Terms of Service

Last updated: October 20, 2026 (Section 7: location in app version 2.0.7, and no location is kept for people whose Mobile clock-in is off). This version took effect for new customers on October 17, 2026, and takes effect for existing customers on November 16, 2026 (see Section 15).

These Terms of Service ("Terms") are an agreement between ClockWork Pro LLC, a Michigan limited liability company ("ClockWork Pro," "we," "us"), and the business that signs up for ClockWork Pro (the "Organization"). They cover our website, web dashboard, mobile app and kiosk page (together, the "Service").

If you accept these Terms for an Organization, you confirm that you are at least 18 and have authority to bind it. If you use the Service as an Employee, you use it through your employer's account. Sections 4 (Acceptable use) and 7 (Location features) apply to you, and questions about your pay, schedule or job go to your employer. If you do not agree to these Terms, do not use the Service.

1. Definitions

"Organization" refers to the business entity (restaurant, retail store, or other company) that subscribes to ClockWork Pro.

"Admin" refers to the person who creates and manages the Organization's ClockWork Pro account.

"User" refers to any individual with an account on the Service, including Admins, Managers, and Employees.

"Employee" refers to a User whose account was created by an Admin or Manager for workforce management purposes.

"Manager" means a User whom the Organization gives manager access. A Manager sees records only for the work locations the Organization assigns to them (the locations they "cover").

"Organization Data" means the information the Organization and its Users put into the Service, or that the Service records for them, such as profiles, time records, schedules, location data and messages.

"Kiosk" means the shared clock-in page (/station) used on a device the Organization controls.

2. Accounts

To use ClockWork Pro, an Admin must create an Organization account. The Admin may then invite Employees by providing their email addresses. Employees will receive an invitation to set their own password. You are responsible for maintaining the security of your account credentials and for all activity under your account.

Admins must be at least 18. The Organization decides who gets an account, each person's role and permissions (including "View payroll"), and which locations each Manager covers. Do not share logins. Tell us right away at support@clockworkpro.app if you think an account has been misused.

3. Plans and billing

ClockWork Pro has a Free plan and two paid plans: Starter ($29 a month or $290 a year) and Business ($79 a month or $790 a year). Each plan has its own limits on users and locations (admins count as users) and its own features. Kiosk mode is available only on Business. Current limits, features and prices are at clockworkpro.app/#pricing.

• No free trial. The Free plan is free to use within its limits. We do not offer free trials of paid plans.
• Payment. Paid plans are paid in advance, monthly or yearly, by card through our payment processor, Stripe. You enter card details on Stripe's page, so we never see your full card number. Prices do not include sales tax or similar taxes. Where tax applies, it will be added to your invoice, and the Organization is responsible for it.
• Automatic renewal. A paid plan renews automatically at the end of each month or year, at the price then in effect, until you cancel. Before each yearly renewal, we email the Admin a reminder.
• Cancelling. An Admin can cancel at any time online, in the web dashboard under Settings → Billing & Plans (Cancel Subscription, or Manage Billing for Stripe's billing page). The plan stays active until the end of the period already paid for. After that, the account moves to the Free plan. We do not give partial refunds of monthly or yearly fees, except as Section 15 says for a change to these Terms.
• Price changes. We will email the Admin at least 30 days before a price change. A yearly plan's price does not change during the year already paid for.
• Going over limits. If the account has more users or locations than its plan allows (for example, after moving to a smaller plan), you can't add more users or locations until you upgrade or deactivate some; nothing already in your account is deleted.
• Custom plans. We may also offer a custom plan by written quote. The price, user and location limits in the quote apply to that plan, and these Terms apply to everything else.

4. Acceptable use

You agree to use ClockWork Pro only for its intended purpose of workforce management. You may not:

• Use the Service for any unlawful purpose
• Attempt to access other Organizations' data
• Reverse engineer, decompile, or disassemble the Service
• Use automated tools to scrape or extract data from the Service
• Upload malicious content, viruses, or harmful code
• Impersonate another person or Organization
• Use the Service to harass, discriminate against, or harm any individual
• Use location features to track anyone outside working time, or without the notice and consent the law requires
• Try to read, guess or collect kiosk PINs, or use another person's PIN
• Share logins, or leave a kiosk unlocked where people who are not Employees can use it
• Test or probe the security of the Service without our written permission (report security problems to admin@clockworkpro.app)

5. Your data

The Organization owns its Organization Data. We do not claim ownership of it and we do not sell it. We use Organization Data only to provide, secure, support and improve the Service for the Organization, as described in our Privacy Policy, and as the law requires.

For information about its Employees, we act on the Organization's behalf and follow its instructions, which it gives through the Service's settings. Admins on paid plans can export the Organization's records from the dashboard, and a closed account can always export its records.

