurate account information, appoint authorised administrators and keep permissions appropriate to each person’s role.

You must take reasonable steps to protect account credentials, employee PINs, kiosk devices and recovery contacts, remove access when it is no longer required, and report suspected compromise promptly.

You are responsible for instructions given by your authorised users, except to the extent that unauthorised activity results from our breach of this agreement.

You must not use Clockneo unlawfully, upload malicious material, interfere with the service, evade access controls, access another customer’s information, or infringe another person’s rights.

You must not place payment-card details, passwords or unnecessary sensitive personal information in workforce records or support messages.

6. Trial

An eligible customer may receive a 30-day trial without providing a payment card. The trial runs for 30 consecutive periods of 24 hours from the recorded start. Billing displays its end time.

The trial is subject to Clockneo’s self-service eligibility and prior-redemption checks. A person who has already redeemed the self-service trial cannot obtain another by creating another organisation. Cancelling a subscription or creating another account does not restart or extend an existing trial or create an entitlement to another one.

A trial does not automatically become a paid subscription. If you do not subscribe, no subscription fee is charged merely because the trial ends.

At trial expiry, new operational activity is restricted. Existing records, available payroll-preparation and export functions, safe completion of open shifts or breaks, and billing recovery remain available during the exit period, subject to necessary security restrictions.

You may subscribe before the trial ends. When you complete Checkout and a paid subscription is successfully created, the paid billing period starts immediately. Unused trial time is not added to it. Opening a Checkout page alone does not start a paid subscription.

7. Price and billable locations

Billing is monthly in pounds sterling. The price is £30 for each active location per month. This is a service price excluding VAT.

Your organisation has one subscription. Its quantity is the number of your organisation’s active locations.

The number of employees does not affect the price. Employees are unlimited, and creating, archiving or restoring an employee does not change your charge.

An archived location is not an active location and is not counted. A deleted location no longer exists and is not counted. Restoring an archived location makes it active again, and it is counted from then.

A paid subscription requires at least one active location. Checkout cannot be completed unless at least one location is active.

There is no annual commitment, free tier or separately priced add-on under this offer. This price does not apply to, and does not change, a separate arrangement already in place with an existing organisation.

8. Billing, quantity changes and tax

Subscription charges are payable monthly in advance. Changes during a billing period may create adjustments.

When a location is created, restored, archived or permanently deleted, Clockneo reconciles the subscription quantity with Stripe so that it matches the current number of active locations. Adding or restoring a location creates a prorated charge for the remaining part of the current billing period. Archiving or deleting a location creates a prorated credit for that remaining part. Adjustments appear on the next invoice. A credit reduces a later invoice; it is not normally paid out as an immediate cash refund. A change that Stripe has not yet applied is retried, so an adjustment can appear after the location change.

You must keep your legal billing name, UK billing address and payment details accurate. Panivon remains your supplier and merchant. Stripe provides payment infrastructure; it does not replace Panivon as the supplier of Clockneo.

We do not store full payment-card details in Clockneo.

At this version’s effective date, Panivon is not VAT registered and does not charge UK VAT. If VAT registration or another applicable tax obligation takes effect, we will charge tax only where legally due, show it appropriately and notify you as reasonably practicable. The service price above remains exclusive of VAT.

Contact support promptly if you believe an invoice is wrong. We will investigate a genuine dispute and correct an established error.

If payment is collected but paid access cannot be supplied because eligibility checks fail, contact support. We will investigate and arrange the appropriate correction or refund for service that cannot be supplied.

9. Price changes

We will give at least 30 days’ notice of an increase in the price per active location. The increase will apply no earlier than the first renewal after that notice period. You may cancel before it takes effect.

A change in the number of your active locations is not a general price increase. It is charged as described in clauses 7 and 8. Legally required tax changes are dealt with under clause 8.

10. Cancellation, payment failure and renewal

Subscriptions renew monthly until cancelled.

The Primary Owner may schedule cancellation through Billing, or you may ask support to help. A scheduled cancellation takes effect at the end of the paid period, and the subscription stays active until then. You may undo a scheduled cancellation before it takes effect.

While a paid subscription has not ended, including while payment is overdue or a cancellation is scheduled, your last active location cannot be archived or deleted. Clockneo does not cancel a subscription because of a location change; to stop billing, cancel the subscription as described above. A Checkout that you have started also keeps your last active location in place until that Checkout session has ended.

Ordinary cancellation does not refund a partly used month. This does not remove an express refund right elsewhere in the agreement or a right arising from our breach.

