Terms of Service and Operator Agreement

Last updated: 9 November 2026

1. Who we are

ClockMeIn Time and Attendance ("ClockMeIn", "we", "us") is operated by [legal entity name, registration number], [physical address], South Africa. Contact: [support email], [phone].

2. The service

ClockMeIn is an online time-and-attendance service. Employees clock in and out at a kiosk tablet using face recognition, and the customer ("you") views attendance, hours and payroll exports online. You supply and maintain the tablets, mounts, power and internet connection.

3. Accounts

• You must give accurate company and contact details and keep your login details confidential. You are responsible for everything done with your logins and paired kiosks.
• The person who signs up confirms that they may bind the company to these terms.
• You may invite other users. You are responsible for their access and for revoking it when they leave.

4. Free trial

New accounts get a free trial of [14] days. At the end of the trial the account is suspended until you ask us to activate it as a paying account. During the trial the service is provided as-is.

5. Fees and payment

• The monthly fee is the published rate per active site plus the published rate per active employee, as shown on our pricing page and on your Billing page. Prices exclude VAT unless stated otherwise.
• We invoice monthly [in advance]. Invoices are payable within [7] days.
• If an invoice is unpaid, we may suspend the account after giving notice. While the account is suspended, kiosks do not record clock events and the admin screens are read-only, but you can still view and export your data.
• We may change our rates on [30] days' written notice.

6. Your responsibilities (POPIA)

Face templates are biometric information, which is special personal information under the Protection of Personal Information Act 4 of 2013 ("POPIA"). In relation to your employees' personal information:

• You are the responsible party and ClockMeIn is your operator (section 21 of POPIA). We process personal information only on your behalf and for the purpose of providing the service.
• You must have a lawful basis to process your employees' biometric information, including the employee's consent obtained at enrolment. The enrolment screen records that consent. You must give employees the employee notice or your own equivalent notice.
• You must offer an alternative to employees who do not consent, such as manual clocking recorded by an administrator.
• You must deactivate employees who leave. Deactivation deletes their face template.
• You must not use the service for any purpose other than time and attendance.

7. Our obligations as operator

• We process personal information only on your documented instructions (these terms and your use of the service) and keep it confidential.
• We take appropriate, reasonable technical and organisational measures to secure it, as described in our Privacy Policy.
• We notify you without undue delay if we have reasonable grounds to believe your data has been accessed or acquired by an unauthorised person.
• We do not sell your data or use it to train face-recognition models, and we do not share it with other customers. Face matching only compares a face with your own enrolled employees.
• We store data on servers in South Africa [confirm].

8. Your data

You own your data. You can export attendance and hours at any time. Snapshot photos are deleted automatically after the retention period you set. When the account is closed, we keep your data for [90] days so that you can ask for an export or for reactivation, and then we delete it. We delete it sooner if you ask in writing.

9. Availability and accuracy

We aim to keep the service available at all times but do not guarantee uninterrupted service. Face recognition is not perfect: lighting, camera quality and changes in appearance affect results. You remain responsible for checking hours before you pay employees. The payroll screens flag missing clock-outs and other issues for you to check.

10. Limitation of liability

To the extent allowed by law, our total liability for any claim is limited to the fees you paid us in the [3] months before the claim. We are not liable for indirect or consequential loss, including loss of profit or payroll errors that you could reasonably have detected.

11. Cancellation

You may cancel at any time with [one calendar month's] written notice. We may terminate on [one month's] notice, or immediately if you materially breach these terms.

12. General

South African law governs these terms. We may update these terms. We will notify you of material changes at least [30] days in advance.