6. The Organization's responsibilities

The Organization is responsible for:

• complying with the employment laws that apply to it, including wage-and-hour, meal and rest break, overtime, child labor and record-keeping laws;
• giving Employees the notice, and getting any consent, that the law requires for location features (Section 7) and for any other monitoring;
• the accuracy of hourly rates, overtime thresholds, break rules and other settings;
• reviewing time cards, especially flagged ones and automatic clock-outs, and paying Employees for all time actually worked;
• deciding whether the Service's punch rounding (Section 8) is right for its workplace;
• deciding who may see pay rates ("View payroll") and which locations each Manager covers;
• keeping kiosk devices in a controlled place, and locking them when no Manager is present;
• keeping its own copies of any records it must keep by law, and exporting them before deleting an Employee or closing the account; and
• answering its Employees' questions and requests about their data, with our help where needed.

ClockWork Pro provides tools for time tracking and payroll estimates. It is not a payroll service and does not give legal advice.

7. Location features

The ClockWork Pro mobile app can use the location of an Employee's phone to confirm where work happens. Only the mobile app does this. The web dashboard and the kiosk page never collect anyone's location.

What the app collects

• At clock-in and clock-out: the phone's GPS position.
• While clocked in, and only while the app is open: the phone's position about every five minutes. Only the most recent of these positions is kept on the time record. Each new one replaces the last.
• Nothing in the background (app version 2.0.7 and later). The app collects no location while it is closed. In app version 2.0.7 and later, it also collects none while it is in the background; it stops the moment the app leaves the screen. Older versions may keep checking location for up to five minutes after the app leaves the screen; on some older Android phones (Android 9 and earlier), a position can be recorded during that time. While the app is open, the phone may also check its own location to show GPS strength or an arrival reminder. That position stays on the phone and is not sent to us.

Before first use. In app version 2.0.7 and later, the app explains these features on screen ("Location while you work") before it first uses location. Nothing is collected unless the Employee taps Continue.

What the Service does with it

• Left-site alerts. If a clocked-in Employee is more than the work location's radius plus 50 meters away, the Employee and the admins and Managers who cover that location get an alert, no more than once every 30 minutes.
• Automatic clock-out after a shift. If the Employee's scheduled shift has ended and the phone shows they have been away from the site for 5 minutes, our server re-checks the distance and may clock them out at that moment.
• Forgotten clock-outs. If an Employee is still clocked in 2 hours after the scheduled end of the shift, the Service closes the shift at the scheduled end. If the phone last recorded the Employee at the site later than that, the shift closes at that later time instead. Any shift still open after 16 hours is closed.
• Clock-in and clock-out checks. Our server checks the distance from the site when an Employee clocks in. It records on the time record how far from the site the Employee was at clock-in and clock-out, and how many minutes before or after the scheduled shift they clocked in and out. Clock-outs made away from the site are flagged for Manager review. This never reduces paid time automatically. Each Organization can set how early before a shift an Employee may clock in (10 minutes unless the Organization changes it).

Every automatic clock-out is flagged for review, and the Employee and their Managers are notified.

Flags and automatic clock-outs are not payroll decisions. They help the Organization review time. The Organization must review flagged time cards, correct them when needed, and pay Employees for all time actually worked. That includes time worked before a shift, after a shift, or away from the site.

The Organization's duties. Before its Employees use location features, the Organization must:

1. tell them in writing what is collected and when, who can see it, and how it is used, including left-site alerts and automatic clock-outs;
2. get any consent or signed acknowledgment, and post any notice, that the law requires where they work; and
3. use location data only for work purposes, such as confirming time worked, and never to monitor anyone outside working time.

Turning location checks off. The Organization controls these settings:

• Mobile clock-in (on paid plans, Settings → General → "Mobile Clock-In (Default)" for everyone; on any plan, "Mobile clock-in" on an Employee's profile for one person). When it is off, that person can't clock in on the phone. They clock in at a kiosk, or a Manager clocks them in from the dashboard. Our server then keeps no location for them while they are clocked in: it stores no five-minute position, sends no left-site alert and never clocks them out automatically for being away. If they clock out on the phone, the clock-out is saved without its location or distance, so it is not flagged as made away from the site. App versions before 2.0.8 may still read the phone's position while the app is open and send it to us; our server discards it. From version 2.0.8, the app does not read it at all.
• A work location without a map position (latitude and longitude left blank on the Locations page). For that location there is no distance check at clock-in, no five-minute site check, no left-site alert and no automatic clock-out for being away. Forgotten shifts are still closed after the shift ends. The phone still records its position when someone clocks in or out there.
• The kiosk and the web dashboard never collect location. A Manager with the "Manually clock employees in/out" permission can clock someone in or out from the dashboard without location; this is recorded in the audit history.
• Admins and Managers can turn some alerts off for themselves (Settings → Notifications). That changes who is alerted, not what is collected.

Employees' choices. An Employee can choose "Not now" on the app's explanation (app version 2.0.7 and later) or refuse location permission on their phone. The Organization may then require them to clock in another way, such as at a kiosk.

