Terms of Service

1. Agreement

These terms are between you and TempClock ("TempClock", "we", "us"). By using TempClock ("the Service") you agree to them. If you use the Service for an organisation, you confirm you can bind that organisation. Where you have signed an order form, a written agreement or a terms addendum with us, that document takes priority over these terms where they differ.

2. The Service

TempClock provides kiosk clock-in (face match, badge and PIN), time and attendance, shift scheduling, client approvals, payroll and invoicing exports, reporting and the related web consoles, client portal, worker self-service pages and REST API. We may improve or change features. We will give reasonable notice before removing a feature you rely on.

3. Accounts

You must give accurate information and keep sign-in details secure. You are responsible for activity under your users' accounts, for who you give access to, and for switching on two-factor sign-in for your users. Tell us at once about any unauthorised access.

4. Pricing

All prices are in GBP and exclude VAT.

• •Site charge: £150 per active site per month. When you have 10 or more active sites on the standard price, the site charge is reduced by 25%.
• •Per-worker charge: each calendar month we also charge for each worker who clocks a shift on 2 or more different days in that month. Workers who clock on fewer days are not charged. The rate is banded and marginal: 45p each for the first 50 such workers, 35p each for workers 51 to 250, and 25p each above 250. For example, 600 such workers cost £22.50 + £70.00 + £87.50 = £180.00 for the month.
• •SMS add-on (optional): text messages to workers are an optional monthly add-on at £25.00 per month (pro rata for the days it is switched on) plus 8p per SMS segment sent while it is on. It is off unless you ask for it, and can be switched off at any time. Email notifications are included in the standard price.
• •Where we have agreed different prices with you in writing, those prices apply instead.
• •We may change prices with 30 days' written notice.

5. Billing and payment

• •Self-service accounts pay by card through Stripe: the site charge is billed monthly in advance, and the per-worker charge and SMS messages monthly in arrears, after the month closes. Your billing page shows the list of workers counted and how the charge was worked out.
• •Accounts we invoice get one invoice for each calendar month, raised on the 4th of the next month: the site, per-worker, SMS and 4G charges for that month in arrears, any terminal rental year that starts in that month in advance, and any set-up, one-off charges and adjustments. Invoices are emailed as a PDF, can be downloaded from your billing page, and are due 14 days after their date. Where a written agreement sets other payment terms, they apply.
• •Self-service accounts can start with a 10-day free trial. A payment method is needed, and billing starts at the end of the trial unless you cancel first.

6. Support

Support is provided through support tickets raised in the Service (from the agency console, client dashboard or client portal), the kiosk "Report an issue" button, by email to support@tempclock.com and, in business hours, by phone on 0330 520 4321. Every ticket gets a reference number.

Business hours are Monday to Friday, 08:00 to 18:00 UK time, excluding England and Wales bank holidays. P1 is covered every day of the year, including weekends and bank holidays: a P1 ticket alerts our support team straight away and keeps alerting until someone picks it up. The P1 first response target is 30 minutes for a ticket raised between 07:00 and 22:00 UK time and 2 hours for one raised between 22:00 and 07:00.

7. Availability

We aim for 99.9% availability of the web application and the kiosk clock service in each calendar month, and we commit to 99.5%. If availability in a calendar month falls below 99.5%, you can claim a service credit of 5% of that month's fees for each full 0.5% below 99.5%, up to 25% of that month's fees. For an account we invoice you do not need to claim it: it is applied automatically as a credit line on the next monthly invoice. Planned maintenance is not counted as downtime. We announce it at least 5 business days ahead and carry it out between 22:00 and 06:00 UK time where possible. Kiosks keep clocks they cannot send and send them when the connection returns.

8. Your responsibilities

• •You are the controller of your workers' personal data. Before using face clock-in you must have a lawful basis, give workers a clear notice, complete a data protection impact assessment and offer an alternative (badge and PIN, or a supervisor). We provide templates for these on request.
• •You are responsible for the accuracy of the data you and your users enter, and for checking timesheets and exports before you pay or invoice.
• •You must comply with employment, data protection and health and safety law, and must not use the Service unlawfully.

9. Data protection

We process your workers' personal data as your processor under our Data Processing Agreement, which forms part of these terms. It lists our sub-processors, including where face matching takes place (Amazon Web Services, Ireland). See our Privacy Policy. Privacy questions: support@tempclock.com.

10. Your data

You own the data you put into TempClock. We use it only to provide the Service. You can export it at any time (timesheet, payroll and report files, Sage and Xero exports, the API, and per-worker subject access exports).

11. Cancellation and end of the Service

Self-service accounts can cancel at any time. Billing for a site stops at the end of the calendar month in which it is deactivated; the per-worker and SMS charges for that month are still due. Accounts on a written agreement follow the term and notice in that agreement. For an account we invoice, the last calendar month is closed and invoiced like any other, and a change found after that final invoice is put right with a credit note. Each calendar month is closed at 06:00 UK time on the 4th of the next month: we record, for each worker, their badge number (or our worker number for a worker with no badge number), the days they worked and at which sites, with no names, and we bill from that record. We keep these billing records about your workers for 6 years as our own accounting record, as controller; they are not removed by an erasure request about a worker or when your account ends. If you ask before the end, we provide a full export of your data. Within 30 days after the end we delete your data, including face templates and backups, unless the law requires us to keep something; the billing records above are kept.

12. Limitation of liability

Nothing in these terms limits liability that cannot be limited by law. Otherwise, our total liability for any claim arising from or related to the Service is limited to the fees you paid in the 12 months before the claim, and we are not liable for indirect or consequential loss, including loss of profit.

13. Changes to these terms

We may update these terms. We will tell you about material changes by email or in the Service at least 30 days before they take effect.

14. Governing law

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

15. Contact

TempClock. Email support@tempclock.com or use our contact page.