When cancellation takes effect, paid operational access is restricted and the exit provisions apply. Starting again requires a new subscription; it does not revive an ended subscription or provide another trial.

If payment fails, the applicable grace deadline is shown in Billing. We may restrict new operational activity when that deadline expires or the payment provider reports a terminal subscription state. Existing records, available payroll-preparation and export functions, safe completion of open shifts or breaks, and billing recovery remain available during the applicable exit period, unless a security or legal reason requires a narrower restriction.

11. Your responsibilities as an employer and controller

You decide why and how your workforce uses Clockneo. You are responsible for:

• having appropriate lawful grounds for workforce processing;
• providing information to workers and carrying out required consultation;
• deciding whether monitoring is necessary and proportionate;
• assigning appropriate permissions;
• configuring attendance, breaks, rounding, pay and rota rules accurately;
• deciding and documenting retention requirements;
• reviewing exceptions and correction requests fairly; and
• complying with your employment, pay, record-keeping and data-protection obligations.

These responsibilities do not excuse Panivon from its own contractual or legal obligations.

Where you turn on mobile clocking for a location, Clockneo checks the employee’s device location only when the employee starts a clock-in or clock-out on their phone. It does not continuously track the employee or collect their location in the background.

Clockneo compares that reading with the area you configured for the location and then discards the coordinates. For successful and rejected attempts, it records 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.

Phone location can be inaccurate, delayed or unavailable. A rejected attempt is not, by itself, proof that a worker was absent or acted improperly. Before you turn on mobile clocking, you must provide a practical alternative, such as the location’s kiosk or a manager recording the time, and a human review and correction route.

A browser or device location permission is not consent under data-protection law and is not your lawful basis for the location check. You must identify your lawful basis, inform workers, and assess whether a data protection impact assessment is required before you turn it on.

Prayer-break records can reveal a worker’s religion or belief. Before you turn prayer-break recording on, you must identify your lawful basis and an applicable condition for processing special-category data, assess whether a data protection impact assessment is required, and tell workers what is recorded, who can see it, how long you keep it and that using prayer breaks is optional. Panivon does not choose a lawful basis or condition for you. Clockneo records which version of the acknowledgement was confirmed, by whom and when. Prayer breaks are started by the worker, or added or reclassified by a manager when correcting a shift. They are paid and are not deducted from hours. Turning prayer-break recording off stops new prayer breaks but does not delete existing records.

You decide which compliance documents are necessary to store for each worker. Clockneo accepts PDF, JPEG and PNG files of up to 4 MB each. Do not upload health or medical records, criminal-record checks or other special-category documents unless you have identified a lawful basis and applicable condition and need to keep them. Uploads in the “Other” category require a confirmation that the document is needed. Clockneo records when an authorised user uploads, replaces, removes or opens a stored document; the record of opening a document does not include its file name or contents. Clockneo does not scan uploaded files for malware or delete documents automatically after a retention period; you must review and remove documents you no longer need. Removing or replacing a document, or permanently deleting a worker, deletes the stored file. Archiving a worker does not delete their documents: authorised users can still open or remove them, and they are left out of review reminders while the worker is archived. In earlier versions of Clockneo, archiving hid a worker’s documents without deleting the stored files; contact support to have those files deleted.

Address search and postcode lookup are for business premises only. Do not search for a worker’s home address or include names or other personal information in a search. Clockneo sends the search text or saved postcode from its server to the lookup providers listed in the Subprocessor Schedule. A result is a suggestion: check the location before relying on it. You can always set a location from a device at the premises or by entering coordinates.

The map preview is loaded only when an authorised user chooses to load it. Loading it connects that user’s browser to the OpenStreetMap Foundation, as described in the Cookie Notice. The clock-in area works without it.

12. Payroll preparation and human review

Clockneo helps organise attendance and prepare payroll information. We will exercise reasonable skill and care in providing those functions.

You must review outputs before making payments or employment decisions, including unusual hours, missing records, corrections, break treatment, pay rates, rounding and scheduled-shift settings. Clockneo does not automatically apply overtime multipliers.

Clockneo is not the customer’s payroll filing service and does not determine employment-law compliance on the customer’s behalf.

You must retain the records and exports needed for your own statutory obligations and maintain a practical alternative attendance process during an interruption.

13. Availability, support and security

We will provide Clockneo with reasonable skill and care and take reasonable steps to maintain its availability and protect the information entrusted to us.

We do not promise uninterrupted or error-free operation, a particular uptime percentage, or guaranteed response or recovery times.