8. Time records and punch times

• Clock-ins and clock-outs from the mobile app and the kiosk are time-stamped by our server's clock, not the device's, so changing a device's time has no effect.
• On the web dashboard, when an admin or a Manager who may create or edit time records clocks someone in or out, or enters times, the time comes from that person's computer clock or from what they type. The Service refuses times in the future. When a Manager who may only clock people in and out does so, our server's clock is used.
• Every clock-in and clock-out time is rounded to the nearest minute when it is saved: 30 seconds or more rounds up, and less rounds down. Late and early minutes are calculated from the rounded times. Punches saved before 8:38 p.m. Eastern Time on August 4, 2026 kept their seconds.
• Admins and permitted Managers can edit time records. Edits are recorded in an audit history.

9. Kiosk mode and PINs (Business plan)

• The kiosk is a shared page on a device the Organization controls. An Admin or Manager unlocks it by signing in, and Employees then clock in with a PIN.
• PINs are stored only as a keyed hash (HMAC-SHA256, with a secret key kept in our database provider's secure vault). Nobody, not the Organization and not ClockWork Pro, can read a PIN back. A forgotten PIN is replaced, never looked up.
• The kiosk does not collect location or take photos.
• The Organization is responsible for who can use its kiosk devices.

10. Service availability

We strive to maintain high availability of the Service but do not guarantee uninterrupted access. We may perform scheduled maintenance, and the Service may experience downtime due to factors beyond our control. We are not liable for any losses resulting from temporary unavailability of the Service.

11. No warranties

The Service is provided "as is" and "as available." To the fullest extent the law allows, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose and non-infringement. We do not promise that the Service will be error-free or uninterrupted, that GPS readings will be accurate (phone location can be off, especially indoors), or that payroll estimates will match your actual payroll.

12. Limitation of liability

To the fullest extent the law allows: (a) neither party is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue or data; and (b) our total liability for all claims about the Service or these Terms is limited to the greater of the amount the Organization paid us in the 12 months before the claim, or $100.

ClockWork Pro is a workforce management tool, not a payroll processor or legal compliance service. Payroll estimates, automatic clock-outs, flags, left-site alerts and rounding are aids. The Organization makes, and is responsible for, pay and employment decisions.

13. Indemnification

The Organization will defend and indemnify ClockWork Pro against claims by third parties, including the Organization's Employees and government agencies, that arise from: the Organization's use of the Service; its employment, pay and scheduling decisions; its failure to give notice or get consent required by law (including for location features); the data it puts into the Service; or its breach of these Terms.

14. Termination and closed accounts

We may suspend or terminate your access to the Service at any time for violation of these Terms or for any other reason with reasonable notice. You may close your Organization's account at any time in Settings → General → Close Company Account, or by contacting us. Any paid subscription must be cancelled first. A closed account is read-only: your Admin can still sign in to view and export records, and can reopen the account within 90 days of closing; after that, contact us to reopen it. When an account is closed or terminated, your right to use the Service ends, except for that access to view and export records.

We keep the Organization's time, pay and related employment records for three years from the date the account was closed. After that, we permanently delete them within 90 days, unless the law requires us to keep them longer (for example, because of a legal hold or a dispute). Backup copies expire within 90 days after that (see our Privacy Policy). Closing the account does not change the Organization's own duty to keep employment records for as long as the law requires, and some states require more than three years. Export them before the retention period ends. If we suspend or terminate your access, we handle your data the same way.

15. Changes to these Terms

We may update these Terms. For material changes, we will email the Admin at least 30 days before they take effect. Changes needed for legal or security reasons may take effect sooner. The "Last updated" date shows the latest version. If the Organization does not agree, it may cancel before the change takes effect. If it does, and it is on a yearly plan, we refund the unused part of the year, pro-rated. Using the Service after the effective date means the Organization accepts the change.

16. Governing law and disputes

These Terms are governed by Michigan law, without regard to conflict-of-law rules. Any lawsuit about these Terms or the Service must be brought in the state courts in Saginaw County, Michigan, or in the United States District Court for the Eastern District of Michigan, and both parties consent to those courts.

17. Contact us

ClockWork Pro LLC
4352 Bay Road, PMB 500, Saginaw, MI 48603

Email: admin@clockworkpro.app · Website: clockworkpro.app

18. General

These Terms, together with the Privacy Policy and any signed Data Processing Addendum, are the whole agreement. If part of them can't be enforced, the rest stays in effect. Not enforcing a right is not a waiver. The Organization may not assign these Terms without our consent. We may assign them as part of a merger or sale of our business. Neither party is liable for delays caused by events beyond its reasonable control, except for payment obligations.

19. App stores

If you downloaded the app from Apple's App Store or Google Play, that store's terms also apply to the download. Apple and Google are not responsible for the Service or its support.