Terms and Conditions

Last updated: 19 May 2026

1. Agreement

By creating an account, subscribing to ClockHQ, scanning a workplace QR code, or otherwise accessing the service ("ClockHQ", "we", "us"), you ("you", "the customer") agree to be bound by these Terms and Conditions and our Privacy Policy. If you do not agree, you must not use the service. Signing up, paying, or continuing to use ClockHQ constitutes acceptance of these terms and any future amendments published on this page.

2. The service

ClockHQ is a software-as-a-service tool that lets businesses record staff clock-in and clock-out events via a shared QR code and PIN, and that produces estimated timesheet and payroll summaries. ClockHQ is a record-keeping aid only — it is not a payroll processor, accounting system, legal advisor, tax advisor, or industrial relations advisor. You remain solely responsible for paying your staff correctly, for award and minimum-wage compliance, for superannuation, for tax, and for all employment records required by Australian law.

3. Accounts and authorised use

You are responsible for safeguarding your login, your workplace QR code, your staff PINs, and any device used to clock in. You agree that everyone you grant access to is authorised by you and acts on your behalf. You will not use ClockHQ to record false or fraudulent time entries, to harass staff, to impersonate another person, to scrape the service, or for any unlawful purpose. We may suspend or terminate accounts that, in our reasonable opinion, breach these terms.

4. Subscriptions, billing and cancellation

Paid subscriptions are billed in advance through our payments provider on a recurring basis at the price shown at checkout (currently AUD $7.95 per month, subject to change). A free trial may be offered; at the end of the trial your nominated payment method will be charged unless you cancel. You may cancel at any time from the Billing page; cancellation takes effect at the end of the current paid period and no partial refunds are given for unused time. Prices, plans, features and trial length may change on notice. Failed payments may result in suspension of admin access.

5. Your data

You retain ownership of the business and staff data you put into ClockHQ. You grant us a non-exclusive licence to host, process, transmit, back up and display that data for the purpose of operating the service. You confirm you have a lawful basis (including informing your staff) to record their clock-in events, names, PINs, wage rates and hours through ClockHQ, and you indemnify us against any claim by a staff member or third party arising from your collection or use of that data.

6. No warranty

ClockHQ is provided "as is" and "as available". To the maximum extent permitted by law, we exclude all warranties, express or implied, including merchantability, fitness for a particular purpose, accuracy of calculations, uninterrupted availability, and freedom from errors or security incidents. Timesheet totals, projected hours and estimated pay are provided as a convenience only and must be verified by you before being relied on for payroll or any legal purpose.

7. Limitation of liability

To the maximum extent permitted by law, our total aggregate liability to you arising out of or in connection with the service, whether in contract, tort (including negligence), statute or otherwise, is limited to the fees you paid us in the three (3) months immediately preceding the event giving rise to the claim. We are not liable for any indirect, incidental, special, consequential, exemplary or punitive loss, including loss of profit, revenue, goodwill, business opportunity, data, underpayment or overpayment of wages, fines, penalties, or industrial action. Nothing in these terms excludes any non-excludable rights you may have under the Australian Consumer Law; in that case our liability is limited, to the extent permitted, to re-supplying the service or refunding the fees paid for it.

8. Indemnity

You agree to indemnify, defend and hold harmless ClockHQ, its operators, officers and contractors from and against any claim, demand, loss, damage, cost or expense (including legal fees on a full indemnity basis) arising from your use of the service, your data, your staff arrangements, your breach of these terms, or your breach of any law.

9. Suspension and termination

We may suspend, restrict or terminate your access at any time, with or without notice, if we reasonably believe you have breached these terms, if required by law, or if continuing to provide the service would expose us to risk. On termination your right to use the service ends immediately. We may delete your data after a reasonable retention period.

10. Changes

We may update these Terms at any time by posting a revised version on this page. Continued use of the service after changes constitutes acceptance. If a change materially reduces your rights, we will use reasonable efforts to notify admins by email.

11. Governing law

These Terms are governed by the laws of the State of Victoria, Australia. You submit to the exclusive jurisdiction of the courts of that State and the federal courts competent to hear matters from that State.

12. Contact

Questions about these Terms can be sent to clockhqsupport@gmail.com or the support email listed on the Billing page.