Email support is monitored Monday to Friday, excluding public holidays in England. Contact support@clockneo.com. Suspected personal-data incidents should also be reported to privacy@clockneo.com.

We may carry out maintenance and will give reasonable notice of planned work likely to cause material interruption where practicable.

We will maintain appropriate security and recovery arrangements under the DPA. You should retain relevant payroll and business exports, but doing so does not remove our responsibility for our own breach.

14. Suspension and termination

We may suspend the affected access where reasonably necessary to address unlawful use, a serious security threat, material interference with the service, a material contractual breach or unresolved payment failure.

We will use proportionate restrictions, explain the reason where lawful and practicable, and restore access when the cause is resolved. Immediate action may be necessary to protect people, data or the service.

Either party may terminate for a material breach that is not remedied within 14 days after written notice identifying the breach, where it can be remedied. A party may terminate immediately where the breach cannot reasonably be remedied or continued performance would be unlawful.

We may discontinue the service or end this agreement for convenience on at least 30 days’ written notice. We will refund prepaid fees attributable to a period after our termination takes effect.

If you terminate because of our unremedied material breach, we will refund prepaid fees for the unused period after termination. Other remedies remain subject to clause 17.

At the end of a trial that does not convert, or when a subscription ends, the agreement continues only for the exit period and provisions intended to survive, unless a new subscription is agreed.

15. Customer data and intellectual property

You retain your rights in the information, documents and other content you provide to Clockneo.

You grant us a limited licence to host, copy, transmit, organise and otherwise use that content only as necessary to provide and secure the service, carry out your lawful instructions and meet our legal obligations. Personal data remains subject to the DPA and Privacy Notice as applicable.

We retain our rights in Clockneo’s software, design, documentation and other service materials. During the agreement, we grant your authorised users a non-exclusive right to use the service for your internal business purposes within the agreed scope.

Neither party gains ownership of the other’s intellectual property merely by entering into this agreement.

16. Confidentiality and data protection

Each party must protect the other’s confidential information with reasonable care, use it only for the agreement’s purposes and disclose it only to people who need it and are subject to appropriate confidentiality duties.

This does not cover information that the receiving party can show was lawfully public, already lawfully known, independently developed or lawfully received without a confidentiality restriction.

A legally required disclosure is permitted. Where lawful, the disclosing party will give advance notice and limit the disclosure to what is required.

Confidentiality obligations continue for three years after the agreement ends, and longer for personal data, credentials and information that remains a trade secret.

For Customer Personal Data, you act as controller and Panivon acts as processor as described in the DPA. Panivon’s separate controller activities are explained in the Privacy Notice. Handling workforce data during support or service security does not, by itself, make Panivon its independent controller.

17. Liability

Nothing in this agreement excludes or limits liability for:

• death or personal injury caused by negligence;
• fraud or fraudulent misrepresentation; or
• any liability that cannot lawfully be excluded or limited.

Subject to the exceptions above, Panivon’s total liability to you for ordinary claims arising from this agreement in each contract year is limited to the greater of £250 and the subscription fees paid or payable for the relevant organisation during the preceding 12 months, calculated as described below. Ordinary claims exclude the confidentiality and data-protection claims covered by the higher limit below.

For Panivon’s breaches of confidentiality or data-protection obligations, including obligations under the DPA, Panivon’s total liability to you in each contract year is limited to the greater of £1,000 and twice those subscription fees.

A contract year is each successive 12-month period from formation of this agreement. A claim is allocated to the contract year in which the event giving rise to it occurred. A series of related events is treated as one event occurring when the first event occurred. Subscription fees are measured during the 12 months immediately before that event, without counting the same fee twice. If several unrelated events give rise to claims in the same contract year, the highest preceding 12-month subscription-fee amount for those events is used to calculate that year’s aggregate limits.

These are aggregate limits for each contract year, not separate limits for each claim. Ordinary claims remain subject to the ordinary limit. Where both categories arise in a contract year, Panivon’s combined liability for all capped claims cannot exceed the higher limit. If the same loss falls within both categories, the higher limit applies to that loss; the ordinary and higher limits are not added together.

The same minimum amounts of £250 and £1,000 apply during a free trial and whenever no subscription fees have been paid or are payable. These are contractual limits, not statutory maximums. The limits and other restrictions in this clause apply to contractual, negligence and other claims arising from the agreement only to the extent the law permits.

Neither party is liable to the other for indirect or consequential loss in the legal sense. Loss is not excluded merely because it involves data, payroll, business interruption or lost profit. Reasonable, foreseeable direct costs of investigating an incident, restoring data, correcting records or re-performing payroll preparation may be recoverable where caused by a breach, subject to the applicable limit in this clause and the ordinary rules governing recovery.

Each party must take reasonable steps to reduce its loss. Neither party may recover twice for the same loss.

Fees properly due and refunds expressly payable under this agreement are not reduced by the damages limits in this clause.

These provisions do not reduce mandatory data-protection obligations or subprocessor responsibility, restrict individuals’ statutory rights or a regulator’s powers, or limit any statutory right of contribution under Article 82(5) of the UK GDPR to the extent that right cannot lawfully be limited. Mandatory data-transfer instruments prevail where their terms require. These provisions do not transfer regulatory fines from one party to the other.

18. Data return and deletion

During the agreement, authorised users can download the exports that Clockneo provides, including payroll-preparation exports. Clockneo does not currently provide a self-service export of all organisation data.

You may request a support-assisted export of your Customer Data during the agreement and for 30 days after operational service ends (the exit period). One exit export is included without an additional fee.

We will provide the export in commonly used, machine-readable formats, such as CSV files, with a description of its contents, through a secure delivery method agreed with you. It will exclude credentials, PIN hashes, security secrets and other customers’ information. We will tell you when to expect it, and we will delete our temporary working copies once delivery is complete.

You may instruct us to return and then delete Customer Personal Data, or to delete it without return. If you give no different instruction, we will keep it until the exit period ends and then delete it.

Deletion of an organisation’s data is carried out by Panivon personnel using a controlled manual procedure. We will begin it promptly after a verified deletion instruction or the end of the exit period, complete it without undue delay and give you a written completion statement. If we expect deletion from active systems to take longer than 30 days, we will tell you why and when we expect to finish.

Archiving an employee does not delete their records. Where Clockneo does not let you delete a record yourself, for example an employee with attendance history, you may ask support to delete it on your instruction.

Deleted information may remain for a limited period in database recovery history and in recovery copies, as described in the DPA. It is not used for ordinary operation.

We may retain separate, limited records required by law or necessary for our own lawful contract, accounting and claims purposes, including the record of your acceptance of these documents. This does not permit us to keep the customer’s workforce database merely because a dispute is possible.

The DPA governs Customer Personal Data and prevails over this clause in case of conflict.

19. Notices and changes

Routine notices may be delivered in Clockneo or to the Primary Owner’s registered email address. Material contractual, price, subprocessor and termination notices will be sent by email.

Send contractual notices to support@clockneo.com, or by post to our registered office. Send privacy notices and requests to privacy@clockneo.com.

An email notice takes effect when delivered to the recipient’s mail system, provided the sender has not received a failure notification. A notice delivered outside normal business hours is treated as received on the next business day. Formal court proceedings must be served under the applicable procedural rules.

We will version material changes to these Terms and normally give at least 30 days’ notice. They will apply prospectively, no earlier than the next renewal after that period. Where required by the acceptance process, an authorised representative must accept the revised documents.

We may make a change sooner where required by law or necessary to address a serious security risk, explaining it as soon as practicable. We will not use that exception to introduce an unrelated price increase or remove accrued rights.

If a material change disadvantages you, you may end the affected service before it applies. Where an immediate change materially prevents the agreed use, you may terminate and receive a refund of the unused prepaid period.

Earlier accepted versions remain available as contract evidence.

20. General provisions

Neither party may assign the agreement without the other’s written consent, which must not be unreasonably withheld. Panivon may transfer it as part of a sale or reorganisation of the Clockneo business if the successor assumes the obligations, the transfer does not materially reduce your protection and you receive advance notice where practicable.

Neither party is liable for a delay caused by events genuinely beyond its reasonable control if it takes reasonable steps to limit the effects and resumes performance promptly. This does not excuse avoidable failures, payment obligations already due, or mandatory data-protection duties. If the affected service cannot substantially be provided for 30 consecutive days, you may terminate it and receive a refund of unused prepaid fees.

If a provision is unenforceable, the remainder continues so far as it can operate lawfully. A delay in exercising a right does not waive it.

The agreement records the agreed terms for the service. It does not exclude liability for fraud or any representation or obligation that cannot lawfully be excluded.

No person other than the parties has a contractual right to enforce these Terms, except where a mandatory data-transfer instrument or law provides otherwise.

Payment obligations already accrued, confidentiality, intellectual property, liability, data exit, relevant DPA obligations and dispute provisions survive termination as necessary to give them effect.

The agreement is governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction over contractual disputes, without limiting mandatory statutory rights.